Objective
To ensure that patient appointments are accurately rescheduled while maintaining data integrity and compliance.
Key Steps
Step 1: Cancel the Incorrect Appointment
Go to Appointment Settings.
Select Change Status.
Choose Cancelled.
Refresh the page.
Step 2: Delete the Cancelled Appointment
Return to Appointment Settings.
Select Delete Appointment.
Confirm the deletion.
Step 3: Follow the Standard Appointment Creation Process to Create the Correct Appointment
Standard Process
Log in to the Portal
Access credentials provided during onboarding.
Home Page will show the Appointments Calendar view.
Note: Portal time zone adjusts to user’s location.
Navigate to Patient Demographics
Go to the Patients tab.
Select View Demographics.
Apply Filters to Find Patients That Need Scheduling
Status: Not Scheduled
Status: Not Added
Exclude patients with these tags:
Missing Primary Insurance
Patient PO BOX
Missing Procedure Information
Missing Insurance / Secondary Insurance
Missing DOS
Missing Provider
Missing Demo Information
Need Incision Lengths
Missing Insurance Member ID
Start Processing a Patient Demo
Select a patient from the filtered list.
Open Patient Demographics.
Review split-screen view: Portal file (left) and Demo file (right).
Perform Initial Data Validation
Validate the following fields:Full Name — must match exactly with demo file.
Patient Address — no PO Boxes; tag as Verify Address if present.
Gender & DOB — must match exactly.
Phone Number — verify with demo file.
Insurance Information — confirm details match and pass validation.
AI Demographic Box — considered incorrect unless practice added manually.
→ Submit for verification. If approved, proceed.
→ If errors occur, record the patient's name and notify your pod leader.Schedule the Correct Appointment
Open the Appointments tab.
Date: Enter Date of Service (DOS) from Demo File.
Provider: Select the correct practice/doctor.
Procedures: Select using the ICD code.
Location: Ensure location matches Demo File.
→ If DOS is a day before, current date, or day after appointment creation, send patient name + DOS to #patient-add-ons Slack channel.
→ Once saved, the appointment schedule will display in the patient profile.
Important Notes
AI Demographic Box data is considered incorrect unless manually added by the practice.
Always cross-check DOS, insurance, and procedures before finalizing.
Tips for Efficiency
Double-check tags early to avoid errors during scheduling.
Use the demo file as the single source of truth for patient details.