MCP PCM BOOKING



MCP PCM BOOKING

BOOKING

A. BOOKING FOR ENROLLED PATIENTS

1. From the Select Clerk Front Desk Functions Menu Option:

Type “BHCF” and press for Health Care Finder Booking

2. Type in the patient’s name (or Last Name, Last 4 of SSN, or any of the other ways to bring up patients): Example: Picard,Lisa W (verify the information as needed)

3. (Note: If you see a “Discrepancy Screen”, type “C” and press to continue.)

4. “P” is default for PCM (Primary Care Manager) Booking: Press

5. Enter the Access To Care Category (ATC) and press . You may choose Acute, Future Request, Routine, Specialty, or Wellness. ATC category determines how many days of scheduling will be seen initially. (NOTE: If the appointment is a Follow Up, always use Future Request for ATC Category.)

6. This next screen will be the appointment schedule for the individual provider you selected:

Use the ( and ( arrow keys and the key to select the appointment to be booked and press .

7. “B” is the default for booking the appointment. (Note: You should verify the appointment slot with the patient to ensure acceptability and correctness.) Press .

8. Note: You may get the message “All Appointments Must Be Associated With An Agreement” at this next screen. Use the arrow and keys to select an appropriate Agreement. You do NOT need to press .

9. Next is the File Appointment screen. Press until you reach the Appointment Comment block. Type your three initials and press . (Requires 3 characters—If you have only 2 initials, add a space)

10. Type in a Reason for Appointment: and press until you file the data.

(Note: You may print a list of the patient’s other appointments if they desire--the “Yes”

default, or type “N” if they do not want a list of appointments.)

11. Return to the “Health Care Finder Booking” screen, then type “Q” and press to quit.

MCP PCM BOOKING

I. BOOKING (Continued)

B. BOOKING FOR NON-ENROLLED PATIENTS

1. From the Select Clerk Front Desk Functions Menu Option:

Type “BHCF” and press for Health Care Finder Booking

2. Type in the patient’s name (or Last Name, Last 4 of SSN, or any of the other ways to bring up patients):

Example: Photon,August N (verify the information as needed)

3. (Note: If you see a “Discrepancy Screen”, type “C” and press to continue.)

4. “N” is default for Non-Enrollee Booking: Press

5. The next screen gives a pick list with Access to Care already highlighted. You must also select Place of Care (remember: the key is the Select key.)

Press

6. Type in the PLACE OF CARE (your clinic, e.g, INT MED, PCC). Press

7. Enter the ATC Category (Acute, Future Request, Routine, Specialty, Wellness) and press

8. This next screen will be the appointment schedule for all providers for the Place of Care you selected.

Use the ( and ( arrow keys and the key to select the appointment to be booked and press .

9. “B” is the default for booking the appointment. (Note: You should verify the appointment slot with the patient to ensure acceptability and correctness.)

Press .

10. Note: You may get the message “All Appointments Must Be Associated With An Agreement” at this next screen. Use the arrow and keys to select an appropriate Agreement. You do NOT need to press .

11. Next is the File Appointment screen. Press until you reach the Appointment Comment block. Type your three initials and press . (Requires 3 characters—If you have only 2 initials, add a space)

12. Type in a Reason for Appointment: and press until you file the data.

(Note: You may print a list of the patient’s other appointments if they desire--the “Yes” default, or type

“N” if they do not.)

13. Return to the “Health Care Finder Booking” screen, then type “Q” and press

to quit.

MCP PCM BOOKING

II. REFERRAL BOOKING

A. BOOKING FOR REFERRAL TO A SPECIALTY CARE CLINIC -- ADDING A REFERRAL

NOTE: All appointments for Specialty Care Clinics MUST have a referral in the system.

There are three ways a referral may be entered:

1. The Provider may enter a Clinical Appointment Order (CLN) on the Patient Order List (POL), in

which case Sierra (our MCP contractors) will create a referral.

2. The Provider may enter a referral directly (if he/she has the proper training and menus.)

Providers: See “B” below for Provider instructions on creating a referral to a specialty

care clinic.

3. You, as the Scheduling Clerk, may add a referral. Usually, the patient will present with a

written consult with the information necessary to create the referral. Procedures for Self-

Referrals are noted below.

To (A)dd a referral, follow the steps below:

1. From the “Select Clerk Front Desk Functions Menu Option:”

Type “BHCF” and press for Health Care Finder Booking

2. Type in the patient’s name: Example: Picard,Lisa W (verify the information as needed)

3. (Note: If you see a “Discrepancy Screen”, type “C” and press to continue.)

