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scheduling guidelines

when appointments are scheduled a medical assistant must consider tha patients needs, the physicians preferences, & the available facilities. Make every attempt to schedule a patient at his or her most convenient time this helps prevent no shows. the physician will outline his or her preferences, which should be a high priority to the medical assistant. however most physicians are flexible and make adjustments according to the needs of the office, the availability of facilities in the office is perhaps the most inflexible factor. If a certain room or piece of equipment is being used for one patient, it usually cannot be used for another

appointment book

when an ___________ is chosen, all the needs of the office should be considered

multiple physicians

if the practice has __________ the book should be arranged so that each physician is readily identified


Books that open ____________ on the desk surface are much easier to handle but another style might be better if not enough space is available to open the book completely

patient information

the book also should provide enough space to write all the __________ needed in the various time slots, such as the name, phone number, and reason for the visit

computerized scheduling programs

__________ are in demand, because they are easy to operate and simplify both the scheduling and changing of appointments

first available time

the computer can find the _________ much faster than a person scanning an appointment book

impending appointment

most programs can prepare reports and even notify patients of the ___________ automatically by e-mail


________________ self-scheduling programs are becoming popular, these allow a patient to see the physicians available appointments and book his or her own date and time


___________ can vastly reduce the number of calls to the office, because a hight number of everyday calls are requests to schedule appointments


patients can even make an appointment at _______ if they desire

open office hours

allow patients to come to the physician's office when it is covenient and wait their turn to see the physician


__________ of specific appointments is the most popular method of seeing patients

flexible office hours

_____________ allow patients to see the physician during the evening and often on weekends

todays medical offices

many of ____________ have some flexible scheduling, because most families now consist of two working parents

wave scheduling

__________ brings two or three patients to the office at the same time and they are seen in the order of their arrival

double booking & grouping of like procedures

other scheduling methods include ___________ & _________


angela arranged for a short time ____________ between dr. patricks speaking engagement and his first afternoon appointment so that he would have time for lunch


gayle gained __________ in computers by taking saturday classes on the newest software


A(n) _________ noise came from the autoclave when it was turned on this morning. so pamela called service personnel to repair the machine


olivia realized that she needed to take a(n) _________ medical terminology course before she could register for anatomy and physiology

no show

all the medical assistants in the facility know that a(n) ___________ must be noted in the medical record, as well as the appointment book


before using an appointment book, establish the _________ by marking all times the physician is unavailable so that patients will not be scheduled during those times


a patient from a neighboring clinic caused a(n) _______ in the hallway as he left, because he disagreed with a billing statement

established patients

___________ are those who have been seen as patients in the clinic more than once.


The ___________ among the staff at Dr. Wykowski's office has become strained since the office manager was terminated


cooperation and willingness to help other staff members is a(n) _____________ part of the success of a practice


the payment of benefits to the physician for services rendered is called


A(n) ___________ is a predeveloped page layout used to make new pages with a similar design, pattern, or style

time lengths

__________ are important because the reimbursement the physician recieves from insurance companies is partly based on the time requirements of the procedure or office visit


____________ can be used over & over as new pages are added to the appointment book, & the regular times that are unavailable to patients will be premarked.

repeating appointment

is made when a patient must come to the physicians office for several appointments he/she usually is scheduled for the same time of day of the week

physical therapy & chiropractic

____________ & _____________ appointments are often repeating appointments

emergency appointment

is made for a life threatening condition

urgent appointment

is made for a serious but not .life threatening condition


If the call is accidentally __________, the patient may not be able to call back, which would make finding the patient more difficult


the patient may behave more ________ if he or she is able to speak to someone & feels more assured that help is on the way

3 items to consider when scheduling appointments

patient need, physician preference & habits, avaliable facilities

advantage to using an appointment book

easy to use; color-coded books are efficient

disadvantage to using an appointment book

only one person can use the appointment book @ a time

advantage to using a computer for scheduling

multiple users can access patient information @ a time, more efficient, more information is available than in an appointment book

disadvantage to using a computer for scheduling

users must learn the software sometimes expensive to purchase

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