Oncology Patient Appointment Scheduling Protocol

Priority Categories

Urgent (24-48 hours)

• New cancer diagnosis requiring immediate intervention
• Severe symptoms (uncontrolled pain, bleeding)
• Chemotherapy complications
• Abnormal lab results requiring immediate attention

High Priority (3-7 days)

• New patient referrals with confirmed malignancy
• Treatment planning appointments
• First-time chemotherapy sessions
• Post-surgical follow-ups

Routine (1-2 weeks)

• Regular follow-up appointments
• Maintenance therapy visits
• Routine monitoring appointments
• Survivorship care visits

Scheduling Guidelines

Required Patient Information

• Full name and date of birth
• Insurance details and authorization status
• Referring physician information
• Complete medical records and imaging
• Primary diagnosis and reason for visit

Time Allocation

• New patient consultations: 60 minutes
• Treatment planning sessions: 45 minutes
• Follow-up visits: 30 minutes
• Chemotherapy education: 45 minutes
• Urgent care visits: 30 minutes

Special Considerations

1. Treatment Coordination

   • Schedule lab work 24-48 hours before appointments
   • Coordinate with radiation oncology if needed
   • Align visits with infusion center availability

2. Patient Resources

   • Transportation needs
   • Language interpretation services
   • Social worker consultation requirements

Cancellation Policy

• 24-hour notice required
• Emergency exceptions documented
• Rescheduling priority based on medical necessity

Documentation Requirements

• Appointment confirmation in EMR
• Insurance verification noted
• Pre-visit requirements documented
• Patient instructions recorded