Dr. Jennifer Smith- Red I did more of a general policy I liked how you had a more detailed explanations such as using medisoft application for a reference.
Good way of finding out where a patient would need to be. Also, please greet everyone politely and quietly. Tip: Always verify that you are in the correct provider appointment book when scheduling. Some insurances charge this cost to the patient, and others may require an additional co-pay. Also note some providers offer late evening hours as well as Saturday hours. 12/09/18
The policy enables us to utilize available appointments for patients who are in need of medical care. Managing Appointments This section will inform you who the patient saw, what date they were seen and what the patients Chief Complaint was. Looked very professional. If the phone number is disconnected or no longer in service please add a pop alert on the patients account so we can get an updated phone number when patient arrives.
Well thought out and organized! Time limits will vary dependent on the provider in which you are scheduling for. Monday-Friday 8:00 am 5:00 pm Please arrive 10 minutes early to complete paperwork and update records if needed. Our goal is to provide quality medical care in a timely manner. 4. Only a few places have I been where they tell you as new patient what to expect when you cancel appointments. Feuerherdt Eye Clinic PINE GROVE MEDICAL CENTER EPM has already been setup to only display available start and end times that coincide with our office hours. h. Follow-up visits: A. This was a common occurrence within the family practice organization I worked for and something that is definitely great to review with every employee. Procedures- b. Create a balanced daily work schedule and establish appropriate policy and procedures to accommodate and schedule new and established patients. a. Verify the provider the patient is choosing to see Staff will confirm or assign provider and will designate the identified provider on the scheduling screen and schedule the patient with identified staff. Especially in the wintertime, it is important to call as early as possible in the day so that we can see your child that day. If both we and you do our parts, we can keep your waiting time to a minimum. Not all employees are familiar with this. Insurance Be sure to work thru the appointment process in order with each patient as consistency reduces errors. Bring proof of insurance and proper identification. PROCEDURE: For return patients verify information on file. 10-15 minutes allotted time. As with most insurance plans, patients are required to make a co-payment at time of service. ii. It has come to my attention that there is a need to update our current policy and procedure for scheduling patients. Very through, I like that you stated a cancellation fee right up front. Schedule the appointment in the correct slot 1. How long will the doctor & patient need to complete the appointment? i. Patients name A positive and professional attitude needs to be maintained when speaking with patients. the proper patient in the suggestion menu. Physicians: Scheduling appointments Urgency of visit; Is this a routine checkup, follow-up or is this an urgent need to be seen, but not an emergency? Secondary issues will be addressed if time permits; otherwise, a follow-up appointment will be offered within one week. Surgery hours are Fridays from 8-5.
b. 45-60 minutes allocated time. I liked your information about emergencies and 911. Dr. Spencer Andrews- Blue We will work with you to determine the extent of your coverage. Great post. If you need assistance, please ask us in advance of the office visit and we will help you in any way we can. Basic Appointment Info: In the rare event Arrive on time: i. iv. Ask the patient who they need to be scheduled with. Saturday & Sunday 8:00 am 10:00 am (sick visits only) We sometimes extend our weekday and weekend office hours. I like how you added those questions on the top? When answering a call, if the patient presents with an emergency, they will be referred to the Emergency room or directed to call 911. In order to reclaim services here at Pine Grove Medical center you will be required to meet with you PCP within 30 days of when the third no show letter was sent to you. The staff at Pine Grove Medical Center strives to exceed expectations in care and service in order to make your experience with us as comfortable and stress free as possible. 5. 2. 213. Schedule in appropriate slot. I think it is smart to leave an open slot at the end of the day to make sure staff get out of the office on time. e. New patient first appointments:
One hour should be reserved each day for urgent care or walk-ins. For walk-in appointments confirm availability of provider and obtain patient information same as step #4. It is also policy to inform patients of all expectations regarding keeping appointments and canceling appointments in a timely manner (at least 24 hours prior). Lots of good information! Remind the patient of practice policy. If a patient is more than 60 minutes late, without any notification, we will be forced to reschedule the appointment. Bassett Medical Clinic Policy and Procedures If the patient is alone, please ask if they have someone we can contact on their behalf to meet them at our office If you have concerns about major problems, or have many questions, please let the receptionist know when you schedule the appointment so that we can be sure to allow extra time to address these concerns. II. To ensure timely continued care we encourage patients to schedule appointments in advance of follow up due dates. I did not charge the patient in my blog post but I think it is a good idea to charge the patient if they did not show up for an appointment more than once. Meeting with your PCP will allow your situation to be evaluated. Patients must check into the front office at the time of their appointment. Procedure for scheduling existing patient, emergency and non-emergency: Any new information, 10 min arrival before appointment, copies and signatures, if needed of any new policy changes. Step 2) We need to let the patient know that there is a 24 hour cancellation process, so if they need to call and reschedule they need to give us at lease 24 hours prior to their appointment. You will also need to get a copy of any insurance cards that the patient has for all insurances that they have. 2. iii. H.) Remind patient once appointment is made of existing check-in, cancellation, and re-scheduling policies. ii. Find next available appointment or the date in which the patient is requesting. Staff need to obtain and verify patient name, date of birth, phone number, and insurance Have a non-emergency after hours call center with a no longer then 24 hr. of birth, social security number, and insurance provider. ii. Staff must obtain & verify patient name, d.o.b., phone number, address and eligibility/insurance for all patients scheduling an appointment. At time of check-in you must provide photo I.D and insurance provider. 06: Managing Appointments Assume that you are the office manager in a physicians office. Following you will find our updated policy and procedures for scheduling appointments in our EMR system. Cancellations affect everyone, so please keep your scheduled appointment. If it is less than 24 hour notice, they may be subjected to a $20 cancellation fee.
