Efficient Medical Scheduling System for Providers

1. Scheduling Chapter 6

2. Objectives • Understand how to use the MedTrak Scheduler • Block out a time range in the schedule • Clear a blocked time range • Schedule a new patient • Schedule and existing patient • Add a note to a patient’s appointment • Move an appointment to a different time • Cancel an appointment

3. Key Concepts • Providers •Location structure • Family doctor •Location level • Primary care •Division level • Urgent care •Staff level • Employee health •Calendar button • Workers’ compensation •Existing patient • Location schedule •New Patient • Time range •Patient responsibility • Time increment •Payers • Authorization number •Appointment note

4. Scheduling

5. Scheduling • Scheduling system controls patient flow • Providers plan their days based on seeing certain number of patients, returning phone calls, meeting with patients outside office • “No” to a room full of unhappy waiting patients • “No” to long wait times due to overbooking • “No” to no patients for the providers to treat • Scheduling system helps avoid these “No’s” • Providers=physicians, physician assistants, nurse practitioners, chiropractors, rehab therapists, radiologists • Any health care professional who schedules appointments with patients is a PROVIDER.

6. Setting up a schedule • Set up schedule depending on availability of providers • MedTrak-one division with three providers-2 physicians, 1 physician assistant, who wee patients for primary care, urgent care, employee health and workers’ compensation

7. Primary Care Physicians • “Family Doctor” • Concerned with your health over a period of time • Also handle the management of chronic illnesses such as heart disease, diabetes, high blood pressure

8. Urgent Care • Immediate health issues such as; colds, bladder infections, and cuts • Things that may occur on a daily basis and can be resolved in 1-2 visits • Typically done at an urgent care clinic or emergency department

9. Employee Health • Review and preventative care for the employees of companies through the use of pre-employment exams, annual physicals, drug testing, TB testing, immunizations such as flu shots,

10. Workers’ Compensation Physicians • Work with employees who are injured on the job • Can be musculoskeletal injury or exposure to heat, chemicals • Physicians contracted by employer to provide care

11. MedTrak Providers • Dr. Alice T. Smith-Primary and Urgent Care • Dr. Mark N. Chang-Urgent Care, Employee Health and Workers’ Compensation • Juan O. Garcia-Physician’s Assistant who works with both of doctors’ patients in Primary Care, Urgent Care, Employee Health and Workers’ Compensation

12. Medical Office and Providers’ Schedule • Medical office schedules appoints in 15-minute increments

13. Hours • Medical Office Monday-Friday 8am-5pm Saturday 9am-1pm • Smith M, T, Thurs, Fri 9am-5pm Wednesday 9am-12pm • Chang M,T,W,Fri 9am-5pm Thursday 9am-12pm • Garcia M,T,W,Thurs8am-5pm Friday 8am-12pm Saturday 9am-1pm

14. Do This! Pg. 50 • Setting to Specific Date on the Schedule

15. Do This!Pg. 51 • Setting To A Provider’s Schedule

16. MedTrak 3 Level Hierarchical Structure • 1. “Medical Office” Location Level-Physical Location(name of facility) • 2. “MEDICAL” Division Level-departments within medical facility-ours has one level, some may have multiple such as; medical, orthopedics, rehab etc.. • 3. Staff Level-Physicians, specialists, other providers appear

17. Scheduling Screen-Dr. Chang

18. Do This! Pg. 52 • Blocking Out Time In The Schedule At The Location Level

19. Do This! Pg. 55 & 56

20. Clearing Blocked Time In Schedule

21. Clear Blocked Time Screen

22. Block Cleared • Do This! Pg. 58

23. Blocking Out Time In Schedule At Staff Level

24. Blocking Out Time In Schedule At Staff Level • Do This! Pg. 61 & 62

25. Scheduling Existing Patient Appointments • Set to appropriate provider’s schedule • Select the appointment date and time • Click the Add Appt. button

26. Selecting Patient To Schedule Do This! Pg. 64

27. Selecting Patient/Company Relationship Do This! Pg. 65

28. Confirming Patient’s Payers Do This! Pg. 66

29. Appointment Scheduling Do This! Pg. 67

30. Appointment Note

31. Scheduling Screen Do This! Pg. 69 & 70

32. Scheduling New Patient Appointments • Scheduling staff sets appropriate provider’s schedule • Selects the appointment date and time • Clicks “Add Appt” button

33. Selecting The Patient To Schedule Do This! Pg. 72 & 73

34. Selecting The Patient/Company Relationship Do This! Pg. 74

35. Selecting The Patient’s Payers

36. Entity/Payers: Select

37. Patient/Payers Do This! Pg. 77

38. Appointment Scheduling Do This! Pg. 78

39. Appointment Note

40. Scheduling Do This! Pg. 79

41. Scheduling A Second Appointment For a New Patient • Do This! Pg. 80

42. Moving An Appointment To A Different Time • Place cursor in command field next to current appointment • Click MOVE APPT button • Click PAGE UP button to set the Scheduling screen for the Provider • Place cursor in desired time command field • Click TO HERE button • Next to appear is Scheduling: Move Appointment screen • Review your information

43. Scheduling Move Appointment Do This! Pg. 84

44. Cancelling An Appointment

45. Printing The Medical Office And Providers’ Schedules • Do This! Pg. 87 • Do This! Pg. 89 • Do This! Pg. 90