Scheduling FAQ

Scheduling FAQ

1. What is the process for scheduling patient appointments?

   1. Patient appointments are scheduled through the centralized scheduling system or designated scheduling staff. Each appointment type has specific guidelines and time requirements, so refer to the scheduling protocols to ensure accuracy.

2. How do I reschedule or cancel an appointment?

   1. To reschedule or cancel an appointment, notify the scheduling team. It’s important to inform the patient of any changes as soon as possible.

3. How far can patients book appointments in advance?

   1. The booking period depends on the type of service and provider availability. Generally, patients can book appointments up to 5 weeks in advance, based on organizational policy.

4. What should I do if a patient needs an urgent or same-day appointment?

   1. If a patient requires urgent or same-day care, contact the scheduling team to assist. Follow guidelines for triaging patients with urgent needs to ensure timely access to care.

5. How are appointment reminders managed?

   1. Appointment reminders are typically sent automatically through Phreesia via text, email, or phone call. Patients can also contact the scheduling team if they need a reminder or have questions about their upcoming appointments.

6. What is the policy for handling no-shows and late arrivals?

   1. No-shows and late arrivals are managed based on organizational policy, which may include follow-up calls or rescheduling missed appointments. Encourage patients to contact the office in advance if they know they’ll be late or need to cancel.

7. How are providers’ schedules created and updated?

   1. Providers’ schedules are set up by the scheduling administrative team in collaboration with the providers to meet patient demand. Schedules are periodically reviewed and updated to accommodate any changes in availability.

8. Who do I contact for scheduling issues or conflicts?

   1. For any scheduling issues, conflicts, or system errors, contact the scheduling team or the Call Center Manager for assistance. They can help resolve conflicts, address errors, or reallocate appointments as needed.

9. How are follow-up appointments scheduled?

   1. Follow-up appointments are typically scheduled immediately after the patient’s initial visit, either by the care team or scheduling staff. Make sure to book follow-ups according to the provider’s recommended timeline.

10. How does the scheduling system handle double bookings?

    1. The scheduling system is designed to avoid double bookings. If one occurs, notify the scheduling team immediately to adjust and communicate any changes to the affected patients.

11. Can providers make changes to their schedules?

    1. Providers can request schedule changes by coordinating with their respective supervisors, who will adjust the schedule and notify the scheduling team, ensuring minimal disruption.