Pre-Reg
Because Sea Mar is a Federally Funded Health Center, Pre-Registration requires checking demographic tracking metrics like Homeless status and Farmworker status, alongside standard safety markers like Primary Care Providers and this contact type.
What is an Emergency Contact?
Be sure to use scripting provided for the Federally funded information.
Name, DOB, Address, and Phone Number are required to create a brand-new account if an exact match isn't found using these four original search criteria.
What are Full Name, DOB, Phone Number, and MRN?
Facial trauma, visible swelling that interferes with breathing, and severe pain are the three specific phone criteria used to identify this.
What is a Dental Emergency?
Schedule a limited/urgent appointment
Or offer WI- wait to be seen by provider, can assess.
When Real-Time Eligibility returns an "Error" status for DSHS Dental, you should review this screen to fix the discrepancies.
Answer: What is the response history? (Bonus points for naming CER 1318464!)
For a WAI medical emergency regarding a fever in a child under this age, what should you do in this instance? What if it is a phone call
3 months old Added to the WIA if in clinic
Reach out to B/O if this is a call coming in then call the immediate response line if no answer reach out to supervisor for guidance.
When reviewing a patient profile during Pre-Reg, you should actively call a patient if they have completed all documents but their FSF is set to expire on this specific date. When do you complete it?
What is the day of the appt
When an established patient presents as a walk-in for routine care and the PCP's schedule is full, they can be offered a stand-by slot. This group is first in the priority order to see them.
Who is the PCP? (Followed by Secondary Provider, then any available provider). In same clinic
To keep the schedule balanced, a receptionist should match one of these appointments with one Treatment appointment per hour.
What is preventative Comp/Recall
Triggered by CER 102328, this error stops a user because the current encounter is floating without a linked HAR.
Answer: What is "A visit account has not been assigned"?
Who can be seen as a WAI?
Est patient
Pregnancy
Child
Missed appt if they choose to wait
To complete the Pre-Registration process, staff should use specific Epic registration worklists.
What is "use the confirmation worklist to complete Pre-Registration?"
This type of appointment slot is completely restricted and cannot be used for diabetic follow-ups, medication refills, or Well Child Checks.
What is a Walk-In (WI) / Acute Care appointment?
TOC
Under Preventative care, adult patients (18 and older) are limited to a Recall Exam once every this often from their last exam.
What is 1 year plus 1 day( 6 months plus 1day for minors).
This error (CER 102328) appears when a registration user forgets to link the patient's current visit to a specific billing account.
What is "A visit account has not been assigned"?
Brand new patients to SEA MAR never been seen by any dept present for Walk-in assessment. How can they be added to the schedule
Even if a patient's registration status says "Pre Reg" in the DAR message, a front desk specialist must always do this crucial identity safety check when the patient physically arrives.
What is confirm/verify patient identifiers? (e.g., full name and date of birth).
Check the envelope as well
What is AIDET?
How do we greet patients?
Acknowledge, Introduce, Duration, Explanation, Thank them
Greeting S/B "welcome to Sea Mar we will be with you in a moment or
Welcome to Sea mar I am Michelle I will be helping check-in
Dental has 3 column, what can you schedule in the 3rd column?
Sealant’s
SDF
8:30 9:30 10:30
1:30 2:30 3:30
If the system says the relationship is "Self" but the demographics don't match the patient, you are triggering this specific rule.
What is Subscriber Mismatch?
What questions do you ask before adding a pt to the WIA?
What are they needing to be seen for?
Who is the PCP?
Have they been see, at Sea Mar
What symptoms are you having
Pre-Registration must be completed during these two specific windows:
What is 48 hours or either one day prior for confirmed appointments, or immediately for any appointments booked within this timeframe.
This can also be confirmation of appt while doing pre-reg.
What time do we tell New patients to arrive? and
Established patients to arrive?
How many new non manage care patients can be scheduled per provider
30 min for new patients
15 for established patients
1 in the Am and 1 in the PM ( if they are managed care they just have to be 45min apart from the other new patient
When an automated eligibility check fails or throws an error for DSHS Dental, you must investigate this tab in Epic.
What is the RTE Response History?
How do we clear it?
Doing this action right after changing an insurance plan ensures the system pulls the most current coverage data and attempts to clear RTE errors automatically.
What is triggering/running RTE?
What should you do once the patient has been added to the schedule as a WIA.
Notify B/O
Walk them to the Isolation room if contagious- then get the info, make sure the patient knows that they are waiting for a No Show or Cancellation to be seen. They will be assessed.