AH1001_Checklist_2_Scheduling_Managing+Appointment_Matrix_Assignment_Revised_S23

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Dec 6, 2023

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AH1001 Scheduling & Managing Appt Matrix Assignment Revised, Spring, 2023 PLAZA COLLEGE Checklist 2: Scheduling & Managing Appointment Matrix Assignment VI.P.1. Manage appointment schedule using established priorities (BL3) VI.A.1. Display sensitivity when managing appointments (BL3) Name _____________________________ Date _____________________________________ Instructions : Please complete this assignment using all information provided, and submit with this sheet with your name and date on it, by the deadline given by your instructor. Task: Construct an appointment matrix blocking off time during the day that is used for purposes other than patient appointments. Using appointment book, schedule appointments for Drs. Smith and Jones, ensuring that you have scheduled the patient for the required length of time. Each appointment unit/slot is in 15 minute increments. You are also required to document patient cancellations and no shows, as well as add in a patient who does not have an appointment, but, urgently wants to see the physician due to a serious health issue the physician is aware of. Objectives: Schedule appointments by using established priorities, including triage protocols (BL3) Prepare an appointment matrix by blocking out areas to avoid scheduling conflicts (BL3) Apply regulatory guidelines to document patient cancellations and no-shows (BL3) Demonstrate sensitivity when managing an appointment for a patient with an abnormal test result (BL3) Standards: Complete the assignment satisfactorily by achieving a minimum score of 74%. The time approximate for completion of this assignment is 3 hours. Assessment Points Prepare Scheduling Matrix for Drs. Smith and Jones according to instructions ________/20 Schedule patients for each physician for the appropriate amount of time ________/20 Use proper format to indicate cancelled and no-show appointments ________/15 Enter data according to established scheduling protocol ________/15 Demonstrate sensitivity to patient with urgent request ________/15 Use correct grammar, spelling, punctuation and formatting ________/10 Timely submission of completed assignment ________/ 5 Total Points: ________/100 Repeat: __________ 2 nd Attempt: ________ ( /84%) 3 rd Attempt: _________ ( /74%) 1
AH1001 Scheduling & Managing Appt Matrix Assignment Revised, Spring, 2023 Instructor: _______________________________ Date: ________________ Part I : The first step in scheduling appointments is to establish an appointment matrix. The matrix blocks off time during the day that is used for purposes other than patient appointments and is unavailable for patient scheduling. Using the information below, complete the appointment book to establish an appointment matrix for the offices of Drs. Smith and Jones on Friday, May 22, 2020. Physician’s commitments should be blocked out using a red pen, but write the reasons for the block in black ink. For canceled appointments, or no-show appointments, a single red line should be drawn through the name of the individual, and indicate whether it is a no-show with n/s or a cancellation with c/a. Dr. Smith’s commitments : 7:30—8:30 AM Grand Rounds at Hospital; 1:00—1:30 PM lunch in office; 4:00 PM Medical Society Dinner Meeting (no appts for rest of the day). Dr. Jones’ commitments : 7:30—8:00 AM Hospital Rounds; 8:00—8:30 AM Breakfast Meeting with Residents at Hospital; 12:30—1:30 PM lunch with the local chapter of American Medical Women’s Association; 2:45—3:15 PM weekly meeting with office managers; 4:30—5:30 PM community dinner lecture sponsored by ProHealth (will not return to the office). Part II : Using the appointment book, schedule the following appointments for Drs. Smith & Jones for Friday, May 22, 2020. Dr. Smith Bill Jones; 249-1314; Oxford Health; CC: fatigue; physical examination; 1 hour. David Ames; 611-3100; PPO insurance; CC: recurrent epistaxis; physical examination and lab work, 1 hour. Martha Simms; 555-1122; HMO insurance; CC: lower back pain; F/U, 15 minutes. Shirley Long; 345-7866; Self-pay; New patient, self-referred; CC: left abdominal pain; physical examination, 1 hour. James Grant; 621-8853; GHI insurance; CC: flu symptoms; 15 minutes. Adam Marc; 605-9224; BC/BS insurance; CC: Recurrent reflux; follow-up, 30 minutes. Seneca Wright; 232-1010; PPO insurance; CC: Chronic cough; follow-up, 15 minutes. Allison Hernandez; 428-7667; new patient; HMO insurance; CC: chronic stomach problems; 1 hour. Dr. Jones Bryan Kahn; 244-3366; HMO insurance; New patient; complete physical examination; laboratory work; 1 hour. Angel Ramos; 601-1121; PPO insurance; CC: Gastritis; routine follow-up; Lab work; 30 minutes. Alexis Johnson; 444-3441; CC: Diverticulitis; routine follow-up, 30 minutes. 2
AH1001 Scheduling & Managing Appt Matrix Assignment Revised, Spring, 2023 Gregory Sebastian; 548-6981; PPO insurance; CC: anxiety, palpitations; complete physical examination, labs, ECG; 1 hour. Peter Parker; 422-0099; CC: suture removal; F/U, 15 minutes. Daily appointment sheets provide permanent records for legal and risk management and are excellent tools for quality management of patient flow. Appointment sheets should be used to document patients seen, no- shows, and cancellations. Part III : Scheduling and Managing Appointments - No Shows, Cancellations. Using the appointment book document the following no show and canceled appointments. Dr. Smith Seneca Wright - no show James Grant - canceled Dr. Jones Angel Ramos - canceled Part IV : Demonstrate sensitivity in managing appointments for patients with urgent concerns. Dr. Smith has an engagement for this day and needs to leave the office by 4PM. His schedule is pretty booked. A patient, Rachel Delgado, #347-919-0990, who was recently diagnosed with a serious condition, calls, very anxious and crying, stating she needs to see the physician today. It is Friday and she cannot go the weekend without meeting with him and discussing some of her concerns about her upcoming treatment. Please discuss in a well-written paragraph, how you would handle this situation and your rationale for doing so. If you would schedule the patient, please be sure to include her name and number in the appointment schedule for Dr. Smith. 3
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