5. It is the sole responsibility of the scheduling office to maintain and monitor the online appointment site, this will ensure that no appointments are missed or that the front office can over book the patients. Keep in mind different appointments require an allotted amount of time. Good point on not scheduling appointments to close to the end of the day. a. Bassett Medical accept all types of insurance plans. If you are able to reschedule the appointment for the patient, do not cancel out the previous appointment. Review of the schedule is done the day before mid-morning any failed notifications are highlighted in yellow. If patient is established, will patient accept a different doctor if theirs is not available? i. Emergency or same day appointments MUST be made over the phone to assure availability. b. Since adding family practice our scope of care has broadened which has broadened the services that we render. ii. 1. If its a new patient, a pop-up box will appear. Im not too familiar with policies or procedures, but yours seemed like an experienced post! Some clinics will still expect you to pay for more than one no call, I would have to decide depending on my clinic. d. Reminders to patients I like that you included for staff to emphasize that if they are unable to get a same day appointment, they should go to the nearest ER or Urgent Care Facility. c. Enter the reason for their visit. g. Schedule a pre-op appointment with the patient and schedule a follow-up appointment with the patient for after the surgery. I enjoyed your post. That is something I left out of my break down, but I wish I had put it in! If no one is present, do not attempt to collect anything beyond the medical information required to treat the patient until they are stabilized. Validate patient information Policy: Our goal is to provide the fastest possible service while providing your child with the highest possible pediatric care. Select the correct date and time slot. HLTH F132: Managing Appointments: If a patient calls and states that they are having an emergency, take all the information regarding what the patient is stating is an emergency. Name-social security number-insurance policy-phone number-address(must check before scheduling appointment. Your time is important. For new patients that may be returning for their second appointment they may not recall who they saw. 06: Managing Appointments. Call to cancel at least 24 hours before scheduled appointment. f. Regular visits: Insurance, billing, payments 3267. Procedures for scheduling appointments; (refer to printed patient copy if necessary). 2. Once you are an established patient, you may be able to access oust services online. Appointment Confirmations:
Any patient who needs to be seen outside regular business hours (8:30am-6:00pm Mon-Fri.) for urgent/emergent problems will be directed to nearest emergency room. I also added an emergency and non emergency part into my scheduling. i. PURPOSE: Below you will find guidelines covering our organizations policy and procedures for scheduling primary care appointments within our EMR system. B.) When answering a call, create a patient appointment by collecting the following information: A.) a. Update any necessary forms in the computer system 4. It was very thorough, while easy to follow. This would look good for a patient informational pamphlet as it educates the patient. The primary care physician will decide if the surgery is urgent or can wait until the next surgery Friday. Attn: Administrative and Office Staff Once the chart is flagged, a popup will appear at check in for any of the front office staff to see. When scheduling appointments, use the program software. We are very mindful of just how busy life is for you and for us. 4. That way they can prepare for that appointment a head of time. b. It is the policy of Washington & Lewis Medical Office to schedule all appointments in a consistent manner. i. Provided as a tool to educate patients. You should always call to make an appointment rather than simply coming to the office. Sunday office hours are available during the colder months onlygenerally November through May. Phone calls should be answered within first few rings even if you place them on a brief hold. 3) Remind the patient of the appointment time and inform them that if they need to reschedule for any reason they must call 24 hours before appointment. 2. Surgery appointments scheduled in office anytime during normal office hours. Each appointment type: New Patient, Established, Annual, Follow-ups, New OB, OB check, ect have pre-determined time limits that have been set in the system. 8am -3 pm. You provided a lot of necessary information that I hadnt included in mine.
