This help topic provides guidelines for scheduling and managing outpatient appointments for Inpatient patients.The workflow for scheduling and managing these appointments depend on if the appointment is:
During the current Inpatient visit.
OR
After discharge from Inpatient Unit OR it is not known if the patient will still be an Inpatient at the time of the scheduled appointment.
Schedule Outpatient Appointment during Current InpatientSchedule Outpatient Appointment during Current Inpatient
The outpatient appointment will NOT need a new encounter if the clinic visit is going to occur during the current hospital encounter.
Open your clinic/unit book in the Scheduling Appointment Book.
Click the Appointment tab.
Click the Person Search ellipsis 
beside the Person namefield.
The Person Search window displays.
You can search for a patient using several different identifiers (i.e. PHN, MRN (Cerner), Historical MRN, Patient Name, etc.).The best practice is to search by the BC PHN. Click Search once you have entered the identifier(s).
A list of patients matching the search criteria displays in the right pane.
Click on the correct patient’s name in the top pane to select it.
Click OK.
|
| NOTE: Do NOT select an encounter by clicking on any of the patient’s encounters in the bottom pane! |
The Organization window displays.
Select the Facility Name such as LGH Rapid Access Neurology Clinic RAN from the drop-down menu and click OK.
Click OK if the Future Requests/Appointments window appears.
Complete all mandatory fields in Accept Format Fields.
Click the Move button.
The appointment displays in the Work in Progress.
Book the appointment to the appropriate Date, Time and Resource.
Once the appointment is booked, it will display in the Pending status of yellow on the scheduling grid. 
Click Confirm button.
The Confirm window displays.
Click OK after verifying the information.
The Encounter Selection window displays.
Select the existing Inpatient encounter.
Click OK.
The appointment information disappears from the WIP.The appointment displays in the Confirmed status of blue on the scheduling grid with Inpatient encounter.
Schedule Outpatient Appointment after Discharge from Inpatient/ Undetermined if the Scheduled Appointment to Occur during the Current Inpatient Schedule Outpatient Appointment after Discharge from Inpatient/ Undetermined if the Scheduled Appointment to Occur during the Current Inpatient
The outpatient appointment will need a new Pre-Oupatient encounter if the clinic visit is going to occur after discharge from the patient’s current hospital Inpatient encounter.
The Clerk should also follow this workflow when it is undetermined if the scheduled appointment is going to occur during or after the patient’s current Inpatient.
Open your clinic/unit book in the Scheduling Appointment Book.
Click the Appointment tab.
Click the Person Search ellipsis beside the Person name: field.
The Person Search window displays.
You can search for a patient using several different identifiers (i.e. PHN, MRN (Cerner), Historical MRN, Patient Name, etc.).The best practice is to search by the BC PHN. Click Search once you have entered the identifier(s).
A list of patients matching the search criteria displays in the right pane.
Click on the correct patient’s name in the top pane to select it.
Click OK.
|
| NOTE: Do NOT select an encounter by clicking on any of the patient’s encounters in the bottom pane! |
The Organization window displays.
Select the Facility Name such as LGH Rapid Access Neurology Clinic RAN from the drop-down menu and click OK.
Click OK if the Future Requests/Appointments window appears.
Complete all mandatory fields in Accept Format Fields.
Click the Move button.
The appointment displays in the Work in Progress.
Book the appointment to the appropriate Date, Time and Resource.
Once the appointment is booked, it will display in the Pending status of yellow on the scheduling grid.
Click the Confirm button.
The Confirm window displays.
Click OK after verifying the information.
Select Add Enc in the Encounter Selection window.
The Pre-Register Outpatient warning window pops-up.
Click OK.
The Available Conversations window opens.
Select Pre-Register Outpatient from the drop-down menu and click OK.
The Pre-Register Outpatient conversation opens.
Click on the Patient Information tab and verify the demographic information.
Click on the Encounter Information tab to complete all mandatory fields indicated in yellow.
Encounter Type: Pre-Outpatient
Medical Service: Select from the drop-down list e.g. Neurology.
Verify auto-populated information in the Facility (Building & Unit/Clinic) is correct.
Note that the Estimated Arrive Date and Time are auto-populated from appointment date and time.
Click on the Insurance tab to complete the mandatory fields.
Status in Canada: e.g. Insured Resident
Click Search for Health Plan
Type msp and enter.
Double click See Card... British Columbia.
Click OK.
Click Complete.
The Document Selection window displays.
Ensure Do not print documents field is unchecked and click OK.
The Pre-Register Outpatient window displays with new encounter number.
Verify and click OK.
The appointment information disappears from the WIP and displays on the scheduling grid in a Confirmed status of blue with the Pre-Outpatient encounter.
Reschedule Patient with Inpatient EncounterReschedule Patient with Inpatient Encounter
Sometimes current Inpatient patients may have their scheduled outpatient appointments attached to Pre-Outpatient encounters.In these cases, during the Check-in process as outlined in Check In Appointments; the Active Encounter window will pop up displaying a warning message stating that the patient has an active Encounter.
The Clerk needs to click No and reschedule the appointment to same date, same time and same resource while attaching the appointment to the current Inpatient encounter, and cancelling the Pre-Outpatient encounter as outlined in below steps.
On the scheduling grid, right-click on the appointment.
Select Actions.
Select Reschedule.
The Existing Encounter window displays.
Click No to remove the Pre-Outpatient encounter.
The appointment information displays in the Work in Progress.
Drag and drop the appointment to original Date, Time and Resource.
Click Confirm button.
The Confirm window displays.
Click OK after verifying the information.
The Encounter Selection window displays.
Select the current Inpatient encounter.
Click OK.
The Reschedule window displays.
Select Patient Admitted to Hospital from the drop-down options in the Reason field and click OK.
The appointment displays in a Confirmed status of blue with the Inpatient encounter. 
Cancel the Pre-Outpatient encounter as outlined in Cancel or Discharge Encounter with No Service.
Related Topics
Check In Appointments
Reschedule an Incorrectly Checked In Patient Appointment
Check-in Appointments Linked to Recurring Encounters
Check In Case Conference Appointments
Inpatient while having Recurring Outpatient Appointments
Related Positions
Scheduling Clerk Advanced
Super Clerk
Unit Clerk
Scheduling Manager/Supervisor
Key Words
Cancel Pre-Outpatient Encounter
Add Inpatient Encounter
Attach an Encounter
Patient Admitted to Hospital
Undetermined Date and Time
Last Updated: June 15, 2020
