Reminder Card
Reminder cards produced by Info Graphix are available for all practices currently using CCC for appointments scheduling. Contact the Ambulatory Education and Systems Team to implement reminder cards in your department.
The reminder card system is turned on by clinic category, but may be set up to exclude specific provider who do not wish to participate. Each day an extract containing appointment information is sent from CCC to Info Graphix. Info Graphix then prints each patient’s appointment(s) on to the reminder card template, verifies address, and mails the reminders. Reminders are sent out two weeks prior to the patient’s appointment date. There is a disclaimer on each reminder stating that all appointments for that day may not be represented. This is due to practices not participating in this reminder card system and appointments scheduled in a period shorter than 2 weeks.
The reminder cards include the following:
· Appointment specific information
o Date
o Time
o Department
o Campus
o Building
o Floor
o Practice Phone Number
o Scheduled to Provider (optional)
o Best Parking Garage
o Visit specific instructions (optional)
· Patient letter including a reminder to bring insurance card, co-payment, and referral if applicable
· Medical Center Main Number and Email Address
· Directions to the Medical Center (Car and Public Transportation)
· Medical Center Maps (identifying parking garages and valet service)
· Medical Record Number
· Additional Referral Reminder (optional)
· Message providing phone number if assistance is needed in reading the reminder (listed in multiple languages)
Set up:
For each Clinic Category and Provider participating in the reminder card system, location information, reminder card preferences, and invoice information must be captured. This information will be stored in the Appointments Scheduling “Reminder Card Setup” Dictionary.
DICTIONARY: remINDER CARD SETUP
1. Clinic setup
2. Provider setup
3. Restrict patient reminder
Choose: 1
NM NAME OF CLINIC ON SIGNAGE: Enter the name of the clinic as it should appear on the Reminder Card.
CON CONTACT PERSON RESPONSIBLE FOR REMINDER CARD SET UP: Enter the name of an individual in the practice that may be contacted by InfoGraphix if there is a question regarding your reminder cards.
CONTACT PERSON EMAIL: Type the contact’s medical center email address.
CA PRACTICE CAMPUS LOCATION: Select East or West Campus
WH WHERE: Select a building where the clinic is located
Ba Baker Building (Farr Complex)
CC Clinical Center
De Deaconess Building (Farr Complex)
Fd Feldberg Building (Feldberg/Reisman Complex)
Fn Finard Building (Feldberg/Reisman Complex)
Gz Gryzmish Building (Felbeerg/Reisman Complex)
Kennedy Building
Ks Kirstein Building (Feldberg/Reisman Complex)
LM Lowry Building
Pa Palmer Building (Farr Complex)
Ra Rabb Building (Feldberg/Reisman Complex)
Rs Reisman Building (Feldberg/Reisman Complex)
SC Shapiro Center
St Stoneman Building (Feldberg/Reisman Complex)
Ya Yamins Building (Feldberg/Reisman Complex)
FL FLOOR: Select the floor on which the clinic resides.
1st Floor
2nd Floor
3rd Floor
4th Floor
5th Floor
6th Floor
7th Floor
8th Floor
9th Floor
10th Floor
11th Floor
12th Floor
Basement
PG PARKING GARAGE: Select the closest parking garage to the clinic
110 Francis St. Garage
Main Garage
Pilgrim Road Garage
Shapiro Garage
PH PRACTICE PHONE: Enter the main practice phone number in this format: NNN-NNN-NNNN.
DN DISPLAY NOTE ABOUT REFERRALS ?: Selecting Yes will insert the following message with the appointment; “Note: Referral From PCP May Be Needed”.
*** In the next section you will be given the option to add visit specific instructions.
VISIT INSTRUCTION TITLE: Prior to tying the instructions, type the name of the instructions.
VI1: Established //
Type the instructions in the screen that appears. Hit the Escape key to save and exit.
FOR TYPE OF VISIT: Type the visit(s) to which the instructions you just typed will apply. You may attach these instructions to multiple visits.
V1: Established Pt //
V2:
REMINDER INVOICE SET UP (TITLE AND INFORMATION):
Information entered here determines who should be invoiced for each appointment reminder (i.e. hospital, HMFP or other). Each provider can only have one invoice address.
INV1 is automatically titled INVOICE DEFAULT – enter invoice type for the largest # of providers with the same invoice address.
INV1: INVOICE DEFAULT//
INVOICE TYPE: (Select either HOSPITAL, HMF, OTHER.) HOSPITAL
COST CENTER: Type the eight digit cost center as “010XXXX0”.
Enter additional invoice address in the following INV# fields.
INV2:
INVOICE TYPE: HMFP
DEPARTMENT/SERVICE:
DIVISION:
PROVIDER
In the following provider fields list each provider associated with this invoice type.
PRO1:
INV3:
INVOICE TYPE: OTHER
BILL TO NAME:
BILL TO STREET ADDRESS:
BILL TO CITY, STATE:
BILL TO ZIP CODE:
BILL TO PHONE NUMBER:
BILL TO PROVIDER
PRO1:
DICTIONARY: remINDER CARD SETUP
1. Clinic setup
2. Provider setup
3. Restrict patient reminder
Choose: 2
RD PRINT REMINDER CARDS?: Type Yes if this provider will be generating reminder cards
WI 'WITH:' PROVIDER ON REMINDER CARD: Type the providers name (last, first). The system will look for the provider in the BIDMC provider dictionary. Select the provider from the list and review the format in which it appears. If you are not happy with the format, free text the provider’s name as it should appear on the reminder cards.
CA CAMPUS: Type East or West to represent the campus on which this provider sees patients.
WH WHERE: Select the building in which this provider sees patients.
FL FLOOR: Select the floor on which the provider sees patients.
PG PARKING GARAGE: Select the parking garage closest to where the provider will see patients.
PH PRACTICE PHONE NUMBER: Enter the main practice phone number in this format: NNN-NNN-NNNN.
Restrict a Patient from Reminder Cards
DICTIONARY: remINDER CARD SETUP
1. Clinic setup
2. Provider setup
3. Restrict patient reminder
Choose: 3
CLINIC: ZSP TEST CLINIC
PATIENT ID: 1150011
1. 1150011 XZMCT,FOURTEEN 01/01/70 F 31 000-00-0000
25 ERIE STREET JAMAICA PLAIN,MA 02130
BOB SARAH HENRY SMITHE
AKA: W824459
OK? Y //
RESTRICT REMINDER CARD Y //
KEY: