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CMAA > Scheduling > Flashcards

Scheduling Flashcards

1
Q

Computer system can do what

A

Display only available times
Or show length, type, and time preferences

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2
Q

Why are computer systems helpful

A
  • It can select best appointment times based on inputed information
  • Can track future appointments
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3
Q

Book scheduling can do what

A

-Show entire week at a glance
-have multiple columns, one for each doctor

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4
Q

What are rules of book scheduling

A

-write in pencil
-include patients name and phone #

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5
Q

Wave booking

A

Patients scheduled at the same time in the first ½ hour, second ½ for same day appointments

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6
Q

How is wave booking tracked in order of arrival

A

Sign in sheet is used

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7
Q

Assumption of wave booking

A

Time needed for each patient will average out

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8
Q

Modified wave booking

A

Patients scheduled at same time in first ½ hour, second ½ hour:
-no patients (extra time for others)
-one patient
-patients in 10-20 min intervals

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9
Q

Advantage of wave booking

A

One late person won’t disrupt schedule

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10
Q

What is double booking

A

Same appointment time with the same provider given to 1+ patients

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11
Q

Stream scheduling

A

Schedule appointments for specific times at regular intervals
- based on need

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12
Q

Open booking or tidal wave

A

Patients come in intermitten times, seen by order of arrival

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13
Q

Disadvantage of open booking

A
  • May be rush hours
  • patients may wait a long time
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14
Q

How to improve wave booking wait times

A

Some places offer online or telephone check ins to know when the provider can take you

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15
Q

Cluster booking

A

Patients w/ special needs booked at same time of the day, or week
-grouping by PE, referrals, sick people

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16
Q

Who’s needs should be considered when scheduling

A

The patient, provider and facilities

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17
Q

What to do for new patients

A

1: get full name, phone number, DOB, and adress
2: find out if they are a referral
3. Request reason for visit &urgency
4: offer patient first available appointment
5: go over financial arrangements
6: repeat when appointment is

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18
Q

When should patients be called to remind of appointment

A

The day before the appointment is scheduled

19
Q

What do you do if a new patient was referred

A

Send the referrer a consultation report and a thank you note

20
Q

How to schedule established patients

A

After appointment, have all patients stop at front desk before they leave to schedule a new appointment
- give them an appointment card

21
Q

What do providers need extra allocated time for ?

A

-lunch
-calls
-meetings
-making reports

22
Q

What is necessary when male gynecologists are doing an exam

A

A female nurse must be present

23
Q

Matrix

A

Grid with time slots blocked out for when physicians are unavailable or office is closed

24
Q

Template

A

Document with a pre-set format that is used as a starting point

25
Q

What’s the policy for late patients

A

Check to see if the physician can still see them

26
Q

What to do if patients have a habit of being late?

A

-schedule them for the last appointment of the day
-ask them to show up 30min early

27
Q

What is a screening system

A

It prioritizes the urgency of emergency calls to see how soon they need to be seen
- has questions set

28
Q

For emergency calls if it is very urgent

A

Ask patients their name, phone # and location
-if they need to call 911, stay on the phone till EMT arrives

29
Q

What if someone wirh no appointment shows up

A

Depends on policy, they could:
- turn them away
-if urgent, they will be seen
-provider may visit them and then get them scheduled if needed

30
Q

What to do if someone cancels an appointment

A

Call other patients who want to be seen early and ask if they want to come in
-document the cancelation and reason on patient medical record

31
Q

What to do if the provider cancels an appointment due to emergency

A

-if patient has arrived, ask them if they want to wait or reschedule
-if patient hasn’t call them to reschedule

32
Q

True or false
Is it necessary to tell patients why a provider couldn’t make an appointment

A

False. Don’t tell patients where or why a provider isn’t there for safety reasons

33
Q

How to deal with no shows

A

-call the patient to discuss the reason
-if medical health is concerned write a letter to them
-send through certified mail with return receipt
-keep letter if patient medical record

34
Q

What to do for a first no show

A

Note in the patients medical record

35
Q

Second no show by patient

A

Warn the patient. Tell them policy

36
Q

What to do if a patient has 3 no shows

A

Can consider dismissing patient

37
Q

How much notice does offices want for cancelations

A

At least 24 hours

38
Q

Can patients be charged for No Shows

A

Yes
CMS allows provider to charge Medicare for missed appointments, If they also charge non Medicare patients

39
Q

How to mark no shows

A

NS, OR MA

40
Q

How to prevent no shows

A

-Appointment cards
-confirmation calls- if release for signed for it
-email reminders - computer sends 24hrs before
mail reminders- reminder card or postcard,

41
Q

Automated call routing

A

Patients can press a button to confirm or cancel appointments
-can also send reminders or introduce providers
-can call repeatedly for no show patients

42
Q

To schedule testing

A
  1. Verify patients billing address and contact info
  2. Obtain written order from provider
  3. Preauthorization (necessary?)
  4. Pick time and day w/ patient
    5.Check facility participates with insurance, schedule
  5. Give patient info, instructions and to bring ID & insurance card
  6. Ask patient to repeat
  7. Have provider review consent form, patient sign it
  8. Document info in patient chart
43
Q

What to do with documents like consent forms

A

Take a copy and put in medical record

44
Q

3 forms given to new patients

A

Release of information
Patient registration
Notice of privacy

CMAA (3 decks)

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