Orthopedic Practice Patient Flow Protocol

1. Pre-Visit Protocol

Registration and Scheduling

• Schedule appointments based on visit type and complexity
• Collect insurance information and verify coverage
• Send digital intake forms 48 hours before appointment
• Request prior imaging studies and medical records

Patient Preparation

• Send appointment reminders (24 hours in advance)
• Provide parking and arrival instructions
• Request patients arrive 15 minutes early for new visits

2. Check-In Process

Front Desk Protocol

1. Verify patient identity and insurance
2. Collect copayments and outstanding balances
3. Scan any additional documents
4. Update demographics and contact information
5. Assign patient to designated exam room

Initial Assessment

• Medical Assistant (MA) escorts patient to exam room
• Record vital signs and weight
• Document chief complaint and pain levels
• Update medication list

3. Clinical Workflow

MA/Nurse Assessment

• Review reason for visit
• Perform basic range of motion tests
• Prepare necessary equipment for examination
• Alert provider of patient readiness

Provider Examination

1. Review patient history and imaging
2. Perform physical examination
3. Order necessary imaging or tests
4. Discuss treatment plan
5. Document findings in EMR

4. Post-Examination Protocol

Treatment Planning

• Schedule follow-up appointments
• Order prescribed imaging studies
• Arrange physical therapy referrals
• Provide educational materials

Check-Out Process

1. Process referrals and authorizations
2. Schedule follow-up appointments
3. Provide visit summary
4. Process any additional payments

5. Special Considerations

Urgent Cases

• Designate specific slots for urgent care
• Establish rapid triage protocol
• Maintain direct communication with referring physicians

Equipment-Dependent Visits

• Schedule additional time for casting/splinting
• Coordinate with imaging department
• Prepare specialized equipment in advance

6. Quality Metrics

Time Management Targets

• Check-in process: 5-7 minutes
• Initial assessment: 10-15 minutes
• Provider examination: 15-30 minutes
• Check-out process: 5-10 minutes

Patient Satisfaction Measures

• Monitor wait times
• Track patient feedback
• Review completion rates of intake forms
• Assess staff efficiency metrics