Orthopedic Practice Appointment Scheduling Protocol

Initial Contact Guidelines

New Patient Appointments

• Schedule 45-60 minute slots
• Collect essential information:
  • Insurance verification
  • Prior imaging/records request
  • Chief complaint
  • Referral documentation

Follow-up Appointments

• Schedule 15-30 minute slots based on visit type
• Post-operative visits: 15 minutes
• Injection follow-ups: 20 minutes
• Complex case reviews: 30 minutes

Priority Categories

Urgent Care (24-48 hours)

• Acute injuries
• Post-operative complications
• Severe pain cases

Standard Care (1-2 weeks)

• Chronic conditions
• Routine follow-ups
• Conservative treatment evaluations

Elective Procedures (2-4 weeks)

• Joint replacements
• Non-urgent surgical consultations
• Preventive care

Resource Allocation

Equipment Scheduling

• X-ray availability
• Casting room
• Procedure rooms
• Physical therapy coordination

Staff Requirements

• Physician availability
• PA/NP coverage
• Medical assistant support
• Cast technician scheduling

Special Considerations

Block Scheduling

• Surgery days: No routine appointments
• Emergency slots: 2 per day minimum
• Protected time for documentation

Cancellation Management

• 24-hour cancellation policy
• Waiting list protocol
• Same-day filling procedures

Documentation Requirements

Pre-visit

• Insurance authorization
• Medical records review
• Imaging availability confirmation

Scheduling Notes

• Visit type designation
• Special needs notation
• Equipment requirements
• Interpreter services if needed