4. Press “R” and press for (R)eferral Booking

Note: If a referral already exists for your clinic, type “M” (Modify) to check the following:

a. The Referred by and Referral from fields are the same as on the consult, if the patient presents

with a consult. If they are different, you must add a new referral.

b. The proper fields are filled out (see below). Delete any data from “extra” fields.

c. Press when done.

d. Check to see that Reason for referral , is the same as on the consult, if the patient presents

with a consult. If they are different, you must add a new referral.

e. See (M)odify referral instructions

5. At the “Referral Summary” Screen, type “A” to (A)dd a referral.

6. At the prompt “Do you wish to create a Consult Order for this MCP referral? No//” press to accept

the default “No”. (If you say “Yes”, you will NOT be able to book an appointment!)

7. The next screen is the REFERRAL ENTER/EDIT screen. This screen is critical to the scheduling process. If

you make a mistake here, you will NOT be able to book an appointment. There are only four fields that

should be completed: “Referred by:”, “Priority:”, “Place of care:”, “Referral from:”

8. At the Referred by: field there are three options. Type in the appropriate option and then press

a. The patient’s PCM (if enrolled) is the default. You may press if this is the referring provider.

b. The provider’s name from the consult (if other than the PCM)

c. “SELF-REFERRAL, WR HOST” (if the patient is a self-referral.)

A. BOOKING FOR REFERRAL TO A SPECIALTY CARE CLINIC -- ADDING A REFERRAL

(Continued)

9. Enter the Priority: and press .

NOTE: When you enter a Priority the ATC category field will automatically be filled.

10. Enter the Place of Care: and press . NOTE: Place of Care is the clinic where the patient will be

seen. Normally, this will be your clinic!

11. Note: You may enter a provider name at the Provider: field, IF a specific provider is desired. This is NOT

recommended, as this will limit the patient to only that provider—forever. If that provider has no

available appointments, or is on leave, you will not be able to schedule an appointment for the patient.

12. Press until you reach the Referral from: field. There are three options. Type in the appropriate option and then press . Your options are:

a. The PCM Place of Care for the patient (the default, if the patient is enrolled). You may press

if this is the referring provider, or the enrolled patient is a Self-referral.

b. The provider’s clinic from the consult (if other than the PCM)

c. For a Non-enrolled, self-referral, type “INT MED PCC WR”

13. # of Visits Requested: field. This field can be changed to reflect the number of appointments that will be needed for the patient. Enter the appropriate number and press

14. Leave Appt Type: blank. Press to accept the default Date & Time prompts.

15. At Days Of Week:, hold the shift key a press the number 6 “^” to accept all days. Press until you

reach Reason for Referral: on the next screen.

16. Enter the reason for the referral (from the Consult), then press .

17. If there is a Provisional Diagnosis noted on the consult (either ICD-9 or plain text), enter it in the

appropriate field. Note: This is not a mandatory field. If there is no diagnosis, press .

18. If there is a Referral Procedure noted on the consult, enter it in the appropriate field. Note: This is not a

mandatory field. If there is no procedure, press .

19. Press to file the referral.

B. BOOKING FOR REFERRAL TO A SPECIALTY CARE CLINIC -- ADDING A REFERRAL

PROVIDER INSTRUCTIONS:

Note: Providers adding a referral to another clinic (e.g., sending the patient from your Internal Medicine

Clinic to Gastroenterology) the procedure is ALMOST the same as above.

1. Follow steps 1-7 above.

2. At the Referred by: field enter YOUR name (last name first.)

3. Enter the Priority: and press .

NOTE: When you enter a Priority the ATC category field will automatically be filled.

4. Enter the Place of Care: and press . NOTE: Place of Care is the clinic where the patient will be

seen, e.g. Gastroenterology.

5. Press until you reach the Referral from: field. Type in YOUR Clinic (e.g. Int Med PCC).

6. Follow steps 13-19 above.

C. BOOKING FOR REFERRAL TO A SPECIALTY CARE CLINIC -- BOOKING A REFERRAL

1. At the “Referral Summary” Screen, type “B” to (B)ook a referral.

2. Use the ( and ( arrow keys and the key to select the Referral from which the appointment will be

booked and press .

NOTE: This may be the referral you just created, or there may already be a referral for this patient in the system for your clinic. If a referral already exists for your clinic, type “M” (Modify) to check the following:

a. The Referred by and Referral from fields are the same as on the consult, if the patient presents

with a consult. If they are different, you must add a new referral.

b. The proper fields are filled out (see below). Delete any data from “extra” fields.

c. Press when done.

d. Check to see that Reason for referral , is the same as on the consult, if the patient presents

with a consult. If they are different, you must add a new referral.

e. See (M)odify referral instructions

3. This next screen will be the appointment schedule for your clinic:

Use the ( and ( arrow keys and the key to select the appointment to be booked and press .