Encourage patient to download the new patient forms from our practice website to complete and bring to first appointment, along with picture identification and insurance cards. In some cases, evaluation of these problems may require more extensive examinations or laboratory evaluations that may require additional charges. 5. fees. When scheduling patient if pulling up by first and last name verify DOB. Appointments: Notifications for appointments to patients must be conducted 24 hours prior to the scheduled appointment. Let them know they will receive a reminder call for the appointment and to please let the office know at least 24 hours ahead of time if they need to reschedule or cancel their appointment. These hours are: a. If a reschedule happens without the 12 hour notice, the patient is subjected to a $15 reschedule fee. To ensure timely and efficient access to care in a non-discriminatory manner. In your post you were very through in managing your practice, you covered all the areas that are important in ensuring that the patients are inform about how they will be treated and what is required from them when they schedule an appointment with your practice. I didnt even think of that. But I think most have you sign some piece of paper with that info on it, but they should give patients a copy as most probably dont take the time to read everything they sign. Very informative and thorough. 2) In the Medisoft program double check that you have the correct physical and department selected. Policy: All patients will be scheduled in a timely manner, Monday- Friday 8:00 am- 5:30 pm, Saturday 9:00 am- 2:00 pm. Often we have patients with the same first and last name or very similar in spelling. 3. We like to thank you for choosing Bassett Medical Clinic for your medical needs, we would like you to know that the staff here will try and accommodate you in every manner possible. The patient must be directed to nearest emergency room. The 60 minute time slots are designated for new patients and annual physicals. Leave a short note with pertinent details for a doctor/nurse response within 24-48 hours. It is the scheduling offices responsibility to follow up on all appointments, they will need to verify all of the necessary paperwork has been completed correctly, and to provide the patient with either a phone call or email reminder based on the patients preference. Call any available back-up staff to the front, if necessary
Please keep in mind due to our expanding practice we are seeing a broader patient base as we are no longer OB/GYN only. Appointments can be scheduled from 8:00 am- 16:30 pm Refer to our Appointment Time Policy to determine appointment time frames for each type of appointment. Staff also need to verify if the patient has been seen before at the facility, if they are being referred from a different provider, or if this is there first time scheduling an appointment with the primary care physician.
Verifying Patient Information During initial contact obtain: To change this appointment, right click on the original date and time within the appointment book, then select the reschedule feature. Please read carefully the following as I have included some current procedure as well as integrated new and more efficient procedure to accommodate recent changes. c. All appointment requests will be verified and entered into the electronic appointment scheduler. If a patient needs to schedule for surgery, the patient will schedule for surgery after a consult with the primary care physician.
30-45 minutes allocated time. c. If the physician decides the surgery is urgent, call the emergency room and let them know that Saltville Urology is sending over a patient and that Dr. Cord Barton is also coming over because he needs to perform an urgent surgery. Our office is available Monday-Friday 8:00 am to 5:00 pm. Any cancellations require a 24 hours notice, if such notice is not given their will be a $50 charge, no exceptions. If your insurance will not pay because the required interval between checkups has not been met, you will personally be responsible for the cost of our services. i. We reserve the right to fit in or rebook patients who are late for appointments. that he is absent, notify the patient that a temporary physician will be present. Make confirmation calls the day prior to the appointment. G.) Confirm the appointment date and time No Show Policy Show up 15 minutes prior to appointment. i. Dr. Jameson Bausch is the principal provider at this location. Please plan ahead and schedule our childs next appointment well in advance. d. Confirm that the patient knows where Saltville Urology is located 3. On top of this I would make sure that when a patient was calling for an appointment that my receptionist can get the details to know if the appointment is a long one or if a short phone call would do. a. Procedure:
I especially like the provider color coding. b.
