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Changing Appointments After Check-In (113.006)

Changing Appointments After Check-In (113.006) - Policies, Administrative, UWMF, UWMF-wide, Patient Business Services

113.006

PBS 17: Changing Apts after Check-In
2-1-05

1


University of Wisconsin Medical Foundation
Patient Business Services Policies & Procedures
CHANGING APPOINTMENTS AFTER CHECK-IN


__ __ New __X_ Revised

If Revised, Supersedes Policy Dated: 7-1-04

Effective Date: 2-1-05

Policy Number: PBS – 17
Approved By (Name): Connie Kinsella, Vice President, Patient Business Services


Purpose
To ensure that appointment modifications made after check-in do not invalidate the encounter
number (which negatively impacts charge entry and the Encounter Form Control Report).


Policy

1. The “Change” appointment function must always be used to change an appointment that has
already been checked-in and/or for which an encounter form has been generated (i.e., staff
may not cancel appointments which have already been checked-in). Note: The only
exception is when a patient leaves without being seen. In this case, it is correct to cancel
the appointment and destroy the encounter form which was generated.


Procedure
1. For changes to the appointment that are not related to the patient’s coverage (e.g., time,
provider, scheduling department, etc):
 Click on Change appointment and modify the appropriate appointment parameters.
 Click accept when done.
 If an encounter form has already been generated, there is no need to print a new one. The
system will populate the correct information at the time of charge entry (based on the
encounter number).

2. For changes that are related to coverage (e.g., from personal/family (P/F) to worker’s
compensation):
 Click on check-in or check-out and select the correct coverage. If the correct coverage
needs to be established, contact central registration at 287-2725 (local) or 888-863-2725
(long distance). If an encounter form has already been generated, there is no need to print
a new one. The system will populate the correct information at the time of charge entry
(based on the encounter number).



PBS 17: Changing Apts after Check-In
2-1-05

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Attachments
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References
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