Documents to keep on file: |
1. |
Each department should keep on file, copies of the Patient Facesheet, the Receipt for Payment, and the respective departmental Encounter Forms. These blank forms will be used in the event of system downtime. |
2. |
Print a Weekly Provider schedule for all the providers in the department every week. |
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Patient Registration: |
1. |
For both new and existing patients, use the blank Patient Facesheet to capture demographic and insurance information. The patient should sign the Facesheet as they normally would. Make sure to complete the bottom of the form with the registration date and/or update date and the user initials. |
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Provider Schedules: |
1. |
All departments must choose a day to run the weekly provider schedules for the following week. Either Friday afternoon or first thing Monday morning would be good times to run this report. This report will capture the schedule for all the providers in the department for the next 5 days. In the event of system downtime, the schedulers can use this report to schedule patients, due to the fact that they will be able to see the slots that are still available. (Keep in mind, this report will become less effective as the week goes on and patients get booked into slots. Due to the fact that this report is very paper intensive, it is suggested to run only once per week.) |
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Scheduling Appointments: |
1. |
The weekly provider schedule should be used as a tool to schedule patient appointments until the system is available. |
2. |
Blank Encounter forms should be used to capture the visit information prior to the visit. The Encounter form will be used by the provider to document diagnosis and procedure codes as they normally would. |
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Check In/Check Out: |
1. |
Use the Encounter forms that were manually created for the patient visit. Record the payment type and amount if applicable directly on the encounter form. When the system is available, enter the charges/payments for the visits. |
2. |
The blank receipt can be manually completed if the patient requests a receipt for payment. |
