Pediatric Practice Patient Flow Protocol

Pre-Visit

Appointment Scheduling

• Screen for urgency/acuity
• Collect basic demographic/insurance information
• Send appointment reminders (24-48 hours prior)
• Direct urgent cases to appropriate care level

Pre-Visit Documentation

• Update electronic health records
• Verify insurance eligibility
• Review due/overdue screenings or vaccinations
• Check for outstanding balance

Patient Arrival

Check-In Process

1. Greet patient/family
2. Verify identity and insurance
3. Collect copayment
4. Update contact information
5. Obtain signed consent forms
6. Document arrival time

Waiting Room Management

• Target wait time: ≤15 minutes
• Separate well/sick waiting areas
• Provide age-appropriate activities
• Monitor waiting room capacity

Clinical Flow

Initial Assessment

1. Vital signs and growth measurements
2. Chief complaint documentation
3. Medical history review
4. Medication reconciliation

Provider Examination

• Review patient history
• Conduct physical examination
• Order necessary tests/screenings
• Document findings
• Provide patient education

Post-Examination

1. Complete orders/prescriptions
2. Schedule follow-up appointments
3. Provide visit summary
4. Update immunization records

Check-Out

Administrative Tasks

• Process payments
• Schedule follow-up visits
• Provide educational materials
• Confirm understanding of care plan

Documentation Completion

1. Finalize visit notes
2. Complete billing documentation
3. Send prescriptions
4. Generate referrals if needed

Quality Metrics

Time Targets

• Check-in process: 5-7 minutes
• Waiting room: 10-15 minutes
• Clinical assessment: 10-12 minutes
• Provider time: 15-20 minutes
• Check-out process: 5-7 minutes

Monitoring and Adjustment

• Track patient satisfaction
• Monitor wait times
• Review bottlenecks
• Adjust staffing as needed