Triage Scheduling Form – Reduce Appointment

Scheduling Errors

Kylie Mills, Manager of Scheduling and Phone Triage

Objectives

• Structure • Triage Scheduling Form • Reports • ER Phone Note • SNF EMR Form

• Orthopaedic Practice founded in 1962 • 13 locations throughout Northeast Indiana • 82 Providers • 36 Physicians • 22 Surgeons • 6 Non Surgeons • 8 Anesthesiologists • 45 Advanced Practitioners • 25 Physician Assistants • 4 Nurse Practitioners • 16 CRNAs

OrthoNorthEast

Centralized Scheduling

• 7 New Patient Schedulers

• Average of 400 calls per day at approximately 4 ½ minutes

per call

• Approximately 125 New Patients scheduled per day

• 7 Clinical Recheck Schedulers

• Average of 400 calls per day

Triage Scheduling Form

Physician Template Advanced Practitioner Template

Mobile Schedule

Sync

Tracking Issues?

• Do you have multiple facilities? • Do you have rooms to count? • Do you have physicians wanting to sign in last minute?

We have those same issues daily and we created a report to give us a view of the whole week where each provider is and how many rooms are available at each location.

Who’s Where Report

Room Count

Provider Coverage/Float Schedule

Monitor Appointment Duration

Provider Appointment Availability/First Third Report

Automated Emails

ER Phone Note

Skilled Nursing Facility Form

Conclusion

• Happy, confident staff – less training, less guessing • Happy providers – less errors, less unhappy

patients, they are seeing what they want to see • Happy patients – getting scheduled correctly the

first time • Happy Manager!

Kylie Mills kmills@orthone.com