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Scheduling. Chapter 6. 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
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Scheduling Chapter 6
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
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
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.
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
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
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
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,
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
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
Medical Office and Providers’ Schedule • Medical office schedules appoints in 15-minute increments
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
Do This! Pg. 50 • Setting to Specific Date on the Schedule
Do This!Pg. 51 • Setting To A Provider’s Schedule
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
Do This! Pg. 52 • Blocking Out Time In The Schedule At The Location Level
Block Cleared • Do This! Pg. 58
Blocking Out Time In Schedule At Staff Level • Do This! Pg. 61 & 62
Scheduling Existing Patient Appointments • Set to appropriate provider’s schedule • Select the appointment date and time • Click the Add Appt. button
Selecting Patient To Schedule Do This! Pg. 64
Selecting Patient/Company Relationship Do This! Pg. 65
Confirming Patient’s Payers Do This! Pg. 66
Appointment Scheduling Do This! Pg. 67
Scheduling Screen Do This! Pg. 69 & 70
Scheduling New Patient Appointments • Scheduling staff sets appropriate provider’s schedule • Selects the appointment date and time • Clicks “Add Appt” button
Selecting The Patient To Schedule Do This! Pg. 72 & 73
Selecting The Patient/Company Relationship Do This! Pg. 74
Patient/Payers Do This! Pg. 77
Appointment Scheduling Do This! Pg. 78
Scheduling Do This! Pg. 79
Scheduling A Second Appointment For a New Patient • Do This! Pg. 80
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
Scheduling Move Appointment Do This! Pg. 84
Printing The Medical Office And Providers’ Schedules • Do This! Pg. 87 • Do This! Pg. 89 • Do This! Pg. 90