Complex Scheduling and Referrals

Purpose: To ease congestion and time delays at the front desk for complex scheduling needs. 

This process is to be used when scheduling three or more procedures or appointments.  This will apply only to adults and not to pediatric patients. 

1. CMA or Front Desk Staff will note the phone number where the patient can be reached and messages left.  This will be noted on the order.
2. CMA or Front Desk Staff will note the best times and days for the patient to have appointments scheduled.
3. Patient will be informed that they will be called by the Referral Specialists with the appointment times and locations.
4. Patients will be informed that if they have not received notification of appointments in three business days to contact the Primary Care Center at 612-624-9499, option 3, then option 4.  These calls will then be forwarded to the front desk for follow-up on status of the appointments.
5. Check orders to make sure they are complete including reason for appointment or procedure and signature of ordering doctor.  The complete orders will then be faxed to 884-0659.
6. Faxed orders will be put in a file folder for the day and held for one week to allow for the appointments or procedures to be scheduled.
7. The complex scheduling orders will be sent for scanning by the referral specialists, with the appointment dates and times listed on the order.
8. For High Tech Imaging procedures being scheduled by the referral specialist, reference number will be gotten when scheduled.  The Primary Care Center does not need to obtain these.
9. Primary Care Center will schedule any same day appointments or procedures.
10. Physicians can utilize the phone number for the Referral Specialist/Discharge Planner for questions on where to schedule or how to get patients scheduled for specific procedures.  This number can be obtained from the Front Desk Staff.