Front Desk Checklist: Preparing for a Patient Visit

Your office may have certain requirements or a desired workflow for the front desk when it comes to preparing for a patient visit. Below are some of the basic steps we recommend to ensure that every team member has what they need.

72 hours prior to the appointment:

• Ensure the patient is created in EZDERM, is on the schedule, and has a mobile number on file (for offices enrolled with SMS appointment reminders) and/or an email address to receive email notifications. 
• Ensure the patient has verified their email address (if the email is not verified they will not receive an email notification).

24 hours prior to the appointment:

• Ensure the patient has an active insurance profile in EZDERM.
• Please note that if there is not an active insurance profile in EZDERM when the automatic eligibility check runs at 7 am clinic time zone the day before the appointment, the eligibility check will have to be run manually once the patient’s insurance profile is completed. 
• Ensure the eligibility check for the patient came back as Eligible (Read: Eligibility Statuses).
• Enter in any Prior Authorizations to the patient’s Insurance Profile and select that prior authorization in the appointment screen itself. This includes:
• Authorization number
• Approved units
• Effective date range (start and end dates)
• Enter the Referring Physician for the appointment on the appointment screen (this can be set as a default if the patient has the same referring physician for each visit by entering the provider as a member of their care team). 
• Upload any referral letters from the referring physician into the patient’s chart. 

Day of appointment: 

• Upload or scan in a photo of the patient’s driver’s license (front) into Documents > Billing. 
• Upload or scan in a photo of the patient’s insurance card(s) (front and back) Documents > Billing. 
• Check if the patient created an account on the patient portal, SADIO.