Note: This screen shows all the available appointments for your clinic. This allows you to select

appointments that take into account the fields in the Referral Enter/Edit Screen that were left blank,

such as Provider, App’t Type, and Gender.

4. “B” is the default for booking the appointment. (Note: You should verify the appointment slot with the

patient to ensure acceptability and correctness.) Press .

5. Note: You may get the message “All Appointments Must Be Associated With An Agreement” at this next

screen. Use the arrow and keys to select an appropriate Agreement. You do NOT need to press

.

6. Next is the File Appointment screen. Press until you reach the Appointment Comment block.

Type your three initials and press . (Requires 3 characters—If you have only 2 initials, add a space)

7. Reason for Appointment: is already entered on the Referral, however, you may want to add a provisional

diagnosis or some other brief reason at this point. Press until you file the data.

(Note: You may print a list of the patient’s other appointments if they desire--the “Yes” default, or type

“N” if they do not.)

8. You are returned to the Referral Summary screen. Note at the far right of the referral the AU/BK entry.

This reflects the number of authorized visits/number of booked appointments. Check to make sure the

appointment has been booked.

9. Type “Q” and press to quit and return to the “Health Care Finder Booking” screen, then type “Q”

and press to quit again to return to the Clerk Front Desk Functions Menu.

D. BOOKING FOR REFERRAL TO A SPECIALTY CARE CLINIC -- MODIFYING A REFERRAL

Note: You may need to modify referral that are already in the system for reasons as noted above

1. At the “Referral Summary” Screen, type “M” (Modify) and press . You will be taken to the

REFERRAL ENTER/EDIT Screen again.

2. Press to get to the field you wish to modify. (For example, # of Visits Requested)

3. Make the appropriate changes (or deletions) and press . Press or until you

file the changes.

Explanation of each field within the Referral Enter/Edit Screen.

 

Referred by = This field identifies the provider referring the patient for specialty care. It may not necessarily be the name of the patient's PCM. (Example: SELF-REFERRAL,WR HOST)

 

Priority = This field identifies how quickly appointments linked to the specific referral for specialty care should be scheduled. This field includes the following set of codes:

Stat; Asap; Preop; 2.2= 24 Hours; 7= 72 Hours; 4= 48 Hours; T= Today; R= Routine

*** Priority is required ***

 

ATC Category: This field is link to the Priority field for the initial appointment. The ATC Category field will default to an equal number of days or hours, for an appointment, according to what was entered as the priority.

 

Clinic Specialty: PLEASE LEAVE THIS FIELD BLANK.

 

Provider Specialty: PLEASE LEAVE THIS FIELD BLANK.

 

Place Of Care = This field is used to indicate where a patient was referred for specialty care.

 

Provider = Enter the provider to whom the patient is being referred. This field is used to indicate to whom a patient was referred for specialty care. RECOMMENDED: LEAVE THIS FIELD BLANK

 

Specialty Type = This field classifies the referral into a primary clinical area. It identifies the MCP Provider Specialty Type that will be used by the system primarily to search for providers and to group referrals for reporting purposes. RECOMMENDED: LEAVE THIS FIELD BLANK

 

Location = This field identifies the geographic location where the patient prefers to be seen for specialty care. The Specialty Location field and the specialty field are used to narrow the search for MCP providers. Enter up to five different ZIP Codes separated by commas, or the name of a geographic location where the patient wishes to receive care. The first three or four numbers of a ZIP Code may also be entered as a wild card. RECOMMENDED: LEAVE THIS FIELD BLANK

 

Referral from = This field identifies the MTF clinic where the appointment was referred from.

 

# of visits requested = a number between 0 and 99. This field identifies the maximum number of visits that may be scheduled for a specific referral for Specialty Care.

 

Appointment Type = This is the appt type that is specified upon entering the provider search

This field identifies the type of appointment (e.g., NEW, FU) being requested for a patient with a referral for specialty care. It may be specified prior to a provider search in order to narrow the search.

RECOMMENDED: LEAVE THIS FIELD BLANK

 

Start Date = This field identifies the date on which the Health Care Finder may start booking appointments linked to the specific referral for specialty care. If the year is omitted, the computer uses the current year. RECOMMENDED: LEAVE THIS FIELD ALONE!

