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UGA Pre-Admissions

UGA Pre-Admissions. Referral from RDVM. RDVM calls in to referral coordinator dedicated number (LA number/SA number) Referral coordinator (2 SA, 2LA) discusses referral w/ RDVM Determines appropriate service/section Assigns schedule area on appointment tab primary schedule.

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UGA Pre-Admissions

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  1. UGA Pre-Admissions

  2. Referral from RDVM • RDVM calls in to referral coordinator dedicated number (LA number/SA number) • Referral coordinator (2 SA, 2LA) discusses referral w/ RDVM • Determines appropriate service/section • Assigns schedule area on appointment tab primary schedule. • No schedule area is assigned if vaccshx not confirmed • RC searches for/enters RDVM, client, and patient history into the UVIS PA screen. • PA form has search field for client phone number to search all phone number fields for matches. • Also added email field in the RDVM area in an attempt to better collect email information. • RC documents history, relevant referral information, etc. in the history area • If client email is gathered, it is documented on the physical tab (b/c no place on PA screen). • Vaccination history confirmed with RDVM. If RDVM cannot confirm vaccshx, RDVM is told the appointment cannot be set until confirmed. Note is added to history tab that appointment cannot be set until confirmed. • RC calls vet links to confirm vaccshx if vet is known. • RC calls UGA vet requesting approval w/o vaccshx confirmation for emergencies and documents the approving doctor

  3. UGA PA screen

  4. Scheduling Appointments • RDVM requests UGA contact client (~50% RDVMs) • RC emails Appointments (generic account) requesting we contact client to schedule appointment. • Appts. Picks up email, pulls up PA, and contacts client to schedule appointment. • Client calls appointment desk • Appts. Confirms demographic information of client and patient. • If held account, instructs owner to have the owner fax the vaccshx to RC or collects vet information and emails that information to RC. • RC confirms vaccshx and takes the hold off the account and emails appointment desk to contact client. • Appts. Calls client to schedule appointment.

  5. Scheduling the Appointment • Appts uses the Primary Schedule button on the Appointment tab on the PA screen to find the next available appointment

  6. Adds PA/client number to schedule. • We use the Daily Schedule **screenshot** • Apptscomments indicate pre-appointment directions to owner • Indicates in appt comments if appointment approved by UGA vet for non-appointment scheduling or special staffing. • Appts documents initials of scheduler and date/time added to schedule. • This is necessary because UVIS does not track who set the appointment, and that information is needed for process management.

  7. Faculty/Resident/Interns listed for each day • (pushed out through the Schedule Setup FDV0001 screen) for service templates • DVM staff assigned through the Personnel/Block Schedule – FDV0004 screen

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