Family Medicine Patient Flow Protocol Template

1. Pre-Visit Management

Patient Scheduling

• Schedule appointments based on visit type and complexity
• Allow 15-20 minutes for routine visits
• Reserve 30-40 minutes for complex cases/new patients
• Build in 2-3 urgent care slots per session

Pre-Visit Planning

• Review charts 24-48 hours before appointments
• Identify needed preventive services
• Pre-order routine labs/tests
• Verify insurance authorization

2. Check-In Process

Front Desk Procedures

• Verify patient demographics
• Update insurance information
• Collect copayments
• Have patients complete necessary forms
• Estimated time: 5-7 minutes

Initial Assessment

• Vital signs
• Height/weight
• Chief complaint documentation
• Medication reconciliation
• Estimated time: 5-8 minutes

3. Clinical Encounter

Medical Assistant Tasks

• Room patient
• Review reason for visit
• Update history
• Prepare necessary equipment

Provider Examination

• Review patient information
• Conduct examination
• Document findings
• Order tests/prescriptions
• Provide patient education

4. Check-Out Process

Care Coordination

• Schedule follow-up appointments
• Arrange referrals
• Process prescriptions
• Provide visit summary

Financial Settlement

• Process payments
• Schedule payment plans if needed
• Provide cost estimates for future services

5. Quality Metrics

Time Targets

• Door to provider: ≤ 15 minutes
• Total visit time: ≤ 45 minutes
• Check-out process: ≤ 5 minutes

Monitoring Parameters

• Patient satisfaction scores
• Wait times
• Provider productivity
• Room turnover time