Notes

% START PACKAGE LISTING
documentclass[fullpage,11pt]{article}
usepackage{bold-extra}
usepackage{enumitem}
usepackage{dmasproject}
usepackage{parskip}
usepackage[super]{nth}
usepackage{placeins}
usepackage{titlepic}
usepackage{array}
usepackage{tabulary}
usepackage{booktabs}
usepackage{outlines}
usepackage{float}
usepackage[export]{adjustbox}
usepackage{titlesec}
setcounter{secnumdepth}{4}
% END PACKAGE LISTING
% START TITLE LAYOUT
title{ Huge
textsc{Front Office Manual}
}
author{ Large
bfseries{scshape{The Center for Foot Care}}vspace{10mm}}
titlepic{includegraphics[scale=0.1]{images/CFCLOGO.jpg}}

date{{LARGE textcolor[RGB]{124,115,170}{underline{scshape{Hours of Operation}}vspace{2mm}}}

textcolor[RGB]{166,139,180}{textbf{Monday: LT}}hspace{3mm}text{8:00 AM - 5:00 PM (WE SCHEDULE LAST PT. AT 5:00 PM)} vspace{1mm}

emph{*EXCEPT CYNDI - SHE IS OFF ON MONDAYS} vspace{1mm}

textcolor[RGB]{166,139,180}{textbf{Tuesday: LT}}hspace{3mm}text{7:30 AM - 5:00 PM (WE SCHEDULE LAST PT. AT 5:00 PM)} vspace{2mm}

textcolor[RGB]{166,139,180}{textbf{Wednesday: MO}}hspace{3mm}text{8:00 AM - 5:00 PM (WE SCHEDULE LAST PT. AT 5:00 PM)} vspace{2mm}

textcolor[RGB]{166,139,180}{textbf{Thursday: LT}}hspace{3mm}text{7:30 AM - 5:00 PM (WE SCHEDULE LAST PT. AT 5:00 PM)} vspace{1mm}

