workflow

[Guest guest]

just an update on workflow and efficiency-- me, solo doc, with 2 MA's, one primarily administrative, and the other, primarily patient care, one a certified health care assistant, the other waiting for certification. faxes are received electronically into the computer, converted into pdf by admin MA, using adobe acrobat 7.0 standard, which came with fujitsu scanner, put into a folder for me to review. i review it, decide either that it needs action, or can just be filed into patient's folder. i stamp it "reviewed" and add a note, if applicable. it's then transferred to either admin MA's folder for attachment to the patient's appropriate pdf binder, eg "labs", "imaging", etc, which preserves the "reviewed" stamp and note, if there is one. if the fax (usually a lab report) requires action, i stamp it "reviewed", add a note, and transfer it to the patient care MA's folder, where she then

opens it, does the indicated action, eg, call patient for f/u, schedules the patient, and then transfers the pdf to the admin MA's folder, for electronic filing. if i've already seen the patient, and need to schedule the patient for the future if that hasn't already been done, i stamp the fax "reviewed", add a note, eg, schedule patient for repeat CMP, VAP, HBA1C after such-and-such a date, at least 3 months after the last labs, with f/u 2 weeks thereafter. i transfer the pdf to the patient care MA's folder, whereupon she uses Dr Reminder in AC to schedule an appointment at the appropriate time to call the patient to come in for the repeat labs, and then also schedules the patient for f/u at the time of blood draw, 2 weeks later. . in addition, i no longer do the referrals myself, rather i complete the note, and then use the internal email in AC to send a message to do the referral to the patient care MA, to do so, which she then does, and

then forwards the message to me, having added "done". the message is then deleted. it could be saved to the patient's chart, too. we've been using this system for 2-3 weeks, and it is working very well. in addition, we are checking the box on lab reqs to also have results copied directly to the patient. additionally, i am now using dragon pro 8, with the wireless microphone system (using special rechargeable batteries), and my notes are practically done by the end of the patient encounter. all of this permits me to see more patients per day, and to provide better care, and permits me more time to only do the things i can do. do i really need 2 assistants? no, but i need more than one. the admin MA has other outside competing interests, working on a business with her husband, so she's not always there. the patient care MA is always there, so that works out

well. of note is that the patient care MA used to manage a high volume franchise business, and she is really good at collecting copays and past due amounts from billing. i have also changed the telephones to att 945's, with built-in intercoms, so i don't have to stick my head out the exam room door when i need one of my assistants. i feel like my business has matured, and now i spend far less time worrying about how things are going. LL no financial attachment to att, AC, adobe, fujitsu if responding to this thread, use "workflow" in the subject line.

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