Patient Reception and Processing

1. Patient Reception and Processing Chapter 11

2. Introduction The reception area should be an inviting place where patients feel comfortable. When the office staff is committed to making the patient feel welcome and the focus is on care of the patient, the success of the practice is inevitable.

3. This chapter will examine: • The purpose of an office mission statement • Patient amenities and their value in the physician’s office • Preparing for patient arrivals • Preparing patients for examinations • Making patients feel at ease and comfortable in the physician’s office

4. The Office Mission Statement • Mission statements reflect the physician’s deep-seated desire to practice medicine. • Mission statements are often displayed in the office and printed in office brochures and information packets.

5. The Reception Area First impressions are lasting ones. The facility must be: • Orderly and clean • Neat • Comfortable • Attractive and cheerful • Uncluttered • Easy to maneuver around

6. Comfortable Furniture Patients usually prefer individual seating.

7. Reception Area The reception area should also have: • Good lighting • Adequate ventilation • Regulated temperatures • Places to hang coats and rainwear • Magazines

8. Preparing Medical Records • Make a copy of the appointment schedule. • Pull the medical records for each patient. • Check off the patient names on the schedule as the record is pulled. • Review each record to make certain all information is available for the physician. • Arrange the records in the order in which the patients will be seen.

9. Preparing Medical Records Make certain that there are enough progress notes for the physician to write on during the patient’s examination.

10. Replenishing Supplies • Replenish supplies regularly • Stationery • Appointment cards • Encounter forms • Pencils, pens, erasers • Telephone message pads

11. Greeting the Patient • Be courteous to all patients. • Extend a friendly, cordial greeting to every patient. Use the patient’s name when greeting him or her.

12. Patient Check-In • The reception desk should be in clear view of patients when they enter the office. • Develop an announcement system so that the staff is always alerted when a patient arrives. • After returning to the reception desk from breaks or other duties, check to see if additional patients have arrived, and greet them.

13. Sign-In Sheets • Use a sign-in sheet that promotes patient privacy. • Do not require patients to provide details of the reason for their visit in a public area. • Some offices have a computer program for patient check-in.

14. Knowing the Patients • Greet each patient immediately. • Establish eye contact. • Smile when speaking to the patient. • Review the schedule so that the patients’ names are fresh in the mind. • Use the patients’ names when they arrive.

15. Patient Names • Patients appreciate the use of their names. • Pronounce names accurately. • Write the name phonetically to help pronounce it correctly.

16. Knowing the Patients Pay attention to the events that are happening in the patient’s life.

17. Registration Procedures Use a patient information form to gather demographic facts about the patient.

18. Full name Date of birth Responsible person’s name and relationship Address Phone number Spouse information Information on nearest relative Occupation Place of employment Social Security number Driver’s license number Source of referral Patient Demographic Information

19. Obtain a Patient History Patient histories can be obtained through: • Questionnaires • Interview • History forms • completed by patient • completed by medical assistant

20. Consideration for Patient’s Time • The patient should see the physician at the appointed time. • Explain all delays, and offer the patient the opportunity to reschedule, if necessary. • Long waits intensify fears that patients have about their condition.

21. Patient’s with Special Needs • Physically challenged • Very ill • Severely uncomfortable • Patients with language barriers • Patients with cultural barriers

22. Escorting and Instructing the Patient • Escort the patient through the office instead of telling him or her where to go. • Tell the patient if he or she is to disrobe. • Never place the patient in a position that exposes him or her once in a gown. • Tell the patient when he or she is free to leave the office.

23. After the Patient Has Been Seen • Clean up the examination room. • Return magazines to the reception area. • Make certain that the room is ready for the next patient.

24. Sexual Assault and Harassment Most physicians prefer a staff member to be in the room when certain examinations are performed, to avoid claims of sexual assault or harassment.

25. Medical Record Placement • Never leave medical records in the examination room. • Each office has a method of record placement to signify that the patient is ready to be seen by the physician. • If wall pockets are used outside the door, make certain that the patient’s name is not visible to those walking in the hallway.

26. Problem Situations • Talkative patients • Children • Angry patients • Relatives and friends of patients

27. Patient Checkout • Greet the patient with a smile. • Ask if the patient has any questions. • Make return appointments, if necessary. • Ask for payment. • Thank the patient for coming, and wish him or her well.

28. Patient Complaints • Listen carefully if the patient complains. • Attempt to resolve the situation. • Get help from other staff members, if necessary. • Be courteous and friendly even if the patient is angry.

29. Friendly Farewell • Assist the patient in dressing, if necessary. • Ask if the patient has questions. • Cordially wish the patient well. • Patients should leave the facility with the feeling that they received top-quality care. • All patients should be treated with friendliness, respect, and courtesy.