Scheduling Appointments Flashcards

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.