Objective
This guide outlines the required checks staff must perform when creating a new appointment to ensure accuracy and compliance.
Key Steps
Patient and Provider Information
When scheduling an appointment, always begin by selecting the correct patient profile. Verify that the patient’s name, date of birth, and ID number match existing records to avoid duplicate entries. After confirming the patient, assign the appropriate provider or practice. Double-check the provider’s availability to ensure there are no conflicts.
Address Information
The patient’s address must be reviewed carefully before saving the appointment. PO Box addresses are not accepted in the system. Always enter a complete physical address without abbreviations. For example, use “Street” instead of “St.” and spell out full city and state names. This ensures claim submissions are not rejected due to formatting issues.
Insurance Details
Confirm the patient’s insurance coverage. Check that Primary Insurance is current and entered accurately, including policy number and group number. If the patient has Secondary Insurance, this must also be verified and added. In cases where the patient does not have insurance, select the Self-Pay option. Ensuring insurance accuracy prevents delays in claims processing.
Date of Service (DOS)
The Date of Service must be clearly provided in the appointment details. If the DOS is missing from the demo view, add it as an additional note to make sure it appears in the blackbox. Accurate DOS entries are required for billing, claim submission, and medical record documentation.
Procedure and Incision Guides
Every appointment must include a procedure code that matches the incision guides submitted by the provider or practice. If there is any mismatch between the procedure entered and the incision guide provided, the system will not reconcile correctly. In such cases, staff must contact the provider for clarification before finalizing the appointment.
Saving the Appointment
Once all details have been confirmed, review the appointment for accuracy. Add notes for any exceptions, clarifications, or missing details that were verified manually. Finally, click Save to confirm and create the appointment. This final review step helps reduce errors and avoids rework later in the billing and claims process.
Important Notes
Incomplete or incorrect details may delay billing and insurance approval.
If procedure and incision guide do not match, provider contact is required.
Tips for Efficiency
Use a standardized checklist before saving any appointment.
Train staff to avoid common errors, such as abbreviations in addresses.