Pre-Appointments

[alli]

How do you recommend doing pre-appointments for next year? Is there a way to make it automatic?

We currently have an employee titled Pre-appointments so that a column appears on the right side of our schedule, but I'm not sure if that is the best way and if there is a way to make the appointment added automatic.

[KizerOpt]

When we check a patient out, we make their next year appointment and check 'year out' or add the correct time frame (6 mo, 3 mo, 1 wk) in the Notes window. We don't have an employee for Preappoints, we look at the colors on the schedule (hot pink for year out) and notes. We don't automate it ourselves, but you can set it up from the appointment window. Look for the 'Recurrence' button.

Karen

[msquare]

When we check out a patient we first ask them if it's ok if we reserve a place in next year's calendar for them. We explain that we'll send them a letter about a month in advance to make sure that the date and time work for them. If so they can return the enclosed postcard otherwise we are happy to find a more convenient time in their calendar. MOST (97%) say yes, and appreciate keeping them ontime (esp with insurances). We make them a "pre-appoint" recall one year out and then schedule them an appointment in next year's schedule as "UVAP" or "UCVP" appointment type meaning unconfirmed preappointed exam/contact lens exam & mark it year-out. When they confirm the following year we change the appointment type to "VAP"/"CVAP" accordingly. We have a VERY high rate of recalls returning - some need to reschedule but they usually come in about the time they were due. We DON'T give them the date/time of next year's appointment, this allows us some flexibility for doctor's vacation/continuing education/ etc. 

The next year we send out a letter and a self addressed stamped postcard with the appointment date/time on it. We are currently tracking how many postcards actually come back but a large percentage of the pt's will return regardless of sending the postcards back. If we don't hear back from the pt, we contact them 2 wks out, and again 1 wk out. We use 4patientCare as well as a staff member.

Everybody finds what works for the dynamics in their office but this is working very well for us.

-Monica