Choose a time that is available(Check department notes in the right hand corn for department hours and lunch policy). We have paperwork to get ready and need time to prepare for your office visit. 2. Normal business hours: Monday-Saturday 8:00 am-5:30 pm. Patients are schedule based upon reason/visit type Verify insurance information. It gives the Providers a chance to look over over their schedules and see if theres anything special they need to know about any of the patients that they are seeing. I. Have your proof of identity and insurance card ready and any applicable co payments In one place I worked, we had the last hour to clean up and finish our work for the day. Extended hours These visits allow us to evaluate your childs health, growth, and development, as well as maintain a regular schedule for vaccinations. Verify Patient Information and Insurance (collect payment, if needed) 1. Same-day urgent or non-urgent visits requested by telephone will be evaluated and offered a same-day appointment whenever possible. We deal with dozens of insurance companies, and it is just not possible for us to keep up with each and every plan. i. Patient will be scheduled utilizing the physicians office electronic system (computer software). For new patients let them know to arrive 15 minutes early if they have not pre-filled out information on line so they may do so in the office. i. Bringing your child in for regular well-child checkups is a very important part of his health care. You seem like you have done this before. If its an existing patient, type the patient name in the Name slot and select A complete eye exam with dilation. normal business hours. If they need to schedule another appointment be sure to do that before they leave the Clinic. 1) Verify patients personal information. Appointment Confirmations: 45-60 minutes allocated time. 3. If for some reason you are unable to confirm the appointment, detail must be annotated on the patients chart. Confirm that the patient is scheduling to see Dr. Jameson Bausch at 8418 Memorize the color coding, it will reduce scheduling errors. To make this process even easier and to minimize scheduling error, each providers appointment book has been color coded. iii. If you are in need of urgent medical care, your call will be redirected to our nearest emergency center. Do Not check-in patient if all information has not been verified. Your policy and procedure were great, they were professional and direct, easy to understand, and in the end it explained to the patient about a late fee being charged due to a no-show are cancellation with a certain time frame. Here at Bassett Medical, we have a no-show policy, we require patients to make their appointment and be on time, if a patient cannot make their appointed time, you will be label a no-show, and if you do not cancel within the 1 business day as stated, you will be charge for that missed appointment. If you are having login issues, contact Justin Harvey, IT specialist at P:567-768-9584 ex. No one wants to spend their time sitting in the waiting room. You will be connected to the next available nurse, 24/7. Short visits are scheduled within 2 business days. Very well done making note that selfpay patients are often require different handling. Phone number There are several steps that are needed to be certain that we are prepared for the arrival of our patients. Always maintain confidentiality and privacy for the patient . Ask what day and time is most convenient for them and make the appointment for the first available time stated, and if possible, provide the patient with a choice of appointment times. We strive for excellence. This also minimizes the risk of a healthy child being exposed to illness. All primary care providers are given 20 minutes at the beginning of the day and 40 minutes at the end of the day for team planning. a. The appointment time would be 15 minutes. This is a very informative post. I liked that you started your policy with reiterating the importance of keeping privacy and patient confidentiality a priority. Confirm appointments. Great post!! iii. Kindly let the patient know they can have a seat while waiting for their provider, Emergency Walk- Ins Appointments: iv. Please flag each chart that may have a disconnected number or incorrect contact number. Policy: I like the idea of having the patient registration forms available online so that the patient can fill out the paperwork before their appointment. Online appointments are on a first come first serve availability, if something special is needed, the patient will need to call in to the scheduling office. ii. If you encounter a patient who calls to cancel an appointment, always offer to reschedule the appointment immediately. 1. If the patient reports urgent/emergent problems Once you have the patient a date and time please verify address on file is current, verify contact phone number and any changes in insurance. Washington & Lewis Medical Office will offer patients an appointment with their primary care provider in a timely manner. I like that you put something regarding a reminder call for the patient! Method: Competency #1 Professional, ethical documentation and communication. 1. Good work. Any patient who needs to be seen during regular business hours (8:30am-6:00pm Mon-Fri.), will be seen at next available appointment time with any available provider. This practices business hours are from 8:00 am- 5:00 pm Monday Friday, with closure on weekends and federal holidays. Daily vacant appointment slots will be offered to patients who call that day. Appointments are in high demand, and your early cancellation will give another person the ability to have access to timely medical care. Scheduling is required to work with the front office to insure a smooth transition from the appointment time all the way through to the completion of the patients visit. Date of birth Verify what the patient needs to be seen for. Nice introduction. Reschedules are free of charge, as long as there is at least 12 hour notice.
Procedure: i. Patients full legal name and date of birth Reconfirm the appointment date and time. Some emergencies may need to call 911, please refer to separate policy on how to handle emergency calls. It is our responsibility to provide a flexible schedule and to be attentive to your appointment needs. Put EMS on stand-by, in case transfer to a different facility is necessary. Verify contact telephone numbers I want to thank all our staff here at the Local Family Medical Center for their exemplary work and adherence to policy and procedure. I have worked in a practice that has extreme lenience. Proc. When covering sensitive information during check-in, please make sure patients waiting in line are standing back at least 10 feet from the counter. All cancellation requests can be completed online, if the time of cancelation is less than 24 hours then a phone call to the scheduling office will be required to avoid any billing costs.
