Using the Appointment Booker Prompt

By following these steps, reception staff can efficiently manage and book all necessary appointments for annual reviews and medication monitoring. This streamlined process ensures comprehensive patient care and reduces the need for multiple contacts with the patient.

Step 1: Admin Team Responsibilities

1. Send Invitations: The admin team is responsible for sending out invitations to patients for their annual reviews or medication monitoring that is due. This ensures that patients are aware of their upcoming healthcare needs.
2. Refer to Training Resources: For detailed instructions on sending invites, please refer to the relevant training video or documentation provided by your practice.

Step 2: Patient Contact

1. Patient Initiates Contact: After receiving the invitation, the patient will contact the practice to arrange the necessary appointments.

Step 3: Using the Appointment Booker Prompt

1. Access Patient Records: Log in to SystmOne and open the patient's records who has been invited for an annual review or medication monitoring.
2. Locate the Green 'A': In the demographics box of the patient's record, find and click on the green 'A'. This will trigger the first pop-up. 

Step 4: Review the First Pop-Up

1. Invitation Status: The pop-up will indicate that the patient has been invited but has not yet responded.
2. Options for Next Steps: The pop-up will provide a series of options to determine the next course of action. These options may include:
   • Book Now: Proceed to schedule the necessary appointments immediately.
   • Delay Appointment: Postpone the appointment to a later date if the patient requests it.
   • Decline: Record if the patient chooses not to proceed with the appointment.
   • Book a Home Visit: Arrange for a home visit if the patient is unable to attend the practice.
     

Step 5: Schedule All Required Appointments

1. Select the Necessary Appointments: Use the information from the prompt to select all required appointments on the free slot search for the patient's annual review. 
2. Coordinate Appointment Times: Where possible, coordinate appointment times to suit the patient's availability and ensure they can attend all necessary appointments without inconvenience.

Step 6: Using the Free Slot Search

1. Configured Appointment Slots: Use the next pop-up of free slot searches, which have been configured by the practice, ensuring you are selecting the same appointment type on both pop-ups.

2. Book All Necessary Appointments: Ensure all required appointments are booked in one go, maintaining consistency with the appointment type selected initially.

Step 7: Make a Decision Based on Patient Interaction

1. Discuss Options with the Patient: If the patient is on the phone or in-person, discuss the available options and decide on the best course of action based on their preferences and needs.
2. Select the Appropriate Option: Choose the option that aligns with the patient's decision.

Step 8: Proceed with Booking or Recording the Decision

1. Book Appointments: If "Book Now" is selected, proceed with the free slot search to find and book the appropriate appointments. A readcode will automatically be added to the patient's record to reflect an appointment has been made.
2. Record Decision: If other options are selected, ensure the patient is aware of the importance of having the review and if they still wish to proceed, readcodes will automatically be added to the patient record to reflect their decision.

Step 9: Confirm with the Patient

1. Provide Appointment Details: If appointments are booked, provide the patient with all necessary details, including dates, times, and any preparation required.
2. Acknowledge Other Decisions: If the appointment is delayed, declined, or a home visit is arranged, confirm these details with the patient.