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SCHEDULE MENU OPTIONS

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Appointment Reminder

 

CallSTAFF Automated Appointment Reminder

 

CallSTAFF Questionnaire

 

Please answer questions A through K and return this form to the trainer or support representative with whom you are working. This information is needed for PCS to set up the Automated Appointment Reminder feature on your system. If you have any questions, please ask your trainer or support representative for further explanation.

 

A - How far in advance of their appointment do you want the patient called. For example, if a patient has an appointment on Wednesday, do you want them called on Monday (2 days) or Tuesday (1 day). If the patient's appointment is on Monday, do you want them called on a weekend day, or on either Saturday or Sunday? Please note below which day of the week the patient should be called:

 

Appt On:                       Call Patient On:

Monday                         _____________

 

Tuesday                        _____________

 

Wednesday                  _____________

 

Thursday                       _____________

 

Friday                            _____________

 

Saturday                       _____________

 

Sunday                          _____________

 

B - Between what hours do you want the patients called. For example, do you want all the calls placed between 9:00am and 5:00pm, or later in the day between 5:00pm and 9:00pm? Or, do you want calls placed between 9:00am and 12:00pm, stop during lunch hours, then begin again at 2:00pm to 5:00pm?

 

Beginning time for first call: __________

 

Ending time for last call: ____________

 

OR

 

Beginning time for first call: __________

 

Ending time for last call: ____________

 

Beginning time for first call: __________

 

Ending time for last call: ____________

 

C - Select which of the following messages you want to use. If you prefer, you can record your own message, but consider that the months, day of the week, dates and times have been recorded by Prime Clinical Systems and are then in a different voice.

 

_____     Hello.  This message is to remind "patient name" of your doctor

appointment schedule on "app_date" at "app_time" with doctor "recorded

name"

 

OR

_____     Hello.  This message is for "patient name". You have a doctor

appointment scheduled on "app_date" at "app_time" with "dr_name"

 

OR

_____  Hello, you have an appointment scheduled on "app_date" at "app_time" with "doctor name"

 

 

Please provide the IP Address for each workstation where you plan to record patient names. PCS must create directories for each workstation before you can record information at those workstations.

 

NOTE: If you select either the first or second message, your office needs to record the names of patients prior to the phone recording. This procedure is covered in your training session. You only need to record each name one time. For example, if you have two patients scheduled whose first name is Bob, you only need to record it one time, even if their appointments are on different dates.

 

D - Do you want to phone patients for all Appointment Types? If you want to call patients for ALL Appointment Types, write ALL and PCS runs a query to set this up. If not, please complete the Utility --► Set Up --► Appointment --► Appointment Type <CallSTAFF> field for all appointment types, indicating whether to call ('Y') or not to call ('N') with an appointment reminder.

 

__________________________________________________________________

 

­­­­­­­­­­­­­­­­­­­__________________________________________________________________

 

 

E - Do you want to phone patients for ALL providers? If you want to call patients scheduled for ALL providers, write ALL and PCS runs a query to set this up. If not, please complete the Utility --► Provider --► Provider <CallSTAFF> field for all providers, indicating whether to call ('Y') or not to call ('N') with an appointment reminder.

 

__________________________________________________________________

 

__________________________________________________________________

 

 

 

F - How many times do you wish the program to re-dial a patient if there is no answer?

__________

 

G - How many times do you wish the program to re-dial a patient if the line is busy?

__________

 

H - Are there any holidays you do not wish to call patients? If so, please write down the date(s): ____________________________________________________________

 

___________________________________________________________________

 

NOTE:  If an appointment is scheduled to be called on a Holiday, or any dates indicated not to call the patient, you/the client need to call the patient to remind them of their appointment.

 

NOTE: If a holiday falls on a different date each year (for example, Thanksgiving), the date needs to be modified in your automated set up each year. For Holidays that fall on the same date each year, you must change the year portion of the date.

 

I - If some patients with appointments were not called within the hours you selected (see question B), do you want the system to continue to try and call them on the following day(s)? If so, for how many hours do you want Intellect to continue to try and call the patient? For example, if they were scheduled for a call on Monday but Intellect was unable to reach them, do you want to try to contact them on Tuesday? If you do, answer 24 hours. If still not able to contact them, do you want Intellect to try again on Wednesday? If you do, answer 48 hours. How you answer this question depends on how many days prior to their appointment the first call is placed (see question A).

 

__________Hours

 

J - Do you want the phone recording to play the scheduled provider’s name, or the name of the facility where the appointment was scheduled?  

 

__________ Provider Name

 

__________Facility Name

 

K - Do you want to call the patient’s Cell Phone, or their Home Phone. The information is entered on the patient registration screen.

 

__________ Cell Phone

 

__________ Home Phone

 

here are several ways you can utilize the phone numbers on your patient registration screen:

 

If your office does not request the patient’s cell phone, the <Cell phone> field could be used for the appointment reminder phone – completing it only when a patient would like a reminder call.

 

If you select to call the Cell Phone, and would like your Home Phone numbers copied to the <cell phone> field when blank, let your trainer or support representative know.

 

The name of the field you select to use for the Automated Appointment Reminder can be changed to clearly show what the use of the field is. For example, the <cell phone> field name can be changed to <Cell/Appt Reminder No>. Let your trainer or support representative know if you would like the field name changed.

 

If your office would like to send patient reminders via text messaging, the <cell phone> field MUST contain a cell phone number.  

 

L - What type of operating system does your server run on?

 

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