Scheduling New Patient - New Exam - Multiple Exams

Contact Center
Scheduling in eRAD RIS
New Patient - New Exam - Multiple Exams

When scheduling a patient, it is always best practice to search for the patient in the system first. This will help to identify whether the patient is existing or new and can provide the details of the patient’s history.

1. Search for the patient using the search bar in the top right corner
   
   1. Search by Date of Birth
      1. 2 digit month/2 digit day/four digit year
      2. Ex: 07/08/1960 or 07-08-1960
2. Results for search will display
   
3. If there are no matches, select “New Patient/Appointment”
   
4. The “Patient Tab” will open
   
5. Add all the patient General Information and Contact Information 
   1. Required Fields:
      1. First and Last name (legal name)
      2. Sex
      3. DOB
   2. Additional Fields:
      1. Address with city, state, and zip code
      2. Phone number
      3. Email
      4. Preferred Contact method
      5. Middle Initial (if applicable)
         
6. Click on “Schedule" Tab
   
7. On the Scheduling Tab,
   1. Search for the exam you are needing to schedule by typing the exam.
   2. The search tool will begin to narrow down the list of exams.
   3. Click on the appropriate exam type (with mouse click or by hitting enter)
      
8. When Exam Type requires Laterality, IMMEDIATELY select from the drop-down list (middle of page)
   
9. To add another exam, select “Click here to add another study”
   
10. Search for the additional exam
    
11. Note: The order in which you select the exam MATTERS. Be sure to put them in the order that they should be scheduled according to the scheduling rules. Ex: Diagnostic Mammograms are ALWAYS followed by a Breast Ultrasound
    1. Top exam: Will be the first appointment
    2. Additional exams: Will follow in order listed
    3. To change order, delete and search again
       
12. Use the Search Options to select Location, Date, and Time of exam:
    
    1. Select a Region (Solis Mammography or Washington Radiology)
    2. Select a Practice (Region)
    3. Select a Site (Center)
    4. Select the day and time options according to patient preferences. (Not required to use all search options)
       1. Check or uncheck days of the week
       2. Enter Earliest and Latest time range
       3. Enter date range to search
    5. Choose the Search Range according to the patient’s preferences
    6. Click “Search"
13. Two Search Functions are available:
    1. Summary Tab – Shows the earliest available match in the morning, mid-morning, afternoon, and mid-afternoon 
       1. Note: Hover over the time to see a break out of the exams and order
          
    2. Details Tab – Shows every match available
       
       NOTE: Match times are for ALL exams selected and in the order requested!
       DO NOT SCHEDULE IN YELLOW SLOTS! THESE ARE BLOCKED AND NOT TO BE USED!
       
       
14. To select a time slot, click on the time ONCE
    1. The scheduled date will display the exam date and time in the top pane
    2. If the box around time is red, click time slot requested again (once)
15. To delete an appointment, select the red X
    
16. Click on the “Order Tab”. Add the detailed order information.
    1. Reason for Order - If already listed, DO NOT UPDATED! If this field is blank, select from the Auto-text options listed. Then copy and paste into Order Notes.
    2. Referring Physician Details – Search for the referring physician by name [last name, first name] and click the magnifying glass. Confirm the appropriate physician by stating the address in the Primary Office field. CC Physician - If requesting to add additional physicians, add into this section.
    3. Class – This is for the Contact Center to update if prior films are required or not.
    4. Urgency Level – This represents the call and/or order status for the exam (Priority Status)
    5. Manage Policies – This is where patient insurance information (Carrier and Policy #) will be captured
    6. Order Notes – This is for the Contact Center only! Add any notes that were collected on the call from the patient at the time of scheduling
       
17. Once all appointment information has been entered, click “Schedule” at the bottom right side of the screen.
    
18. If any information is missing, a red exclamation will appear at the right bottom side of the page with the appointment errors. All errors must be correct before scheduling. If an there is an error the bottom right side of the screen will display the error.
    
19. The “Schedule Summary” will populate with the patient’s appointment confirmation details and Prep Instructions.
    1. Recite the exams, exam date/time, and Center address to the patient.
    2. Provide the prep instructions for all exams scheduled
       
20. Once the prep instructions have been provided to the patient, check the “Prep instructions reviewed”
    
21. Then select “Schedule” – AT THIS POINT ALL EXAMS HAVE BEEN SCHEDULED

EDITED: 04/02/2021