Using Scheduling Templates to Your Advantage Presented by Kylie Mills Ortho Northeast Presented by Kylie Mills Ortho Northeast

 An Orthopedic practice founded in 1962  12 locations throughout northeast Indiana  27 physicians, 9 anesthesiologists, 14 CRNAs, 24 mid-levels, 15 PT/OT  An Orthopedic practice founded in 1962  12 locations throughout northeast Indiana  27 physicians, 9 anesthesiologists, 14 CRNAs, 24 mid-levels, 15 PT/OT

This might be how you feel when hearing the words “Schedule Template”…...But……

….I am here to help you take full advantage of the tools that are at your fingertips. So you have more time for…. Patients Physician & Staff

Objective 1 - Review the basics of building Centricity Schedule Templates Objective 2 – Gain understanding of how templates and schedules can be used to save time later Objective 3 – See 3-5 tools that can reduce scheduling errors and help mid to large size practices keep track of staff and providers

Limit Appointment Types  We limited the amount of appointment types we have  We limited each provider to 15 minute appointment time intervals to cut back on confusion and scheduling errors  Created appointment called “Day Clinic” and only schedulers are allowed to use this spot within 24 hours.  Helps with last minute/emergent add on patients  We limited the amount of appointment types we have  We limited each provider to 15 minute appointment time intervals to cut back on confusion and scheduling errors  Created appointment called “Day Clinic” and only schedulers are allowed to use this spot within 24 hours.  Helps with last minute/emergent add on patients

Templates Symbols Date Other options: Day of the week and time frame using the templates When to “inactivate”

Daily Limit: Appointment Type and Financial Class

Manual Template Changes Before After

Resource Appointment vs. Block Out Appointment You can report on Block out Appointments You cannot report on Resource Appointments We use Resource appointments as this pulls thru to our physicians calendars

Physicians Calendar (viewable on their phones)

On Call Schedule

On Call Calendar

Do you have multiple facilities? Do you have rooms to count? Do you have physicians wanting to sign in last minute? We have those same issues daily and we created a report to give us a view of the whole week where each provider is and how many rooms are avail at each location. Tracking Issues?

“Who’s Where” Report

“Who’s Where” Room Count

Tracking Early/Late Clinics

Late Clinic Calendar

Mid-Level Templates

Mid-Level Float Schedule

More Mid-level Float Schedules

Tips and Tricks Appointment Search Default How to view Cancelled appointments List view

Appt Search Default

Cancelled Appointments

List view enables you to view past schedules

Scheduling Tools Appointment Status Help with scheduling staff X-ray Triage form

“Coloring” Preparation for Appointments

Auto - Coloring

Appointment Status for Staff Scheduling

X-ray and PACS based on appt type Based on observations from the EMR, with several built in filters the appt type is automatically changed to “x-ray” so when the patient arrives, the x-ray staff are alerted thru auto flags in the EMR that the patient needs an x-ray prior to seeing the physician. The EMR flag helps generate the PACS demographics.

Triage Scheduling Form

Pop ups in the Triage form that help staff schedule correctly in Centricity PM

Overview  Templates  Tracking tools for providers  Tips and tricks in the scheduling module  Scheduling tools  Templates  Tracking tools for providers  Tips and tricks in the scheduling module  Scheduling tools

Contact Information: Kylie Mills Kylie Mills Hopefully you feel a little more like this…….