emph{*EXCEPT CYNDI - SHE WORKS TILL NOON ON THURSDAYS} vspace{1mm}

textcolor[RGB]{166,139,180}{textbf{Friday: MO}}hspace{3mm}text{8:00 AM - 4:30 PM (WE SCHEDULE LAST PT. AT 4:30 PM)}
vspace{40mm}
}
vfill
% END TITLE LAYOUT
begin{document}
% START TITLE ADDITION AND TABLE OF CONTENTS
graphicspath{ {./images/} }
maketitle
pagebreak
tableofcontents
pagebreak
% END TITLE ADDITION AND TABLE OF CONTENTS
% START SCHEDULING SECTION
section{Scheduling}
subsection{Cyndi Wagner Scheduling}
subsubsection{General Notes}
begin{outline}[enumerate]
1 textbf{emph{NEVER}} overbook CW's schedule
1 CW is textbf{emph{OFF}} on Mondays
1 When Dr. Titko is out:
2 textbf{underline{No}} - Nail trims
2 textbf{underline{Yes}} - Lasers
1 CW's schedule does not get double booked unless it is approved by CW. When in doubt, send CW a message. For example, textbf{Re: Patient needing to be scheduled but can't find the space on the schedule}. CW will call/talk to patient personally to book the appointment.
1 Anytime CW's schedule is blocked out, no NTs are to be scheduled. This is because either Dr. Titko is out of the office (which in case CW is not able to do NTs, check 3.a.), or CW is not working at that time.
1 CW will do lasers when Dr. Titko is not in the office, but always check with her first before you schedule a laser unless CW's schedule is textbf{NOT} blocked and there is adequate time for the laser you are scheduling.
1 Just always pay attention to the schedule and what you are scheduling, and if you are not sure, do not hesitate to come to or message CW for help.
end{outline}
subsubsection{Scheduling Treatments}
begin{table}[H]
centering
begin{tabular}{>{arraybackslash}m{6cm}|>{centeringarraybackslash}m{4cm}|>{centeringarraybackslash}m{4.5cm}}
hline
textbf{Name of Treatment} & textbf{Time Blocked (min)} & textbf{Notes}\
hline
textsc{Nail Trim} & 15\
textsc{KeryFlex 1} & 45 \
textsc{KeryFlex 2+} & 60 \
textsc{Laser TX - nth{1} Session} & 30 & textsc{Use this for most nth{1} laser scheduling emph{EXCEPT} for Neuropathy.} \
textsc{Laser TX 2+ Session} & 15 \
textsc{Laser TX - BILAT} & 30 \
textsc{Laser Neuropathy - BILAT} & 45 & textsc{Always use this when scheduling Neuropathy nth{1} laser and follow-ups.} \
textsc{Maintenance Laser +15} & 15 \
textsc{Maintenance Laser +30} & 30 \
textsc{Maintenance Laser +45} & 45 \
hline
end{tabular}
end{table}
subsubsection{Special Cases}
begin{outline}
1 When a patient is textbf{DIABETIC} and is scheduling an appointment with CW for NT and if they have not been in the office for over one year, they need to be scheduled with Dr. Titko first so she can do a diabetic foot exam.
1 When scheduling KeryFlex, especially in MO, please send CW a message so that she can make sure she has the product in the correct office.
end{outline}
subsection{Dr. Titko Scheduling}
subsubsection{Appointment Scheduling Guidelines}
begin{outline}
1 No appointments are to be scheduled on the 45 for Dr. Titko, so these appointments can be for Cyndi.
1 New patients need to be told to bring their insurance cards, picture ID, and a list of all medications they are currently taking. They need to arrive approximately 15 minutes before their appointment to fill out paperwork or they can go to https://cincinnatifootcare.com/, click on the "Insurance and Forms" tab, print the forms, and bring them to the appointment.
1 Only 5 appointments can be scheduled per hour at the Liberty office and only 6 appointments can be scheduled per hour at the Mount Healthy office. But, no more than 2 NP/OTN in that hour at either location and no more than 2 patients scheduled every 15 minutes.
1 Do not schedule 2 NP/OTN at the same time slot. It is textbf{OK} to schedule on of these at 1:00 PM and one at 1:15 PM for example.
1 2 Patients are to be scheduled at 7:30 AM time slot. (Tuesdays and Thursdays)
1 2 Patients are to be scheduled at 5:00 PM time slot. (Monday, Tuesdays, Wednesdays, and Thursdays)
1 Nail trim appointments are scheduled on Cyndi's schedule unless it is a new patient. Any patient's first time visit needs to be with Dr. Titko first, then any future nail trims can be scheduled with Cyndi.
1 If patient has Medicare (be it traditional Medicare or a Medicare advantage plan), nail trims have to be more than 60 days since last nail trim.
1 textbf{ALWAYS} check in our system if we have seen the patient before. You can do this by checking textbf{Appointment History}.
2 We do textbf{NOT} want to create a duplicate account.
2 If 3 years or more since last seen, schedule as an textbf{OLD TREAT AS NEW}, emph{underline{NOT}} an established PT.
1 When Scheduling textbf{NEW PATIENTS}, verify insurance eligibility while they are still on the phone.
1 When entering/updating insurance info - textbf{ALWAYS} ask if they are the carrier/guarentor of insurance (ex. child or spouse)
2 You have to enter carrier/guarentor name and date of birth in order to verify eligibilty.
1 It is textbf{BEST} to schedule 2 NPs at 1:00 PM and 1:30 and NOT 1:00 PM and 1:00 PM or 1:00 PM and 1:15 PM. Also try your best to not have new patients back to back. For example, one at 1:00 PM and one at 1:30 PM.
