This shows how a test or procedure is scheduled.
The referring HCP’s staff logs in to the facility's CS-Services Portal, clicks New Request, and reads the instructions in the beige box. She selects the test/procedure, degree of urgency, and fills out the remaining required fields. She attaches a requisition and clicks "Send Request".
You can see the requisition attached to the request post—it will appear in the thread.
On the facility secretary’s Manage Requests page, the booking request is displayed in red, and just to the right of it, the test/procedure, referring HCP, and facility's designated booking secretary are indicated.
The secretary opens the Request, reads the request and opens the attached requisition. She then has three options. She may (i) schedule an appointment; (ii) refer the booking request to the services manager for further consideration, or (iii) decline the request. In this scenario, she schedules an appointment for a test/procedure. After selecting and copying the time and date of the appointment, she fills out the “Update this Request” field by selecting a response from the dropdown menu. She then pastes in the appointment time and date, and Saves.
This generates an automatic email notification to the referring HCP’s office.
A unique feature of ConsultSTAT portals is that all screens update statuses dynamically.
As an example, note that the status of the Request has now changed from Booking Request to Pre-Service Approved, and the time and date of the appointment is clearly listed.
On everyone’s (referring HCP, facility secretary and services manager) Manage Requests screen, the secretary who actually responded to the booking request is now displayed, instead of the booking secretary who is designated for that office.
The new service appointment also appears on both the services manager's and the facility secretary’s calendars.
The portal architecture reflects the workflow in a facility's office. Every time something "happens", the status of the referring HCP's Request changes. The original status created when the referring HCP's office opens a new Request is "New Request". When the New Request is posted to the thread, the status changes to "Booking Request". When the facility secretary schedules an appointment for a test or procedure, the status changes from "Booking Request" to "Pre-Service Approved". On the day of the appointment, the status automatically changes to "Service Today". Immediately following the test/procedure, the technician changes the status to either "Service Conducted" or "Service Pending More Tests/Procedure". On the other hand, if the patient doesn't appear for the appointment, the status automatically changes to "No Show". And so on throughout the entire workflow.
Statuses represent the logic on which the workflow is based. They have three important functions. First, certain status changes trigger automatic email notifications to the referring HCP. For instance, notifications are triggered (i) when a test/procedure appointment is scheduled or when the appointment is declined by the facility, (ii) on the day of the appointment, (iii) if the patient doesn't appear for the appointment, (iv) when the report has been uploaded, (v) the appointment information when the patient has been referred directly by the procedure facility for a secondary procedure elsewhere, (vi) when the services manager replies to a post-service question from the referring HCP.
Second, specific statuses are colour-coded to make them stand out on the facility secretary's master screen: Manage Requests. For instance, "Booking Request", "No Show" and "Copy/Close/Delete" are red, to alert the secretary that they require priority.
Third, specific statuses are colour-banded on the Manage Requests screen to indicate that they are grouped together in a tab at the bottom of the screen. This allows workflow to be streamlined. There are different tabs for facility secretary and for services manager/technician.
She clicks the "For Service Provider Approval" button before Saving. This 'flags' this Request for the services provider's attention by inserting it into the services manager's "Pre-Service for Approval" tab. The services manager will then either approve the booking request or decline it. The status changes accordingly and the request is now flagged for the secretary to act on (by inserting it into the "For Secretary's Attention" tab).
Reasons to decline a booking request include inappropriate referral, test/procedure not available, previous bad experience with the patient, etc. However, the overriding reason should be the inadequate requisition. To obtain a comprehensive Request, the facility secretary simply replies that the referring HCP must comply with the requisition guidelines on the New Request screen. She then clicks "Request Modified/Declined" and Saves.
Every time a referring HCP creates a "New Request" for a patient and saves it, the status changes to "Booking Request" and that Booking Request has a unique ID number and the patient's name attached to it. So, on the referring HCP's "Manage Requests" screen, all of the patients referred to that facility are listed, along with the test/procedure ordered. To check a patient's status, one clicks on that patient's ID and the patient's "Manage Request" page appears, with the status clearly indicated and the entire thread of the dialogue between referring HCP's and facility visible. However, it is rarely necessary to manually check the status of each referred patient, because every important status change generates an email notification to the referring HCP's office. Clicking on the link in the email and logging in to the Portal takes the referring HCP directly to the newest post in the thread of the "Manage Request" page for the test/procedure ordered at the facility.
They can easily be modified or cancelled by the facility secretary, at the request of either the referring HCP or the services manager. An email notification is sent to the referring HCP whenever an appointment is altered.
Speed and completeness. The requisition and all other necessary patient information are available instantly and can be responded to within minutes, as can requests for appointment changes. Similarly, the post-service report is made available to the referring HCP as soon as it becomes available. Ensuing post-procedure dialoguing between services manager and referring HCP yields a much richer, more complete diagnostic or therapeutic experience.