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I appointment schduleing
This document discusses best practices for managing medical appointment schedules, including using computerized systems, scheduling methods, handling different appointment types like walk-ins or surgical procedures, and planning for issues that may arise. It emphasizes scheduling to maximize availability and efficiency while meeting patient needs.
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I appointment schduleing
- 1. Front Office Administration 2nd edition Brenda A. Potter, CPC
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- 3. A Well-managed Appointment Schedule Provides optimal availability of services for patients Maximizes use of facility resources Avoids excessive downtime Reduces waiting time for patients Maximizes number of patients a physician can serve
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- 5. Computerized Appointment System Most offices today use a computerized appointment system Advantages More than one user can access system Prompts for essential appointment information Makes updated schedules available quickly Interfaces with registration, billing, and insurance functions Several open appointments may be viewed at one time Appointment information may be quickly retrieved
- 6. Computerized Appointment System Concerns Plan for computer down time Backup of computer information Equipment and software may be costly Training necessary for employees
- 7. Manual Appointment System Appointments must be written in book with pencil Only one person at a time may use appointment book Canceling appointments is cumbersome More than one book necessary for several physicians
- 8. Scheduling Methods Typeof practice determines standard appointment length Specialists usually require longer appoints Primary care physicians may schedule appointments every 10 or 15 minutes New patients require longer appointments
- 9. Double-booking Appointments Schedulingone appointment at the same time as another Double-booked appointment is usually an urgent care appointment
- 10. Walk-in Patients Patientwho arrives at clinic without an appointment ALWAYS check with practitioners before accepting them.
- 11. Walk-in Clinics Urgentcare facility Often accept ONLY walk-in patients Often open extended hours
- 12. Group (Block) Scheduling Multiple patients scheduled at the same time
- 13. Series Of Appointments Patient with multiple appointments at the same time Example: Hair Removal Allergy or Botox injections Best to schedule on same day of week at same time Example: Appointments scheduled for Tuesdays at 1:00 PM
- 14. Multiple Appointments Patientis seeing multiple providers for treatment Try to schedule on same day for convenience of patient Make sure medical record is available for each provider
- 15. Appointment Parameters Practitioner’spreference Many MDs like variety Restrict number of procedures if necessary Availability of equipment and resources Discuss with practitioners on how many: Tattoo removal cases. Advanced hair removal cases.
- 16. Setting the Schedule Block off days the office is closed Block off practitioners’ unavailable days and times Block off meetings, personal appointments
- 17. Advance Booking Howfar in advance? Send appointment reminders
- 18. Appointment Components Name Reason Determine length of appt Use standard abbreviations Do not enter potentially embarrassing terms Daytime telephone number of patient Medical record number or DOB
- 19. Prioritizing Appointments Natureof patient’s problem will determine when patient is scheduled Ask patient when he/she would like to come in to the office If unsure about severity of patient’s problem, medical staff may need to triage
- 20. No-Shows Patient doesnot arrive for an appointment Allow some time for possible patient delays Most offices do not charge Documentation is critical
- 21. Canceled and Rescheduled Appointments If possible, document in patient’s record If rescheduled, may not need to document
- 22. Ancillary and ReferralAppointments Ancillary – Appointments made with other departments in health facility Referral – Patient referred to another provider, such as specialist Document in patient’s record
- 23. Surgical Appointments Obtaintype of procedure to be performed Obtain insurance approval for procedure Ensure patient has appointment for pre-op physical Patient phoned day before surgery with instructions
- 24. Pharmaceutical and OtherSales Persons Pharmaceutical reps meet with providers and staff on a regular basis Most sales persons will be required to make an appointment
- 25. Posting the Schedule How often is update needed? Confidentiality concerns – schedules CANNOT be viewed by patient
- 26. Appointment Reminders Shoulda reminder be done for every appointment? Telephone reminders When should you call? Should you leave a message? Written reminders – forms or letters
- 27. Planning for theUnexpected Minimize impact if possible Notify patients as soon as possible Patients may wait or reschedule