MEDICAL OFFICE
WORKFLOW
CHAPTER 2
 Gain
brief understanding of medical
office workflow systems and their
complications
 Learn about the categories of
medical office workflow and their
major processes
 Develop a familiarity with MedTrak’s
rules-based methodology for medical
office workflow
OBJECTIVES
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Medical office workflow systems
Revenue cycle management
Clinical staff collaboration
Improving communications
Automating paperwork
Medical processes
Detailed clinical step
Presenting problems
Patient tracking
Rules-based
Specialized dashboards
Screen sequences
Clinical objects
Evidence based
KEY CONCEPTS
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Medical office workflow systems:
Lower costs
Increase quality of care at every level
Increase efficiency
Reduce patient throughput time
Integrate rules-based problem solving with
evidence-based actions
Focus on supporting clinical staff
Improves collaboration
Improves communications
Automates paperwork
Integrates rules-based problem solving
INTRODUCTION
Medical office workflow system
Enables the clinicians to always complete
every step in patient’s care
 Ensuring patient’s care always meets
clinic standards
 Enables the clinical staff to determine
next step in clinical process
 Reduces stress level by providing up-tothe-second tracking information for each
patient in the facility
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MEDTRAK
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Physician-direct responsibility for patient
care
Nursing staff-support physician by
carrying out their orders
Front desk personnel-schedule, register,
collect payments
Administrative staff-monitor patient charts
& outside communications
Billing staff-prepare, send out bills and
record payments
MEDICAL DISCIPLINES
HIERARCHICAL STRUCTURE
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Schedule and Appointment
Register a patient
Treat a Patient
Patient Intake
Initial contact-Physician
Open orders processing
Additional orders
MEDICAL OFFICE WORKFLOW
CATEGORIES
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Referrals-Physician
Diagnosing-Physician
History and exam-Physician
Prescribing-Physician
Aftercare instructions-Physician
Evaluation and management-Physician
Patient discharge
Payment collection
Incomplete charting
Bill for the encounter
Payment posting and collections
MEDICAL OFFICE WORKFLOW
CONTINUED
Steps for effective clinical workflow:
1. Specialized Dashboards that model
clinical workflow
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2. Screen Sequences automatically
guide users through data capture
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3. Functionality attached to clinical
objects to complete their characteristics
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4. Orders that trigger sequences of
questions which enable evidence-based
actions
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RULES-BASED METHODOLOGY
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Clinic status screen
Incomplete visit screens-pending chart
completion
Unbilled charges dashboard
Accounts receivable dashboard
Referrals dashboard
Surgeries needing authorization
dashboard
SPECIALIZED DASHBOARDS
Scheduling appointments
 Registration processing for private paygroup health
 Registration processing for workers’
compensation and employee health
 Payment processing
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SCREEN SEQUENCES
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Attaching payers with subscriber
information to patients
Attaching workers’ compensation
insurance to companies
Attaching initial injury drug screens and
physical examinations to companies
Building specific care rules for a patient
Rates assigned by billing codes to specific
procedures
FUNCTIONALITY
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Imaging orders (x-rays, MRIs CT scans)
Laboratory orders(drug screens, blood tests)
Ancillary orders(hearing, eye, pulmonary function tests)
Treatments for injuries(surface traumas, orthopedics
Treatments for systems(HEENT, cardiology,
dermatology)
Follow-up treatments)dressing changes, suture
removals)
Medication treatments(injections, vaccines)
Referrals to outside specialists
Dispense and prescribe medications
Administrative orders (form completion, extra services)
ORDERS
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Chapters 3-6 you will:
add patients-use MedTrak Online User
attach payers to a patient
schedule patients
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After chapter 6 you will learn:
how to use MedTraks clinical workflow
system to process patient responsibilities
entire revenue cycle process
scheduling & registering patients
refunding credit payments
point-of-care clinical processing that produces
charges and appropriate billing codes
What’s coming up?
Guide