 

Stop Date = This field identifies the date after which the Health Care Finder may no longer book any appointments linked to the specific referral for specialty care. ENTERED TREATMENT STOP DATE MUST FOLLOW THE TREATMENT START DATE. RECOMMENDED: LEAVE THIS FIELD ALONE!!

 

Start Time = Please enter Military time, i.e. 0800 for 8am, 1601 for 4:01pm. This field identifies the patient's preference for the earliest appointment start time for the appointment(s) linked to the specific referral. This field defaults to 0001. RECOMMENDED: LEAVE THIS FIELD ALONE!!

 

Stop Time = Please enter Military time, i.e. 0800 for 8am, 1601 for 4:01pm This field identifies the patient's preference for the latest appointment stop time for the appointment(s) linked to the specific referral. This field defaults to 2400.

 

Days Of The Week = Select acceptable days of the week with an "X". Press "Space Bar" to remove an entry. Enter "^" to accept all entries. Use the Enter and/or Backspace keys to position the cursor on a specific day.

 

Explanation of each field within the Referral Enter/Edit Screen.

(Continued)

Prefer Gender = This field identifies the patient's preference to be seen by either a male or female provider when being referred for specialty care. RECOMMENDED: LEAVE THIS FIELD BLANK

Reason for Referral:

This field identifies the reason for the specified patient's referral for specialty care.

 

Provisional Diagnosis (ICD-9):

This field identifies the Primary Care Manager's provisional diagnosis (ICD-9 Code) which resulted in the patient's referral for specialty care.

Provisional Diagnosis (Free Text):

This field identifies the Primary Care Manager's free text provisional diagnosis, which resulted in the patient's referral for specialty care.

 

Referral Procedure:

This field is used to enter CPT procedure codes for a referral to identify specific treatment(s) for which a beneficiary is being referred.

 

MCP PCM BOOKING

III. TO CHANGE AN APPOINTMENT TYPE; ADD SLOTS TO A SPECIFIC

APPOINTMENT TIME; JOIN, SPLIT, OVERBOOK, OR BOOK

APPOINTMENTS:

A. After a provider schedule has been displayed press . From the action bar enter the (B) option for browser and complete the following steps:

 

(1) Select (B)rowse option on the action line.

(2) Press to accept the C// default and change the search criteria.

(3) Use the ( and ( arrow keys and the key to select Provider and Date (clinic is already selected at the

top).

(4) Enter the Provider.

(5) Accept the Today date default or enter date you want and press .

(6) Press to accept the S// default to search for available appointments.

(7) Use the ( and ( arrow keys and the key to select the appointments to work with.

 

(a) JOINING SLOTS:

[1] To join two or more slots, select two or more consecutive, open slots, then type J at the prompt.

NOTE: You must have enough authorized appointments in the Referral Enter/Edit screen if this

is from a referral.

[2] Complete the appointment information screen.

 

(b) CHANGING APPOINTMENT TYPE OR NUMBER OF SLOTS:

[1] Select C and then make whatever changes you need to make.

(c) SPLITTING SLOTS:

[1] Type S at the prompt.

[2] Select the slot you want to split.

[3] Enter the appointment type and other appropriate data for each slot.

 

IV. TO DISPLAY A PATIENT PAST AND FUTURE APPOINTMENTS:

 

A. From the Clerk Front Desk Functions Menu Option enter DPA and press enter.

(1) Enter the patient’s name.

(2) Select either F or P depending on whether you want to see future or past appointments.

 

NOTE: You can print appointment history of family members if you want to, but only for parents asking about their children’s appointments. Otherwise, it is a violation of the Privacy Act.

 

MCP PCM BOOKING

 

 

V. TO CANCEL AN APPOINTMENT AT THE PATIENT’S REQUEST:

 

A. From the Clerk Front Desk Functions Menu Option enter CBP and press enter.

*NOTE: Clinic or Provider is required.

 

(1) Accept the C// as a default to change search criteria and press .

(2)    Select patient and clinic or provider and press .

(3)   Enter patient name and press .

4.             (4) Make sure the demographic data is current. Accept the C// default to continue.

(5) Enter provider name and press .

(6)   Accept S// as a default to search for appointments and press .

(7) Select the appointment you want to cancel.

(8) Tell the system whether you want to cancel or reschedule.

 

[a] If you cancel the system will ask if you want to book someone from the wait list into this slot.

[b] If you select reschedule, the system will let you book the patient for another appointment

 

VI. TO NOTIFY PATIENTS THEY MISSED APPOINTMENTS AND

RESCHEDULE THEM:

 

A. From Clerk Front Desk Functions Menu Option enter NOT option.

 

(1) Enter your clinic name.

(2) Usually accept the PROVIDER: ALL// default.

