Session #11:Session #11:Step 15Step 15

Follow-Up ProcessFollow-Up Process

Step 15: Follow-Up

Complete documentation

Assemble Chart

File Chart in Medical Services Follow-Up Folder

Patient Correspondence

Release of Medical Information

Pregnancy Confirmation Form

MS Patient Contact Form

U/S Pictures

Medical Exam Report

Health Questionnaire

Ultrasound Consent Form

STD Consent Form

Step 15: Follow-UpStep 15: Follow-UpMedical Services F/U FoldersMedical Services F/U Folders

MD SigMD Sig

Phone CallPhone Call

Certified LetterCertified Letter

Step 15: Follow-UpStep 15: Follow-UpMD Sig: MD Sig: ((Awaiting signature of doctor)Awaiting signature of doctor)

First SignatureFirst Signature Nurse Manager Nurse Manager

reviews initial exam reviews initial exam with MA and receives with MA and receives confirmation confirmation signaturesignature

Files chart in Phone Files chart in Phone call folder call folder

1 week's time1 week's time

Second SignatureSecond Signature Nurse Manager Nurse Manager

reviews follow-up reviews follow-up with pt and MA signs with pt and MA signs chart for completionchart for completion

Files chart in PR Files chart in PR Follow-upFollow-up

Step 15: Follow-UpStep 15: Follow-UpPhone Call: Phone Call: ((Awaiting Patient Contact)Awaiting Patient Contact)

1. Schedule times in your day/week to have regular schedule for phone calls to patients ( the longer you wait to follow-up with a pt, the harder it will be to get in touch with them)

2. Review Forms from PR and MS Solutions Assessment Intake Form MS Chart

3. Complete Pregnancy Confirmation Form Leave message for pt if not answering; according to permission

left

*Review After Abortion Do’s & Don’ts (OT p. 58-59)

Step 15: Follow-UpStep 15: Follow-UpPhone Calls Phone Calls ((cont'd)cont'd)

Attempt to call pt three timesAttempt to call pt three times If response from pt:If response from pt:

confirm pregnancy/information and file confirm pregnancy/information and file chart in MD Sig for second signaturechart in MD Sig for second signature

If no response from pt: (after three If no response from pt: (after three attempts)attempts)

Write and send Certified letterWrite and send Certified letter File chart in Certified Letter folderFile chart in Certified Letter folder

Step 15: Follow-UpStep 15: Follow-UpCertified Letter:Certified Letter:

Awaiting response from Certified letter sentAwaiting response from Certified letter sent

All Certified letters must be sent with All Certified letters must be sent with return receiptreturn receipt Once received, document and file in pt Once received, document and file in pt

chartchart If pt contacts office, complete pregnancy If pt contacts office, complete pregnancy

confirmation form or schedule follow-up, etc.confirmation form or schedule follow-up, etc. If no response from pt within one week If no response from pt within one week

document and file chart in MD Sig folder for document and file chart in MD Sig folder for second MD signaturesecond MD signature

Copyright CompassCare PregnanCopyright CompassCare Pregnancy Services, 2007cy Services, 2007

Follow-Up

Negative Test(Pregnancy and STD)

Positive Pregnancy Test

One call only for f/u

Close Chart with final MD signature

Positive STD

Come to Return appt

Negative STD(follow preg. f/u per OT)

Don’t come

Confirm results

Notify Health Dept.

Follow pregnancy f/u per OT

Step 15: Follow-UpStep 15: Follow-Up

When chart is medically completed with both MD signatures:

File chart in Patient Resources Follow-up scheduling folder.Suggest purchasing a “Chart Medically Closed” stamp

Step 15: Follow-UpStep 15: Follow-Up

Step 15: Step 15: PR Follow-Up SchedulePR Follow-Up Schedule

4 Weeks4 Weeks 8 Weeks8 Weeks 16 Weeks16 Weeks After Due DateAfter Due Date As necessary, per patient or As necessary, per patient or

determined by Follow-Up teamdetermined by Follow-Up team

Step 15: Step 15: Follow-UpFollow-Up

OT P. 57-62OT P. 57-62 Use Follow-Up Flow chartUse Follow-Up Flow chart Review “After Abortion Do’s & Don’ts”Review “After Abortion Do’s & Don’ts” Documentation:Documentation:

Patient Follow-Up Form: patient is pregnantPatient Follow-Up Form: patient is pregnant Closing Summary Form: patient is not Closing Summary Form: patient is not

pregnantpregnant

Step 15: Step 15: Follow-Up Special NotesFollow-Up Special Notes

Follow-up Coordinator v. SpecialistFollow-up Coordinator v. Specialist When to close a chartWhen to close a chart Follow-Up after Certified LettersFollow-Up after Certified Letters Leaving messagesLeaving messages Sending materials to patients in Sending materials to patients in

follow-upfollow-up Diet/Medication recommendationsDiet/Medication recommendations