Saturday Clinic Operations Policy Parker University of Chiropractic Wellness Clinics Effective Date: January 2018
Purpose Continue to provide clinically indicated Timely Quality Patient Care (QPC) during Saturday Office Visits Increase clinic efficiency on Saturdays Explain Saturday Clinic: Roles and Responsibilities Expectations Policies and Procedures
Saturday Clinic/Facility Structure Dallas clinic is divided into two treatment areas/wings. east and west or right and left areas / wing as referenced from looking at the front desk. One Saturday CFD operates from Dr. Tam s open bay area and Drs. Hernandez s treatment rooms (East Wing) One Saturday CFD operates from Drs. Arredondo s McAlister, Walters, Priest treatment rooms / open bay areas (West Wing) Front Desk will utilize chairs and signs to block off the remainder of the clinic Saturday CFDs will determine which areas they will operate from and notify the Front Desk.
Saturday Clinic Operations Front desk will alternate east / west wing assignments when interns pick up their respective super bills to allow for even distribution of patients to Saturday CFDs. Front desk will place the Saturday CFD s full name (i.e., Dr. Marth) on the upper right corner of the super bill to annotate assigned Saturday CFD / treatment area. Interns are re-assigned by random (East / West) assignment by the Front Desk with each super bill the intern receives. Exception: When groups of patients (i.e., friends, families) arrive simultaneously to see an intern, the group will be assigned to one treatment wing/saturday CFD to eliminate travel time for the intern. The front desk will compensate for this by assigning other patients to the opposite wing to even out CFD workload. Exception: Treatment area preference will be given to interns if their assigned CFD is also a Saturday CFD to allow for Patient / CFD / Intern consistency. The front desk will compensate for this by assigning additional patients to the opposite wing to even out CFD workload
Saturday Clinic Operations Interns will secure all documentation requirements / signatures exclusively from the Saturday CFD whose side (East / West) they were assigned. Interns treating in unassigned areas or clinic closed off areas will receive No Credit for services / therapies rendered by the Saturday CFDs. Exception: Interns that utilize Activator and/or Pneumatic Thompson tables may crossover to those areas of the clinic (Northwest Corner) for service purposes only. They must obtain signature approval by their assigned Saturday CFD. Exception: Interns may cross over for Decompression table or DTS table utilization for service purposes only. The intern must obtain signature approval by their assigned Saturday CFD
CFD Saturday Guidelines The primary purpose of the Saturday CFD is to provide clinically indicated, timely quality patient care (examples): Supervise and approve Services / Therapy with associated Clinical Decision Making Process leading to Timely Quality Patient Care (i.e., Approve Treatment Record / Superbill while following the currently approved Treatment Plan, verify Informed Consent) Supervise scheduled or walk in new patient visits, discern Red Flags (i.e., Possible Consultations or Referrals) and review documentation (i.e., PCH, HPI, OA, PE, testing ) for accuracy and completeness providing appropriate temporary signatures Supervise and approve established patient re-evaluation (99212 / Wellness), provide Treatment Plan temporary signature, update Informed Consent and approve services and therapy per patient presentation and clinic findings/indications. Administrative file actions (i.e., file audits, partial file audits, file order) are not the responsibility of the Saturday CFD. If documentation and/or clinic policies/procedures deficiencies and/or intern inadequacies are detected, the Saturday CFD is to notify the Director of Compliance and Operations (DCO) and provide written documentation for investigation and adjudication.
Intern Saturday Guidelines Interns will secure their assigned CFD permanent signatures for New Patient / Re-evaluation documentation and review other Saturday office visits within two business of the Saturday office visit or No Credit will occur for services / therapy rendered. DCO will review Saturday files after 2 nd business day after Saturday patient visit to verify actions. Interns that present unsigned and/or out of date treatment plans will receive No Credit for Saturday services/therapy rendered. The Saturday CFD will notify the DCO with documentation for investigation and adjudication. The Saturday CFD will decide if the patient will receive services/therapy. Interns seeking CFD signatures after 11:50 AM will receive No Credit from the Saturday CFD Interns that get in the checkout line after 12:00 will receive No Credit from the Front Desk. All super bills and files must be turned in and patients escorted out NLT 12:10.
General Saturday Guidelines The Front Desk will not accept scheduled or walk in new patients (i.e., 9920X) after 11:00 AM. Only the Saturday CFD may grant approval. The Front Desk will not accept established patients (i.e., 9921X / 9894X) after 11:30 AM. Only the Saturday CFD may grant approval. Acceptance of Walk ins are decided only by the Saturday CFDs and the Front Desk will seek their approval / instruction. If the CFD accepts the walk in the Front Desk will process the patient. If the CFD(s) do not accept the walk in, the Front Desk will attempt to schedule the patient for the following week utilizing the normal CFD week day rotation list. The front desk will utilize 2 patient type visits to even out workload distribution between the 2 Saturday CFDs. They are: Regular office visit (i.e., CMT, PT, Active Care) New patient / Re-Evaluation Saturday New Patient (9920X) walk in rotation process will only include Saturday CFDs utilizing current priority procedures. IMAs are not performed on Saturday New Patient Treatment Plans are not approved on Saturday
Addition to Clinic CFD Signature Policy Clinic 4 day permanent signature and 10 day temporary CFD signature policy are in effect with the following additions: All patient files must be to standards prior to close of business Friday (i.e., the Treatment Plan is current and has either a Temporary or Permanent signature designating that the file is at Clinic (Clinic Documentation, Clinic Manual, Policies and Procedures), TBCE, CMS, OIG, CCE, (ETC) standards Saturday patient visit file(s) will be reviewed by the assigned CFD no later than (NLT) two (2) business days post Saturday
DCO File Documentation Notification Processed via Email Contents: File number Date of incident Intern involved Assigned CFD Patient file specific incident details Intern will make a copy of the super bill and provide the Saturday CFD the copy. Super bill copy will be placed in the file in question. Original super bill goes to Front Desk for patient check out. Saturday CFD will inform the Records Room that they will secure the file in their office and give it to the DCO Monday AM. Please include the copy of the super bill in the file.