Last updated – August 8, 2012
Improved Paterson Process for: Child Immunization Clinic patient flow
School Nurses provide clinic info & flyer to students/families that need
immunizations (flyer includes – how to make appointment, what to
bring to clinic, reminder that child should eat before appointment)
Family walks-in with no
appointment and the
clinic is fully booked
Doesn’t have everything
needed for intake
Appointment process
Has everything
needed for intake
When making appointments, clinic staff determines new or return patient
& multiple children or just one. Reminds person to bring appropriate
health records, interpreter if necessary, and make sure the child eats.
[end of contact until client shows up for appointment]
Large / visible / bi-lingual signs in
waiting room remind clients about
health records, interpreter, and
making sure child has eaten
Client speaks another
language with no interpreter
Health Aide reschedules
appointment and tells them
to return with interpreter
Client leaves
Nurse or health aide determines if patient
has all required health records
Family walks-in with no
appointment and there is an
available appointment slot
Inform the customer that the
clinic is by-appointment
Clinic staff pull files for returning-patient
appointments before the clinic starts
If NO, health aide or nurse enters client
info into Dept health record forms
If YES, nurse / health
aide reviews patient file
Parent learns of clinic (from: word of mouth, school
nurses, website, flyers, other sources)
Family calls to
schedule an
appointment
Is client is a repeat-client?
If YES, continue with
intake process
If NO, nurse or health aide reschedules
appointment and tells client which specific
records to bring to new appointment
Fill out intake forms using
the cheat sheet as guide
Client leaves
Nurse / Health Aide puts
completed chart/forms into
doctor’s box (bottom of the pile)
Doctor finishes
seeing previous
patient
If necessary, schedule next
appointment for child
immunizations with client
Doctor reviews
client’s paperwork
Client is sent back
to waiting room
Client arrives at clinic & signs in
Client signs in & sits down in
waiting room to be called
Health Aide calls name (2-4
stations set up) & assesses quickly
to identify language barriers
Client speaks
English
Direct to next available nurse or
health aide (provide patient
chart, if returning client)
Client speaks
Spanish
Direct to next available
health aide (provide patient
chart, if returning client)
Intake Process starts
If there is an issue, doctor fixes the
issue with the paperwork (training for
Health Aides before and after clinic)
Client is called in to see doctor
Doctor administers vaccination(s)
Give client / parent health education (vaccine
schedule), medical records / documentation
Client leaves through
waiting room
Day after the clinic, hold hotwash meeting to
review what worked and didn’t work for the clinic,
do additional training on the cheat sheet / intake
forms, and improve cheat sheet as needed (if any
issues identified by doctor or clinic staff)