This was as of 10/13/2014

If you believe one of your appointment slots was used in a way that violates one of these rules (please right click on the appointment in your schedule and select "Show Appointment Report" to get more details, such as when appointment was made and by whom), then send a detailed message via Lotus Notes to Nikita Hughes in the appointment unit. Include the date and time of the appointment, the MRN of the patient, and why you feel the appointment slot was not properly used.

DFM Template

AM FPC
8:00 Office Visit
8:15 Office Visit
8:20 Provider Approved
8:40 Office Visit
9:00 Provider Approved
9:20 New OB
9:40 Office Visit
10:00 ER/HOSP
10:20 Office Visit
10:40 Care Coordinator only
11:00 Provider Approved
PM FPC
1:00 Office Visit
1:15Office Visit
1:20 Provider Approved
1:40 Office Visit
2:00 Provider Approved
2:20 New OB
2:40 Office Visit
3:00 ER/HOSP
3:20 Office Visit
4:40 Care Coordinator only
4:00 Provider Approved
Eve FPC

5:20 Office Visit
5:20 Office Visit
5:40 Office Visit
6pm Provider Approved
6:20 New OB
6:40 Office Visit
7pm ER/HOSP
7:20 Office Visit
7:40 Office Visit
8:00pm Provider Approved
Definitions:
  1. “Office Visit” Can be accessed by patient (i.e. appt. unit), LVN, MA, RN, HIM clerk, care coordinator (i.e. clinic staff), hospital clerk (i.e. discharge appointment) up to 2 weeks out for patients of that PCP.
    1. Converts to Short Notice slot for ANY patient if not filled at 7 AM same day.

  1. Provider approved”Upon specific approval of provider only, Appt Unit, LVN, MA, RN, HIM clerk, care coordinator (i.e. clinic staff) can make appointment up to 2 weeks out for patients of that PCP, up to 2 weeks out.
    1. Converts to “Office Visit” for PCP patients only at 48 hours.
    2. Converts to Short Notice slot for ANY patient if not filled at 7 AM same day.

  1. “ER/Hosp” This is an ER/Hosp follow-up slot for ONLY the PCP’s patients. These appointments will open up to the ER and hospital to book up to 5 days in advance of the appointment date. For hospital discharge patients only (not ER follow-up), if no slot for PCP available, then OK to use ER/Hosp slot of team member, open panel provider, then any provider (scheduling in that order).
    1. Converts to “Office Visit” for PCP patients only at 48 hours
    2. Converts to Short Notice slot for ANY patient if not filled at 7 AM same day.

  1. “New OB” One slot per clinic is reserved for New OB appointment. Healthy start has access two weeks prior to appointment date.
    1. Converts to “Office Visit” for PCP patients at 72 hours
    2. Converts to Short Notice slot for ANY patient if not filled at 7 AM same day.

Care coordinator Can only be scheduled by care coordinator
  1. Converts to “Office Visit” for PCP patients only at 48 hours.
  2. Converts to Short Notice slot for ANY patient if not filled at 7 AM same day.


Other notes:
  • Well child appointments for children < 18 months can be scheduled up to 3 months out into “Office Visit” slots for patients of that PCP, or into “Provider approved” with approval of that provider.

  • Maximum of one new OB patient to be scheduled per clinic, except with approval of provider.

  • Prenatal and postpartum patients can be scheduled up to 35 days in advance into Routine slots/office visit. Prenatal and postpartum patients can also be scheduled into Routine slots of other providers besides their PCP. Can also use “Provider approved” with approval of that provider.

  • For extended leave: If you take an extended leave, your patients will be able to access any provider’s clinic at your home site.

  • Preoperative H & P’s To be scheduled into “Office Visit” slot unless URGENT, in which case a “Provider approved” slot can be used without contacting provider. Note: this should be rare and used for PCP patients only. If no PCP PA slots available then use another provider’s office visit or PA appt and send the provider a courtesy message in epic, this should be a rarity. There are roughly 5-6 urgent H&Ps per week in our system.



This page has been edited 8 times. The last modification was made by - jcc240 jcc240 on Sep 22, 2014 4:40 pm