Re: Mechanism for Follow Up Reminders

[Guest guest]

We have been contemplating what to do on this as well.  I currently run 2 different reports:

1.  Patients over 40 who have not been in for a visit in 2 years.  We then send a letter, letting them know that it's time for a preventive exam.  I run this report every 3-6 months.  I am due to run this report again.  Our receptionist prints personalized letters by patient during her " down " time.  It usually takes her about 2 weeks (she is part time) to get all of the letters out.  We do see a significant increase in patient appointments around the time that we do this, so I try to do it when volume is relatively low (we are gearing up to do this again, in conjunction with " we're moving " letters).

2.  Patients on a prescription med that have not been in for a visit in 1 year.  We usually catch these when the patient calls for a refill, but we have been trying to be more proactive and do it before we get the refill request.  For these, the MA looks at the patient chart (to make sure that the rx is for a chronic condition), and then contacts the patient via Portal or phone (she passes off some of the phone calling to the receptionist).

 

I have been considering the use of postcards.  My Gyn does this.  Very convenient.  I get the postcard when it's time for my annual.  I stick it on my bulletin board until I have time to schedule the appt (have to do it 3 months in advance!!!).  I do worry that some patients might not be quite so organized as I am and will lost the postcard.  It also means a new practice flow, which I'm hesitant to do right before we move to our new office, but it would be something we could do once we move.  I just have to get the MD on board   It would definitely be less time consuming when it's time to do recalls.  However, with MU, we are supposed to remind our patients " in the way they want to be reminded " - whether it be phone, mail, or Portal.  I guess if they want a phone or Portal reminder, we could put that on the postcard, and then pull those out separately when the time comes.  And we only are required to do this on our >65 population.

 

Pratt

 

I am trying to decide on a system to remind patients that it is time to follow up, especially for yearly exams. I have been hesitant to start such a system because so many folks have those high deductible plans and I would prefer if they take the initiative as to when to follow up (I simply make a recommendation). However, some folks are asking for reminders. I feel that if I implement a system that it should require minimal staff time and there should be a way to purge those that do not pay or are discharged. I have considered an email or text messaging system for those who are tech savvy, but can't they just make a calendar reminder in their own preferred system? I have also considered self addressed post cards like my dentist. They would write their address on a post card and we would mail it at the appropriate time. Any other suggestions or ideas concerning reminders?What methodology do you use and what are your limitations or pitfalls.

Thank you

g

-- Pratt

[Guest guest]

No hippa violations w post card?Sent from my iPhone

We have been contemplating what to do on this as well. I currently run 2 different reports:

1. Patients over 40 who have not been in for a visit in 2 years. We then send a letter, letting them know that it's time for a preventive exam. I run this report every 3-6 months. I am due to run this report again. Our receptionist prints personalized letters by patient during her "down" time. It usually takes her about 2 weeks (she is part time) to get all of the letters out. We do see a significant increase in patient appointments around the time that we do this, so I try to do it when volume is relatively low (we are gearing up to do this again, in conjunction with "we're moving" letters).

2. Patients on a prescription med that have not been in for a visit in 1 year. We usually catch these when the patient calls for a refill, but we have been trying to be more proactive and do it before we get the refill request. For these, the MA looks at the patient chart (to make sure that the rx is for a chronic condition), and then contacts the patient via Portal or phone (she passes off some of the phone calling to the receptionist).

I have been considering the use of postcards. My Gyn does this. Very convenient. I get the postcard when it's time for my annual. I stick it on my bulletin board until I have time to schedule the appt (have to do it 3 months in advance!!!). I do worry that some patients might not be quite so organized as I am and will lost the postcard. It also means a new practice flow, which I'm hesitant to do right before we move to our new office, but it would be something we could do once we move. I just have to get the MD on board It would definitely be less time consuming when it's time to do recalls. However, with MU, we are supposed to remind our patients "in the way they want to be reminded" - whether it be phone, mail, or Portal. I guess if they want a phone or Portal reminder, we could put that on the postcard, and then pull those out separately when the time comes. And we only are required to do this on our >65 population.

Pratt

I am trying to decide on a system to remind patients that it is time to follow up, especially for yearly exams. I have been hesitant to start such a system because so many folks have those high deductible plans and I would prefer if they take the initiative as to when to follow up (I simply make a recommendation). However, some folks are asking for reminders. I feel that if I implement a system that it should require minimal staff time and there should be a way to purge those that do not pay or are discharged. I have considered an email or text messaging system for those who are tech savvy, but can't they just make a calendar reminder in their own preferred system? I have also considered self addressed post cards like my dentist. They would write their address on a post card and we would mail it at the appropriate time. Any other suggestions or ideas concerning reminders?What methodology do you use and what are your limitations or pitfalls.

Thank you

g

-- Pratt

[Guest guest]

My understanding is that no, not if the patient fills it out themselves as a " request. "   If the patient requests a " private " reminder, you can just put that on the postcard and put it in an envelope when the time comes.

 

Dentists are subject to HIPAA, too, and all of the dentists do it when reminder time comes.....but just because " everyone does it " doesn't mean that it isn't a violation.

