Section Name: Ambulatory Oncology Workflow: Scheduling Follow-Up Appointments at Check-Out

Section Link: https://player.vimeo.com/video/1119806640

Section: * **Patient Checkout at Oncology Office:** Includes scheduling follow-up, ambulatory, and acute oncology appointments in Expanse.

* **Initial Checkout Steps:**

* Administrative assistant searches for patient's follow-up appointment with the physician.

* Search can be on a "first available" basis or with a list of optional times.

* Criteria (e.g., day of week, time of day) can be specified for the appointment search (e.g., no Mondays, avoids 11 AM and 3 PM).

* Data from the current visit can default for the return visit.

* **Scheduling Acute (Chemotherapy) Appointments:**

* After scheduling the follow-up clinic appointment, select the "queue and schedule another appointment" button.

* Information does not default from the clinic visit.

* Select the acute facility and location, and the chemotherapy appointment type.

* Another appointment search is performed at the acute facility/location.

* Registration type defaults to "recurring."

* Select "Q pre" (pre-registration status).

* **Authorization (Pre-Cert) Information:**

* Enter pre-cert information (authorization number) after obtaining it (e.g., from Blue Cross Blue Shield).

* The authorization is automatically attached to the scheduled appointment.

* Alternatively, set up an authorization "shell" to create a pending authorization if the number is unavailable.

* The authorization is recorded as a pre-cert for treatment.

* Authorization includes primary care physician and acute oncology facility details.

* Destination units are based on the number of visits. Units reflect total treatments approved (e.g., 25 treatments). Unit value depends on treatment.

* **Post-Scheduling Review:**

* Ambulatory follow-up and acute treatment appointments are visible.

* When selecting the acute account, choose from the lookup for future appointments.

* If the patient is established and has started treatment, use a recurring account for their next appointment.

* Select an existing Recurring account (e.g., reg recurring account).

* Select the appointment type to be tied to this recurring account.

* **Patient Summary and Authorization Details:**

* The sequence of visits is in the visit panel on the left.

* Associated authorization is in the authorization referral accordion on the right.

* The information icon displays authorization details.

* The calendar icon launches the scheduling grid for the appointment day.

* Acute chemo treatment appointment is in "pre" status.

* **Scheduling Grid:**

* Shows the patient's chemotherapy appointment reflected on the acute oncology schedule.

* **Check-In Process:**

* Upon return, the patient can be checked in via the ambulatory facility.

* Check-in process functions the same as other ambulatory visits.

* The white circle icon (pre-registered) changes to a green circle (checked in).