Unit 4 Scheduling and Patient Reception

Appointment Books  Scheduling matrix: a pattern of working and nonworking hours for the medical office 10 minute slots 15 minute slots 20 minute slots 30 minute slots

Appointment Books  Before patients are placed in slots, what needs to be done to the matrix?  What does the MA need to be aware of when actually scheduling a patient?

Appointment Books 10:00 a.m. MaryAlice Smith NP 10:15 a.m. 10:30 a.m. 10:45 a.m. 11:00 a.m.George BrownNS 11:15 a.m.Lizbeth Arnold 11:30 a.m. 11:45 a.m. 12:00 p.m.Lunch 12:15 p.m. 12:30 p.m. How long are the patient appointments? When is lunch? What do NP and NS mean? What else do you need to do for Mr. Brown?

Types of Appointment Scheduling 6 types of scheduling methods 1. Stream or individual scheduling 2. Wave scheduling 3. Modified wave scheduling 4. Cluster scheduling 5. Double-booking 6. Open office hours

Stream Scheduling Stream Scheduling:  What is it?  Advantages?

Wave Scheduling Wave scheduling:  Scheduling two or more patients usually on the hour then maybe two more patients on the half hour.  Assumes some patients will arrive late and others will require more time than scheduled  Every new hour starts a new group of patients Modified wave scheduling: Scheduling two patients on the hour, one patient on the quarter hours and one at the half hour.

More Scheduling Methods  Cluster/Group scheduling:  Groups similar procedures together at the same time or day of the week Examples?

More Scheduling Methods  Double-booking:  What is it? Advantages?  Open office hours scheduling:  What is it? Disadvantages?

Computerized Scheduling Advantages? Disadvantages?

Self-Scheduling What equipment must a patient have? Advantages? Disadvantages?

Strategies  Late patients?  No shows?  Cancels?  Walk - ins?

Strategies  Emergencies  What is a triage manual?  What are some questions you may find in a triage manual?  HIPAA?

Preparing for Patients  Name the things a medical assistant must do to prepare for an established patient’s arrival.  What needs to be done for a new patient?  Why is it important to prepare in advance of patient arrival?

Patient to the Exam Room What is the procedure for greeting the patient and taking him/her to the exam room?

Patient Amenities Name some Why are they important? What else can we do to make the patient feel at ease?

Project 2 – Part I This is due in Unit 5!  From DocSharing download:  Appointment Scheduling Template – Project 2  Inpt_Outpt Admiss Procedures Template – Project 2  Rubric  You will need your Study Guide for the instructions and input information! You will find the information on pages 94 and 97.

Project 2 – Part II  Write a three page double-spaced essay using APA formatting.  Answer this question in essay format:  What duties should be completed before the patient arrives to your office?  Be sure to include at least five duties that need to be completed, giving explanations and examples of each.  Include reference citations!  Do not write the question in your essay!