Scheduling

Operation Protocol• Send an application form to patients• Receive the returned application form from patients• Check doctor’s schedule• Check appointment with on site coordinator• Set up appointment time to use the televideo room• Book the appointment information into database• Email confirmation to all participants• Receive survey from on site coordinator

Operation Process• Send a form packet to the patient

Packet will be sent by mail, email, or fax

• Receive the returned packet from the patient The packet can be received by fax, email, or by mail

Operation Process• Check the doctor’s schedule

Call and email to arrange the appointment with doctor or his/her staff

• Check the appointment with on site coordinator Call and email to arrange the appointment with

remote site

• Set up appointment time to use the televideo room Book the televideo room for the appointment

Operation Process• Book the appointment information into the database

There should be a televideo database to collect appointment information. When scheduling a televideo appointment, all meeting information, including participants, appointment date and time, location, duration, etc. should be put into the database for later tracking

Operation Process• Email confirmation to all participants

Once the appointment is scheduled, send a confirmation email to all participants as a reminder. On site coordinators will put this meeting into their calendar if they have a different system

Remind all participants to contact your scheduler prior the appointment if the schedule needs to be changed or canceled

Operation Process• Receive the survey result from the on site coordinator

after finishing the appointment You might want to provide a survey to collect information like

patient satisfaction, recommendations, concerns, perceptions Ask the remote site to fax or email the client survey results

once the meeting is done Input the survey result into the database for tracking and

research analysis

Important Notes1. Because of different provider licensing regulations in each

state, telemedicine and telehealth services are usually provided in-state only. If you wish to provide out of state services, you must be licensed in the state the patient is seen

2. Make sure to have a point of contact for emergency calls or cancellations at each site

3. Watch for emails and phone calls about appointment change requests. You don’t want someone to miss their appointment