Workflow for the Front Desk Users

Start of the Day

• Create a New Reference Batch.

Check In Process

• On the Calendar, select the Patient's Appointment or Search for the Patient's Appointment.
• Verify the Patient's Demographics. Select Modify Demographics or Patient Dashboard to make changes.

• Opening either screen creates a new tab.
• Once the changes are made, close the new tab to return to the Patient's Appointment screen.

• Verify the Patient's Insurance.

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

• Close the tab when the Insurance modifications 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. Select 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.
• Select 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.

1. Select the Patient's Appointment on the Calendar
2. 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, the Patient and the Appointment Information is copied, 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.
3. Close the screen.

4. You are now attached to the Patient.

• The Patient will show on the Search tab and on the Banner.

5. Search for an available Appointment or select an Appointment Slot.

6. 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.

7. Select Save [F2].

8. After scheduling the Appointment, detach the Patient by selecting the Red X on the banner.

• If you do not detach from the Patient, the next Appointment you schedule will be linked to that patient by default, which could lead to scheduling the wrong patient.

End of the Day

• The Front Desk User flags all Patients who did not attend their scheduled 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.