end{outline}
subsubsection{Cancelled Appointments}
begin{outline}
1 When a patient calls to cancel their appointment make a TT note and send KT a message stating "see TT note" so that she knows the patient canceled, why they canceled, and if they rescheduled or if they are going to call back at a later time to reschedule.
end{outline}
subsubsection{Scheduling New Patients Manually}
begin{outline}[enumerate]
1 When scheduling a patient in NextGen, you must be on the practice management side (not EHR). textbf{emph{USE THE SEARCH BOX TO MAKE SURE THE PATIENT IS NOT IN NEXTGEN ALREADY!}}
1 If they are NOT in NextGen, to schedule a new patient, first click the textbf{Real-Time} tab from the home screen. You will then click the textbf{Eligibility Request} tab. Then, click textbf{Eligibility Search}. Finally, drop down to dependents before you create a chart.
1 Fill out the patient's insurance information as shown on the screen. There are textbf{MANDATORY} fields that must be filled out in order to move on. Once that is finished NextGen will go to the textbf{Patient Registration} screen.
1 On page 1, textbf{Patient Information}, it is textbf{MANDATORY} to fill out all boxes that are marked yellow. You MUST have the patient provide their textbf{EMAIL} and textbf{CELL} phone number on this page. Most of the information should be filled in.
1 Page 2, textbf{Insurance Information}, should already be generated.
1 On page 3, textbf{Guarantor Information}, the information should be generated unless the patient is not the guarantor of the insurance. If not, you will then fill out the mandatory columns. You textbf{MUST} get the guarantor's first name, last name, and date of birth.
1 On page 4, textbf{Associations}, emph{make sure you ask the patient how they heard about us}. This is for tracking and marketing purposes, but it is textbf{MANDATORY.} On the drop down, if there is not an option listed, then select textbf{Create A New Referral Source}. Then, add referral source in the field. If there is a referring provider select the correct provider. Make sure you select the PCP and the patient's Default Pharmacy.
1 Make sure you click textbf{SAVE} Association.
1 If the above steps are not followed, then on the EHR side Dr. Titko will not be able to see the patient's demographics. She will only be able to see that there is an appointment.
end{outline}
subsubsection{Appointment Types}
begin{large}
textbf{{Most Used Front Desk Scheduling Appointment Types}}
end{large}
begin{small}
begin{outline}
1 textsc{SAME DAY APPOINTMENT - :}(emph{SEE NEXT SECTION FOR INSTRUCTIONS})
1 textsc{ESTABLISHED PATIENT}
1 textsc{NEW PATIENT}
1 textsc{OLD TREAT AS NEW :}(emph{PATIENT THAT HASN'T BEEN SEEN IN OVER 3 YEARS BUT WAS A FORMER PATIENT})
1 Always remember to put the reason for visit in appointment notes. Include where or what their foot or ankle concern/pain/problem. Just give 10 words or less of what the patient says. It does not have to be clinical. For example, "RED SWOLLEN FOOT" or "FELL OFF STAIRS AND ANKLE HURTS" OR "PAIN IN TOENAIL" or "ARCH PAIN". Make sure to include right or left. (Please do not say "Foot Pain" or "Ankle Pain".
end{outline}
end{small}
begin{large}
textbf{{Scheduling Same Day Appointments}}
end{large}
begin{small}
begin{outline}
1 textsc{underline{SDA - Same Day Appointment}} is used whenever a patient is added to the schedule above and beyond what Dr. Titko saw in the morning when she was going over the charts. This SDA alerts Dr. Titko that she hasn't looked at the patient's chart yet for that day in order to prepare herself and staff for the visit.
end{outline}
begin{outline}[enumerate]
1 Click on the time on the calendar to schedule a regular appointment.
1 On appointment type, click textbf{ Same Day Appointment}, which is only used when a patient calls the day of.
end{outline}
end{small}
begin{large}
textbf{{Miscellaneous}}
end{large}
begin{small}
begin{outline}
1 textsc{The appointment after orthotics are dispensed should be labeled as "Orthotic Check" in the "Appointment Type"}
end{outline}
end{small}
subsubsection{Daily Schedule Use}
begin{outline}
1 Every morning, a schedule is printed out for the back office to reference throughout the day. This schedule has many notes on it to make the day run much more smoothly and properly.
1 This schedule should not be printed until all schedule notes that have a ******** on them are removed by Dr. Titko as she receives some info that is needed for her to complete the schedule notes. Otherwise the assistants don't have the best info to help guide best practices.
1 If for some textbf{emph{very}} rare reason that all the needed info is not received by Dr. Titko before patients start and there are still some ******** on the schedule notes, then the back office should check the schedule note for updates Dr. Titko may add before patient's actual appointment time as that needed info finally makes it to Dr. Titko.
end{outline}
% END SCHEDULING SECTION
end{document}