SCHEDULING
What are the 5 Acronyms used on therapist calendar?
CA- Cancelled
OT- Out of town
RE- Rescheduled
MU- Make-Up
HMU- Holiday Make-Up
What color code is an Evaluation?
Green
How do you create a Progress Report Template?
Database, View tab on patient name, Progress report tab, Fill out the first 2 boxes, click save.
All pages in Patient Folders should have WHAT?
MRN# stamped.
Which email do you use to response/reach out to insurances?
Office Email
True/False: If your office has a waitlist we don't have to follow-up/update parents.
False.
What should the Maritial Status section say on patient data?
Other.
How long in advance should you create Report Templates?
6-8 weeks
What tab section do ALL Reports go in Patient Folder?
2nd Tab.
When Roselle emails you for expired authorizations who are you supposed to get in contact with?
Double check with Rosy. If she doesn't have it. Reach out to POC.
How many weeks ahead should you schedule Re-evaluations?
6 weeks before report due date
If a patient reschedules, what should you do on officeally?
Edit appointment date/time.
Delete appointment.
In what section do re-auth numbers & dates get updated?
In the re-auth number section.
What should Dymo Label say on the InTake Form?
Patient Name, DOB, Insurance, MRN#.
True/False: You send ALL Reports to Rosy
False. ONLY EasterSeals.
What do you do if patient is referred 2x but only have availability for 1x a week?
Offer Teletherapy in other offices.
Offer earlier time, let parent know we can provide excuse of absence letter for school/daycare.
See patient 1x for now, let parent know as soon as something opens up we can schedule for 2x.
Johnny has a $20 copay from EasterSeals should he be charged at the beginning or after the session.
Johnny does NOT get charged.
* Reminder EASTERSEALS does NOT get charged Copays! *
Should New contacted patients stay on the New Patient tab? Yes or No.
NO. Patient must be moved to corresponding Tab.
* Reminder, patients DO NOT stay under the NEW PATIENT TAB *
What color do you have to highlight on the MRN, Patient info, Auth dates, Copay, Evaluation CPT code, Authorization number.
MRN: Orange
Patient Info: Yellow
Auth dates: Yellow
Auth#: Green
Evaluation CPT code: Pink
TRUE/FALSE: When sending reports, you MUST CC Zabi.
False. CC Admin.
When a parent asks for a 5pm availability and you have no time slots, what do you do?
Reach out to sister offices.
Offer Teletherapy with other offices that are further.
Ask for any other availability.
When collecting NCNS Fee / Last minute cancellations, what color codes should be for a Collected Payment & a Non-Collected Payment?
Collected - Black
Non-Collected - Red
When Discharging a patient, what steps have to be done?
Change CURRENTLY BEING SEEN, AUTH TYPE, STATUS, SERVICE, ALL THERAPIST TABS, SUPERVISOR, DISCHARGE DATE/REASON. Update.
When coming across any issues with therapists, patient, insurance, & parent where should it be noted?
Inside patient folder on 1st tab Conversation Log.
When insurance emails you requesting for availability in the afternoon that you DON'T HAVE. How do you respond?
'We are more than happy to accommodate patient, please send over authorization and will contact parent to schedule.'
* Reminder, never say we DON'T have availability! *