7010F Patient information entered into a recall system that includes: target date for the next exam specified and a process to follow up with patients regarding missed or unscheduled appointments (ML)

Name of the Procedure:

Patient Information Entered into a Recall System
Also known as: Recall Scheduling, Follow-Up Management System

Summary

This procedure involves entering patient information into a digital recall system to track and schedule future medical exams. It specifies the target date for the next exam and includes a process for following up on missed or unscheduled appointments.

Purpose

This procedure primarily addresses the need for regular medical check-ups and continuity of care. The goal is to ensure patients receive timely care and prevent lapses in treatment by scheduling reminders and follow-ups.

Indications

• Patients with chronic conditions requiring regular monitoring (e.g., diabetes, hypertension)
• Individuals needing routine health screenings (e.g., mammograms, colonoscopies)
• Patients who have undergone recent procedures or treatments that necessitate follow-up

Preparation

• No specific preparation is needed for this administrative procedure.
• Ensure that patient contact details and medical history are up-to-date in the system.

Procedure Description

1. Enter Patient Information: Collect and input patient data, including contact information, medical history, and specific dates for next exams.
2. Set Target Date: Specify the target date for the next exam or check-up.
3. Automate Reminders: Configure the system to send automated reminders via email, text, or phone call before the scheduled date.
4. Follow-Up Process: Implement a follow-up protocol to contact patients who miss their appointments. This may involve additional calls, letters, or even rescheduling missed appointments.

Duration

Approximately 5-10 minutes per patient entry.

Setting

Performed in a hospital, outpatient clinic, or doctor's office.

Personnel

Typically handled by administrative staff, such as medical receptionists or records clerks. May involve nurses for clinical input.

Risks and Complications

• Data Entry Errors: Incorrect information could lead to missed appointments or communication failures.
• System Malfunction: Technical issues with the recall system may result in missed reminders.

Benefits

• Improved patient compliance with medical advice and check-ups.
• Early detection and treatment of chronic conditions.
• Streamlined appointment scheduling and reduced no-show rates.

Recovery

Not applicable as this is an administrative procedure.

Alternatives

• Manual tracking systems (e.g., paper files, calendar reminders)
• Patient-managed scheduling apps and tools
• Pros and Cons:
  • Manual systems: More prone to human error and labor-intensive.
  • Patient-managed tools: Depend on patient engagement and reliability.

Patient Experience

Patients may receive timely reminders via their preferred communication method, which helps them stay on top of their healthcare needs. Feedback loops ensure that missed or rescheduled appointments are promptly managed, enhancing the overall patient care experience.