Systems for Scheduling Clients

Video Transcription

[MUSIC PLAYING] Back for more? Well, after this lesson, you'll be able to compare methods for scheduling clients. Here are the specific methods that we'll cover-- Electronic Health Record calendar, or EHR, scheduling; using online calendars; using a paper calendar.

Most all electronic health record systems include a scheduling feature. Scheduling client sessions in the systems happens via the EHR calendar. And information can be auto populated onto the schedule after their initial visit, meaning that very little information is needed to be generated-- name, date of birth, phone number, address, insurance info for the next appointment, et cetera.

A super convenient feature is that the schedule can be accessed remotely by you. Some EHR calendars include client names on the schedule. Others just show you as available, increasing confidentiality.

Some calendars can be linked to other accounts, such as Google Calendar, to help streamline functionality. The calendars typically link to the progress note and billing within the EHR, making it easier to process the entire client visit within just a few clicks. Most EHRs have the client portals whereby the client and prospective clients can schedule appointments from their own account. A benefit of using this type of scheduling system is that it is HIPAA compliant and easily available online.

If you elect to use scheduling via an EHR, you may also want to use a system that provides a reminder service. This service will automatically make reminder phone calls, texts, and emails regarding client's next appointment. Systems are typically customizable to clients' needs-- for example, setting defaults for 30- or 60-minute appointments, setting up new versus returning appointments, color coding sessions, as examples.

Electronic reminder services range in cost from less than $1 per type reminder up to $20 or more for a monthly service. It's important that you have policies in place regarding scheduling emergency appointments, which would be same-day appointments; crisis appointments, within 24 hours; and just routine appointments, which is three to five business days.

Scheduling can occur via online calendars, such as Google or a Microsoft Outlook calendar. These calendars seem like a convenient way to manage scheduling but may pose significant problems in regard to confidentiality and HIPAA violations. If the general public or even anyone in your household can see or access these calenders, then confidentiality is compromised. Non-EHR calendars could be used if no actual client information was placed on the calendar and the hour was simply blocked out as busy.

Note that using a calendar this way allows you to know that you have a client, but that does not let you know who the client is. These types of calendars may be useful when scheduling a small number of clients by simply blocking out time in the calendar but could become confusing with a larger number of clients, especially if an appointment is missed. Some benefits are that online calendars are free, available online, and accessible from many devices.

Paper calendars could be any type of calendar that you utilize in handwritten format. I've kept an appointment book for years-- as a matter of fact, here it is right here. As tech savvy as I am, in some ways, old-school technology still works best for me. I carry it around with me and quickly access it. And viewing something tangible just seems to gel better with me, and getting a perception on my week, my month, and my year is really helpful in this manner.

Now remember that I only have a part-time practice, so if I were in full-time practice, then I would definitely be converting to an online system of some sort, for sure. There are a few risks to this low-tech approach. What if I lose my calendar? Well, I only put first names in it, so that wouldn't be a major issue. And I've never had any other client information in my appointment book before either.

Here's what we covered in this lesson-- first, EHR scheduling; next, online calendars, paper calendars.

[MUSIC PLAYING]