Next appointment Codes

[thebigsmile]

When you bring a patient back into the operatory the procedure codes that are scheduled for that day automatically enter onto that days visit and also will go into the next appointment box on the lower right (the next visit box) which we would prefer if they did not.  If the assistant does not remember to change it and replace it with the next appointment code then the patient is scheduled for the wrong appointment -could they either disappear, or possible have a box

that pops up that’s prompts them to recheck their codes and appointment weeks out?

[Anon]

Good day Roxy (thebigsmile‌),

Scheduling a patient for an appointment with procedure codes should not update the "Next Appointment" field in Charting with those same procedure codes when that patient is brought back to the operatory and Charting is opened for them.  I think it's more likely that the information in "Next Appointment" is still there from the last time it was set  (once this info is entered, it does not get removed when the patient gets scheduled for that kind of appointment), or your practice may be using a specific Treatment Plan.  If you are using Treatment Plans, then the patient's treatment will be mapped out and when you see a patient for a specific appointment on that Treatment Plan, the information from the patient's NEXT appointment in the Treatment Plan will then be automatically pulled into the "Next Appointment" section.  Otherwise, the only way that field gets updated is if it is manually changed.   The field was designed for use with Treatment Plans, which is why it does not get cleared once the patient has an appointment made. 

For a refresher on the use of that section, please see the knowledge page How to use the 'Next Appointment' Feature in Charting . 

Regards,

Phil Carter / Orthotrac Escalations

[thebigsmile]

Is there any way you could go over this more over the phone with me?

[Anon]

Good day Roxy (thebigsmile‌),

I will be happy to give you a call today to discuss this.  I have a few appointments this morning but will contact you as soon as I can.

Regards,

Phil Carter / Orthotrac Escalations

[thebigsmile]

ok thank you

[jsones]

When checking a patient out there is a pop up that asks if you would like to clear the charting detail, this will clear the next appointment box so it is empty for the assistant to put their notes in for each visit. A suggestion to keep track of the next visit is to write NV:  then put what you are planning for the next time. It's also suggested that you color these in purple so it will stand out. 

[thebigsmile]

I am not sure where that would be?

[jsones]

Roxy,

The note will show in the appointment history as a reference of what you plan for the next visit.  Hope this helps.

[thebigsmile]

So your front desk girls remove it? Dose this cause issues if the patient cancels- needing to go into the chart to see next appointment info?

[drlubaortho]

At our office the front desk used to remove that box by clearing the appointment from charting.  However, just as you mentioned here, it makes it hard when a patient cancels or reschedules.  We decided to leave the next visit information in charting, and now the girls in the clinic clear out the codes.  The girls in the clinic put in the next visit codes before finishing their visit notes so that (ideally) the message gets to us at the front desk before the patient gets checks out.

[karenecalefdmd]

We have also found it important to differentiate from the left hand "today's appt codes" from the lower right hand side "next appt" box.  They are both so important to creating accurate information reaching the front desk.  The today's appt codes generate appt fees in our office and if they are not accurate it is impossible to charge out the right amount for the procedure.  The next appt box is crucial to creating the right amount of time for the next visit in scheduling.  So we find these both very important in communication from the doctor to the assistant, so that the front desk can accurately execute the intentions of the treatment.  At the front desk, we use the "Schedule Appointment for" area to make the next appointment from O last  or  O tx card n/a and paste in the visit.  If the patient is a no show or cancels it is very important to do a Recall and that solves the "lost next appt" for us.  Using a color, such as purple was suggested, is not an appropriate thing in our office because each color represents a type of appointment, not just next visit. 

I hope this discussion is helpful, rather  than more confusing.  I find Phil Carter and Audrey Doyle are great at helping with issues like this.