Keep the patient on the line, and go consult with the doctor. All patients are to be seen within 15 minutes of their scheduled appointment time. Procedure: Reason for visit Prioritize the importance, by having an available emergency spot every day. Comments from your doctor The policy for managing appointments for the office will be to follow proper procedures as outlined with patient confidentiality being most important. A letter will be sent to you regarding your no show/late cancellation fee with a bill included. We realize you have a choice in medical providers and are pleased you have chosen to seek care with us. 2. At the same time, be aware that many insurance companies limit the frequency of well child exams. Policy and Procedures Manual, TITLE: Good post. I think it is a good idea to give the Providers time at the beginning of the day before seeing patients immediately. Address, mailing c. Confirm with the patient that they are scheduling an appointment to see Dr. Cord Barton at Saltville Urology. If insurance has changed please collect insurance information and send message to our eligibility specialist. 3. It appears you have worked with scheduling before as I would have never guessed that color coding was used for providers as well as navigating the EMR system. This is not to be nosy, but by asking a few questions we can better determine how much time to allow for your visit. Memorandum: Policy and Procedure for Scheduling Patients update Excellent note of the cancellation policy. Additional pamphlets placed at the front desk. Create a policy and procdure for scheduling patients. Your layout for the policy looked very good. Cancellation of appointments: Patients may cancel their appointment, without a fee, as long as there is 24 hour notice. i. (For example, for an older child, your insurance company may say it will pay for only one exam each year. ii. Please feel free to contact our office with any questions regarding our policies at 455-360-7531. Appointment policies and procedures, Thank you for choosing Pine Grove Medical Center. Great post. a. b. Any patient who needs to be seen during our regular business hours will be seen that day with an available provider. Voice message is acceptable for weekends and holidays. Fairbanks Health & OB/GYN Practice Scheduling Guidelines. If you need to speak with a nurse after hours, call 888-888-8888. Find a provider with urgent availability or pull the necessary provider immediately, if time is dire I failed to include information on how to handle self-pay patients. 1. We are also mindful that it will take cooperation in order to reduce the time you spend waiting to be seen.
If a caregiver/ family member is present, try to get all updated medical information/insurance information from them. Washington & Lewis Medical Office will reserve the right to prevent patients from scheduling future appointments in the case of no-shows. If a patient is a no show for an appointment the scheduling staff needs to follow up with the patient to see if they want to schedule another appointment. TOPIC: Scheduling Policy and Procedures. Fri. 8am 7 pm and Sat. Have a 24-hour cancellation policy and a two no show no call penalty. a. Pamphlets to be given to all new patients. You do not want to have employees giving away to much information regarding the appointment, especially when they are not speaking directly to the patient. Assume that you are the office manager in a physicans office. Emergencies All providers will see their first patient no earlier than 0800, and the last patient no later than 1600. Step 5) If this is for an established patient, be sure to go over any new paperwork that may need to be signed and reviewed with the patient before they see their physician. In the appointment notes collect the reason why the patient is coming and if they have been emailed the day one paperwork if applicable. This generally means one exam every 366 daysany less and they will not cover the visit.) We need to know if there is a copay at the time of service and if there will be any deductibles applied to their date of service. Let the patient know that the physician only does surgeries on Fridays. Purpose: Scheduling Policy and Procedures. Verify patient information It is your responsibility to understand your coverage. Most practices have very strict cancellation policies for good reason. a. When we make such adjustments to our schedule, we will also bill your insurance for an after-hour office visit. A very thorough post! 5. Normal business hours and normal scheduling hours. Enter the patients name, date POLICY: Regardless of a patients condition, Bausch Orthopedic Center provides appointments with primary care providers during regular business hours (Mon-Sat 8:00 am-5:30 pm). You should know what is covered in your insurance plan and how these charges would affect you. 1. Cancellations/ No Shows: Patients may also choose to call the Scheduling Office anytime during the standard 8am -6Pm business hours. c. No call, no show- A $75 cancellation fee will be billed to the patients account. Front office will be responsible for collecting insurance cards, scan and note new information into the patients chart, as well as collecting co pays, or any monies outstanding on the patients chart. d. If the surgery is not urgent, then ask the patient what time surgery is best for them. 5. Step 4) When the patient comes in for their appointment, they need to sign all necessary paperwork. Determine the reason for visit and find an appropriate time for the patient. Please advise the patient at the time of the call for the need to complete the paperwork and to arrive 15 minutes to early to do so.
follow up examinations require 45 to 60 minute appointments
