Page 23 - 2022 Risk Basics - Systems

SVMIC Risk Basics: Systems

or referral is received in the office, it should be date-stamped and

so indicated on the log. The report should then be matched with the
chart or record and presented to the physician for review.

If received electronically, the result should be tasked to the physician

for review. The physician should date and sign the report after the
review and document any action taken thereafter. Once it is signed by

the physician in the electronic system, staff should mark the log book
with the date that the results were received.

If a report on a test or referral does not come back within the
expected timeframe (usually within a few days of the order), then an

inquiry should be made and the physician notified. Patients should be
notified of all test and referral results, and this notification should be

documented on the log.

Scheduling

The scheduling mechanism can also be used to track patients. One
way requires that, after the physician orders a test or referral, he/

she schedules a follow-up appointment with the patient to be seen
in the office after the date that the results should be available. This

system only works if the practice also tracks patient no-shows
and cancellations. Another way the scheduling system can be used

to track results, after a test/referral is ordered, is for the physician to
instruct the nurse (or scheduling staff) to place the patient’s name

and the test/ referral ordered on his/her schedule for the day that the
results would reasonably be expected to be received in the office. An

appointment time is not given; the patient’s name is simply added to
the schedule with a “results pending” notation. Each day, the medical

records with the designated “results pending” appointment are
reviewed, and if the results have not been received, then appropriate

investigation follows. Standard physician follow-up should occur.

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