Front Desk Workflows
Contents
Pre-visit Front Desk Workflow
- Send Appointment Reminders
- Send Reminders Manually
- Use the appointment book to find the visit
- Open the patient’s chart to get the contact phone number
- Update the appointment note with the visit confirmation
- Reschedule as needed
- Use Notify to Send Reminders
- Check notifylog
- Open the Practice Management window
- Arrow down to Account/Patient Communications and hit enter
- Select Review Notification Center Reports
- Review this link on how to check cancellations and patients not contacted
- Delete canceled appointments (how you do this will vary based on your configuration)
- Call patients to verify cancellations and to reschedule
- Check notifylog
- Send Reminders Manually
- Review Eligibility (Instructions at: https://learn.pcc.com/help/patient-insurance-eligibility/)
- Print Visit Forms
- These should include demographics and/or questionnaires
- Optional: Print your daily huddle sheet
Patient Check In Workflow
- For more details on the check in process, visit https://learn.pcc.com/help/check-in-a-patient/
- If your practice is migrating from another system, give patients a demographic form to ensure accurate demographic information
- Review and print necessary forms
- Review portal information, and add new portal user(s) if necessary. Instructions are available at: https://learn.pcc.com/help/my-kids-chart-administration/
- Review billing notes
- Review and update patient demographics
- Review and update policies
- Scan the insurance card if necessary
- Attach the scanned card to the patient
- If the plan does not exist in the drop down
- Create a new document task on the insurance card with instructions to add the plan to the system
- Assign the task to the billing user
- Scan the insurance card if necessary
- Review eligibility
- Review account balances
- Collect copay / personal payments
- Swipe credit card before posting payment
- Use check number for last 4 digits of credit card
- Enter Patient’s Confidential Communication Preference for appointment reminder program
- Save + Check-in
Front Desk Checkout
- Use the forms component to print any necessary forms
- Schedule the patient’s next appointment
- Post self pay charges (see the Charge Posting Workflow)
- Collect any new copays or other balances
- Print the Patient Visit Summary as needed
End of Day Front Desk Workflow
- Manage any missed appointments
- Verify that all visit and message tasks are completed
- Reconcile payments
- Use Correct Mistakes in Practice Management to delete any mistakes
- Use “Post Regular Payments” in Practice Management to post payments after the date of service