CHART PREPARATION
(spullcht.doc)
Desired Outcome: Quickly, efficiently, and correctly pull all charts
and complete routing slips for the designated day.
Measurement: Feedback from staff. Review of charts.
1.
Two days in advance
pull charts according to chart prep schedule. First look in the main file.
A.
If not found in the
main file, look in the following areas:
|
�
Insurance |
�
Posting |
�
New patient
posting |
|
�
Purged files |
�
Doctor�s office |
�
Prepped chart
basket |
|
�
To-be-filed
baskets |
|
|
B.
If the chart is not
found in the areas noted in step one above, call the patient or parent, if
patient is a child.
1.
Confirm the spelling
of patient�s last name.
2.
Ask whether we have
seen them before and when.
3.
Could the file be
under another name? (i.e., married, adoption, divorce)
C.
If the chart is still
not found, make a second call to the patient or parent, if patient is a child.
1.
Ask the patient to
arrive early for their appointment to complete new paperwork.
2.
Inform the doctor and
staff that we�ve seen the patient before.
3.
Clearly write on top
of the new patient form that the patient has been seen before, the approximate
date of last visit, and that this is a duplicate chart.
2.
Once charts are
pulled, review and confirm the following items:
A.
Chart name and
schedule name match with the correct provider.
B.
The procedure
scheduled corresponds with the last clinical entry.
C.
The appropriate amount
of chair time has been allowed for the procedure.
D.
All necessary
prescriptions have been called in to the pharmacy.
E.
Pre authorizations,
lab cases, and extraction slips are available.
F.
Financial arrangements
made.
3.
Complete a routing
slip for each chart with the following information:
A.
Patient�s name
B.
Name of responsible
party
C.
Note the insurance
carrier
4.
Add a new treatment
sheet to the chart, if the current sheet is full.
5.
Stamp the date of
service on the treatment sheet.
6.
Bind the charts with a
rubber band and place them in the appropriate provider�s basket.
Samples from Standard Operating Procedures
for All Dentists
(Contains over 470 pages + software)