(3) Start date is a date in the past because you are looking for appointments they already missed.

Enter T-3, for example.

(4) Stop date is usually today, (T).

(5) Print the list to your printer so you will have a list to work from.

 

VII. TO CHECK IN A SINGLE PATIENT:

NOTE: You can also check in multiple patients under this option.

 

A. From the Clerk Front Desk Functions Menu Option enter the IPC option.

 

(1) Accept the C// as a default to change search criteria and press .

(2)    Select clinic and press .

(3) Accept the S// default.

(4)   Select patient name and press .

(5) Press to file the data.

(6) Press to accept the MEPRS Code.

(7) Change the default provider if the patient is going to see a different provider.

(8) Print out the Encounter Form to enter data on.

(9) System goes to next slot you select. Walk through the same steps as above.

 

MCP PCM BOOKING

VIII. TO CHECK IN MULTIPLE PATIENTS:

A. From the Clerk Front Desk Functions Menu Option enter the MCD option.

 

(1) Accept the C// as a default to change search criteria and press .

(2)    Select clinic and press .

(3) Accept the S// default.

(4)   Select patient names and press .

(5) Press to file the data.

(6) Press twice, the “Q” to Quit and press .

 

IX. TO CHECK IN WALK-IN PATIENTS (NO APPOINTMENT):

A. From the Clerk Front Desk Functions Menu Option enter the USV option.

NOTE : Clinic or Provider is required

 

(1) Accept the W// default (or change to Sick-Call, depending on your clinic.)

(2) Accept the C// default.

(3) Select Patient, Clinic and Appointment Type. (You may select Provider if your clinic has a duty

“Walk-in Provider.)

(4) Enter the patient’s name.

(5) Update the demographics as necessary.

(6) Enter your clinic name.

(7) Enter available provider’s name (if you selected Provider).

(8) Enter the appointment type.

(9) Accept F// as a default to file.

(10) NEXT: OK to file WALK-IN? Yes// (Press .)

(11)   Accept MEPRS CODE (press .)

(12)   Enter appointment comments: (the clerk’s three initials) (press ).

(13)   Enter a reason for the appointment: (press ).

(14)   Next, produce an encounter form? NO// or YES per your clinic policy (press ).

(15)   THE WALK-IN HAS BEEN COMPLETED

 

X. HOW TO ENTER A TELCON INTO THE SYSTEM:

A.              From the Clerk Front Desk Functions Menu Option enter the USV option.

NOTE: Clinic or Provider is required

(1)    Select Tel- Consult on the action bar (T) (press ).

(2)    Accept the C// default to change TEL-CON criteria (press ).

(3)    Press F11.

(4)    Enter the patient’s name (press ).

(5)    CURRENT DEERS ELIGIBILITY: view as necessary or press .

(6)    Update the demographic data as necessary or accept C// as a default (press ).

(7)    Enter the clinic (press ).

(8)    Enter the provider (press ).

(9)    Save the default criteria for future use. (Accept Yes// default)

(10) Type in your notes to the provider and file it.

(11) Return through the MEPRS prompt and pull-records prompt.

NOTE: OTHER ACTIONS: This is for other action.

(a)   Add will let you add another call to the previous one.

(b)  Redirect will allow you to send this tel-con to another physician if the first one is

unavailable.

(c)   AT THIS POINT THE TEL-CON WILL BE COMPLETED.

MCP PCM BOOKING

 

XI. TO CORRECT EOD REPORTS AND PRINT THEM:

 

A. From the Clerk Front Desk Functions Menu Option enter the EOD option.

 

(1) Accept the C// default to set up the criteria by which you want to edit the report.

(2) Select place of care (clinic), data elements, and delinquent appointments options.

(3) Enter your clinic.

(4) Select appointment status and provider because these are usually the two where most problems occur.

(5) Accept the S// default to search for appointments that need editing.

(6) Select the appointment (s) you want to edit.

(7) Change data as necessary.

(8) After editing all necessary slots, accept the P// default to print.

NOTE: You can still print a delinquent report to show what is still missing in case you overlooked something.

 

 

 

 

 

XII. TO PRINT OUT A HARD COPY OF THE REGISTRATION DATA:

 

A. From the Clerk Front Desk Functions Menu Option enter the RDM option, then the HRDM option.

 

(1) Enter the patient’s name and your device.

XIII. TO CHANGE DEMOGRAPHIC DATA (REGISTRATION DATA):

A. From the Clerk Front Desk Functions Menu Option enter the RDM option, then the MRDM option.

NOTE: You cannot print a hard copy of the registration data here.

 

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