Check-in/Check-out Daily Workflow

Workflow for the Front Desk Users

Start of the Day

• Create a New Reference Batch.

Check-In Process

• On the Calendar, click the Patient's Appointment or Search for the Patient's Appointment.
• Verify the Patient's Demographics. Click Edit Demographics or Patient Dashboard to make changes.

• Opening either screen creates a new tab.
• When finished with the Edits, close the new tab which will take you back to the Patient's Appointment screen.

• Verify the Patient's Insurance.

• To update the Patient's Insurance, click on the Insurance Management link.

• Close the tab when the Insurance edits have been made.
• Hover over the Eligibility button to see the results of last check.
• Select the Eligibility button if a new verification needs to be done.

• Scan Insurance/Driver's License

• If Direct Scan is not being used, scan the insurance card on the Patient Dashboard.
• If using IDology Direct Scan, you can select the Scan link under the Patient's Profile picture on the Patient's Appointment screen.

• Confirm Patient's Reason for Visit.
• Collect the Copay and any additional Patient Balances. Click on Enter Copay to enter the amount paid. 

• The balances are displayed on the right side of the opened Patient's Appointment screen.

• Print the Patient's Receipt. Close the Patient Receipt window.
• Click the Check-in button to change the status of the appointment or choose Checked-In from the Status dropdown.
  

See Links on the Patient Appointment Screen for more information on the patient appointment window.

Check-Out Process

If the Insurance Policy has a listed Copay amount, the Check-Out button will not be available until the Copay is entered.

• Click on the Patient's Appointment, select Checked Out from the Status dropdown list.

Add a New Appointment during Check-Out (Copy and Paste)

When a new Appointment is made from the Check-Out screen, it copies the Patient and the Appointment Information, which will auto populate on the new Appointment.

1. Select the current Appointment on the Calendar.
2. On the Patient's Appointment screen, select the New Appt button to schedule the next Appointment.

• Close the screen.

3. Select a slot on the Calendar or Search for an Appointment.

• You are attached to "Patient" will show on the green banner and on the Search tab.
• If you do not want to be attached to the Patient, use the red X on the banner to detach.

4. Select the Paste link or enter the required fields manually.

• If you select the Paste link, the Patient's Info and the Appointment Information will auto complete.
• If you do not select Paste, only the Patient's Info will auto complete, and the User will complete the necessary information manually.

5. Select Save [F2].

End of the Day

• The Front Desk User marks all patients that did not attend their appointment as a NO SHOW.
• The person responsible for Reconciliation:

• Run the Reference Batch and Receipt Management reports to balance Cash, Credit Cards, and Checks received.

• The Front Desk User must choose the Facility when creating the Reference Batch in order for the Receipt Management Report to reconcile with each Facility.

• Close the Reference Batch.