Scheduling Appointments Flashcards

Questions and Answers

Which of the following are guidelines to follow when making appointments? (Select all that apply)

Record incomplete information

Avoid the appearance of being rushed (correct)

Schedule the correct amount of time depending on the nature of the visit (correct)

Speak clearly and know what information to ask for (correct)

What are two methods of scheduling appointments?

Manually in a spiral-bound appointment book or using a computerized appointment system.

What is the purpose of the daily appointment schedule?

It identifies patients with appointments that day and tracks their check-in status.

Match the following types of appointment scheduling with their descriptions:

Time-specified scheduling = Each patient is given a specific appointment time Wave scheduling = Three or four patients are scheduled every half hour Double booking = Two patients are given the same appointment time Patient self-scheduling = Patients request appointments using the Internet Signup and view all the answers

What factors must be considered when setting up the appointment schedule?

The scheduling system and the needs of the physicians. Signup and view all the answers

How are new patients treated differently from established patients when making appointments?

More information is obtained from new patients and they are usually given more time. Signup and view all the answers

Patients usually receive same-day appointments for ______.

wounds without fractures, sprains and strains, nausea, high fever, sudden illness, sore throat, burning urination, vaginal bleeding in pregnancy. Signup and view all the answers

What are the four categories of medical problems that are usually referred to an emergency department?

Problems that can result in body damage, very low blood pressure issues, change in consciousness level, and injuries needing special equipment. Signup and view all the answers

How should the MA handle a patient who comes to the office without an appointment?

They should give an appointment for a future date but consult the physician for urgent cases. Signup and view all the answers

What should an MA do if an appointment needs to be changed?

Transfer all information to the new appointment time and remove the original appointment. Signup and view all the answers

What should the MA do if a patient who has an appointment does not keep it?

Cross out no-shows and cancellations in red ink and document it in the patient's medical record. Signup and view all the answers

Which methods can help patients remember appointments? (Select all that apply)

Telephone reminders Signup and view all the answers

What is a referral?

Authorization to see a specialist. Signup and view all the answers

How does an MA schedule a diagnostic test at a facility?

The MA calls the facility, provides required information, and informs the patient. Signup and view all the answers

What should the MA document in the patient's medical record after scheduling a diagnostic test?

The name of the test, facility, date, time, and any provided instructions. Signup and view all the answers

How should the MA arrange for a patient to be admitted to the hospital?

Call the admitting department with the patient's information and send relevant records. Signup and view all the answers

Where will preadmission testing be performed before surgery?

At the hospital, surgical center, or office sending samples to a laboratory. Signup and view all the answers

How should the MA schedule inpatient surgery?

Call the admitting department with patient info and schedule an operating room. Signup and view all the answers

Study Notes

Guidelines for Making Appointments

Speak clearly and know the necessary information to ask for.
Avoid appearing rushed and concentrate on the conversation.
Repeat information to prevent errors and ensure clarity.
Record complete and accurate information about the appointment.
Allocate the correct amount of time based on the type of visit and patient status (new or established).

Methods of Scheduling Appointments

Manual scheduling can be done using a spiral-bound appointment book.
Computerized systems are available for efficient appointment management.

Daily Appointment Schedule

Identifies patients scheduled for the day and tracks their status if computerized.
If using paper, cover visible patient information to maintain confidentiality.

Types of Appointment Scheduling

Time-specified (stream) scheduling: Patients have fixed appointment times.
Wave scheduling: Several patients are scheduled within the same time frame, seen in order of arrival.
Modified wave scheduling: Some patients have set times, others come in together in waves.
Double booking: Two patients are assigned the same appointment slot.
Open booking: Patients can arrive at any time within a designated period.
Patient self-scheduling: Patients book their own appointments online.
Clustering: Similar conditions or exams are scheduled during the same timeframe.

Factors Influencing Appointment Scheduling

The nature of appointments dictates the time allocated (e.g., new vs. established patients).
Physician availability influences scheduling for patient visits.

Treatment of New vs. Established Patients

New patients provide more detailed information, including insurance and referrals.
Appointments for new patients typically allow for more time compared to established patients.

Same-Day Appointment Reasons

Wounds (no fractures), sprains, persistent nausea, high fever, severe pain, sore throat with fever, urinary issues, pregnant patient vaginal bleeding.

Common Referral Situations for Emergency Departments

Conditions potentially causing bodily harm if untreated.
Serious medical issues leading to low blood pressure or altered consciousness.
Injuries needing specialized medical equipment.

Handling Walk-in Patients

Walk-in patients may be rescheduled or seen immediately if urgent.
Consult the physician for potential incorporation into the schedule if necessary.

Changing Appointments

Transfer all relevant appointment information to the new date and remove the old entry entirely.

No-Show and Cancellation Documentation

Mark cancellations and no-shows in red on the schedule and document occurrences in the patient's medical record.

Reminder Methods for Appointments

Use written appointment cards provided during booking.
Send reminders through mail or make telephone calls prior to appointments.

Understanding Referrals

A referral is required authorization for a patient to see a specialist.

Scheduling Diagnostic Tests

The MA contacts the testing facility to arrange appointments and informs the patient about the test details and preparatory instructions.

Documenting Diagnostic Tests in Medical Records

Include test name, scheduling facility, appointment date and time, and patient instructions within the record.

Hospital Admission Processes

Call the hospital's admitting department with patient information, insurance details, and diagnosis.
Ensure necessary documentation is sent with the patient, especially in emergency cases.

Preadmission Testing Locations

Preadmission tests can occur at hospitals, surgical centers, or through office-arranged tests sent to labs.

Scheduling Inpatient Surgery

Contact the hospital admitting department to provide relevant patient and surgery information to secure both admission and operating room availability.

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Description

Test your knowledge on the key guidelines for scheduling appointments effectively. This quiz covers seven essential practices to ensure smooth communication and accurate information during appointment setting. Perfect for anyone looking to enhance their scheduling skills.