Scheduling an Existing Patient (Single or Multiple Exams)

Purpose: To guide agents through accurately searching for an existing patient and scheduling either a singe exam or multiple exams in eRAD.

Step 1: Open the Patient Folder

• Use the search function in eRAD to locate and open the correct Patient Folder.
• Always search first to avoid creating duplicate records and to view the patient's history.

Step 2: Confirm/Update Patient Contact Information

1. Click the New Appointment button from the toolbar to open the Schedule Order Tab
   
2. Review/Update patient contact information on the Order Tab
   

Step 3: Complete the Schedule Tab

1. Navigate to the Schedule Tab
   
   1. Add Study (Exam Type):
      
      • In the Studies box, type the exam name (list will filter as you type) Select the correct exam.
      • If Laterality is required, select from the dropdown.
      • For multiple exams:
        • Click "Click here to add another study" 
        • Follow the above steps to search for and select the additional exam(s)
      • IMPORTANT: Exams will schedule in the order they appear:
        • Top exam = scheduled first
        • Subsequent exams follow
          
          
   2. Set Appointment Preferences:
      
      • Region: Solis Mammography
      • Practice: Washington Radiology
      • Site: Select the location where the patient would like to be seen
        DO NOT select Progressive Radiology (PR) locations
      • Day and time options: Select preferred days of the week or times of day
      • Search Range: Search anywhere from 1-30 days at a time
      • Click [Search]
   3. Appointment Times:
      
      • Summary Tab: Shows first AM, mid-AM, PM, mid-PM, etc.
      • Details Tab: Shows ALL available appointment slots
      • Click on the desired time once to select (it will highlight blue)
        
      • Appointment details will appear in the top pane
        

Step 4: Complete Exam Questionnaire (if applicable; if no questionnaire, skip to Step 5)

1. Navigate to the Exam Questionnaire (if applicable)
   
   1. Ask the patient the required questions
   2. Accurately enter their responses into eRAD
   3. You must complete the questionnaire before proceeding.
   4. You cannot save or finalize without entering questionnaire responses when required.

Step 5: Complete the Order Tab

1. Navigate to the Order Tab
   
   1. Complete all required fields:
      • Reason for Order
        
        • Select from the dropdown or free-type if reason is not listed in dropdown options
          
          
      • Referring Details
        
        • Add the referring providers name
        • Confirm a portion of the providers address to assure confidential reports are sent to the intended office
          
          
      • Urgency Level (Order Status)
        
        • Choose based on whether an order is provide or pending (e.g., Order Attached, Need Order, etc.)
          
          
      • Class (Prior Imaging Status)
        
        • Select the appropriate Class based on whether outside related imaging is necessary for comparison purposes
          
          
      • Manage Policies/Billing Method
        
        • Click [Manage Policies] to add payor information (insurance, non-profit, etc.), OR
        • Change dropdown under "Billing Method" to convert patient to self-pay if insurance is not available.
          
          
      • Order Notes
        
        • Add notes related to the exam
          • "PT AWARE OF PREP - ADVISED TO BRING INS CARD, PHOTO ID, AND ORDER TO EXAM"

Step 6: Finalize & Confirm Appointment

• Click [Schedule] in the bottom right
  • Do not click [Save as Order] or [Close] - doing so will not save the appointment

Step 8: Schedule Summary (Confirmation Screen)

Before finalizing, confirm:

• Exam type(s)
• Scheduled date and time
• Center name
  • Offer address
• Prep Instructions
  • Check the "Prep Instructions Reviewed" box
• Click [Schedule] to complete
  • Click [Modify] if you need to make changes to date, time, exam type, etc.

EDITED: 06/10/2025