 

No hippa violations w post card?Sent from my iPhone

 

We have been contemplating what to do on this as well.  I currently run 2 different reports:

1.  Patients over 40 who have not been in for a visit in 2 years.  We then send a letter, letting them know that it's time for a preventive exam.  I run this report every 3-6 months.  I am due to run this report again.  Our receptionist prints personalized letters by patient during her " down " time.  It usually takes her about 2 weeks (she is part time) to get all of the letters out.  We do see a significant increase in patient appointments around the time that we do this, so I try to do it when volume is relatively low (we are gearing up to do this again, in conjunction with " we're moving " letters).

2.  Patients on a prescription med that have not been in for a visit in 1 year.  We usually catch these when the patient calls for a refill, but we have been trying to be more proactive and do it before we get the refill request.  For these, the MA looks at the patient chart (to make sure that the rx is for a chronic condition), and then contacts the patient via Portal or phone (she passes off some of the phone calling to the receptionist).

 

I have been considering the use of postcards.  My Gyn does this.  Very convenient.  I get the postcard when it's time for my annual.  I stick it on my bulletin board until I have time to schedule the appt (have to do it 3 months in advance!!!).  I do worry that some patients might not be quite so organized as I am and will lost the postcard.  It also means a new practice flow, which I'm hesitant to do right before we move to our new office, but it would be something we could do once we move.  I just have to get the MD on board   It would definitely be less time consuming when it's time to do recalls.  However, with MU, we are supposed to remind our patients " in the way they want to be reminded " - whether it be phone, mail, or Portal.  I guess if they want a phone or Portal reminder, we could put that on the postcard, and then pull those out separately when the time comes.  And we only are required to do this on our >65 population.

 

Pratt

 

I am trying to decide on a system to remind patients that it is time to follow up, especially for yearly exams. I have been hesitant to start such a system because so many folks have those high deductible plans and I would prefer if they take the initiative as to when to follow up (I simply make a recommendation). However, some folks are asking for reminders. I feel that if I implement a system that it should require minimal staff time and there should be a way to purge those that do not pay or are discharged. I have considered an email or text messaging system for those who are tech savvy, but can't they just make a calendar reminder in their own preferred system? I have also considered self addressed post cards like my dentist. They would write their address on a post card and we would mail it at the appropriate time. Any other suggestions or ideas concerning reminders?What methodology do you use and what are your limitations or pitfalls.

Thank you

g

-- Pratt

-- Pratt

[Guest guest]

,I recommend that you check out www.lettermelater.com. I have used it to send patients e-mail reminders to be sent several months into the future. I just write my message when I am thinking about it, then I don't have to think about it again. Of course, you need the patient's e-mail address in order for it to work. SetoSouth Pasadena, CA

I am trying to decide on a system to remind patients that it is time to follow up, especially for yearly exams. I have been hesitant to start such a system because so many folks have those high deductible plans and I would prefer if they take the initiative as to when to follow up (I simply make a recommendation). However, some folks are asking for reminders. I feel that if I implement a system that it should require minimal staff time and there should be a way to purge those that do not pay or are discharged. I have considered an email or text messaging system for those who are tech savvy, but can't

they just make a calendar reminder in their own preferred system? I have also considered self addressed post cards like my dentist. They would write their address on a post card and we would mail it at the appropriate time. Any other suggestions or ideas concerning reminders?What methodology do you use and what are your limitations or pitfalls.

Thank you

g

[Guest guest]

,Boomerang is s similar service.  You pay if you go above a certain number of emails (scheduled through Boomerang) per month.  I've used it happily for a few reminders to myself for months but haven't bit the bullet and paid yet. 

Is lettermelater free (a quick glance of their website didn't tell me)?Thanks,

SharonSharon McCoy MDRenaissance Family Medicine

10 McClintock Court; Irvine, CA  92617PH: (949)387-5504   Fax: (949)281-2197  Toll free phone/fax:  www.SharonMD.com

 

,I recommend that you check out www.lettermelater.com. I have used it to send patients e-mail reminders to be sent several months into the future. I just write my message when I am thinking about it, then I don't have to think about it again. Of course, you need the patient's e-mail address in order for it to work.

Seto

South Pasadena, CA

 

I am trying to decide on a system to remind patients that it is time to follow up, especially for yearly exams. I have been hesitant to start such a system because so many folks have those high deductible plans and I would prefer if they take the initiative as to when to follow up (I simply make a recommendation). However, some folks are asking for reminders. I feel that if I implement a system that it should require minimal staff time and there should be a way to purge those that do not pay or are discharged. I have considered an email or text messaging system for those who are tech savvy, but can't

they just make a calendar reminder in their own preferred system? I have also considered self addressed post cards like my dentist. They would write their address on a post card and we would mail it at the appropriate time. Any other suggestions or ideas concerning reminders?What methodology do you use and what are your limitations or pitfalls.

Thank you

g

[Guest guest]

Sharon Here is another one, I think it has more features too.http://www.rightinbox.com/pricingSangeetha

 

,Boomerang is s similar service.  You pay if you go above a certain number of emails (scheduled through Boomerang) per month.  I've used it happily for a few reminders to myself for months but haven't bit the bullet and paid yet. 

Is lettermelater free (a quick glance of their website didn't tell me)?Thanks,

SharonSharon McCoy MDRenaissance Family Medicine

10 McClintock Court; Irvine, CA  92617PH: (949)387-5504   Fax: (949)281-2197  Toll free phone/fax:  www.SharonMD.com

 

,I recommend that you check out www.lettermelater.com. I have used it to send patients e-mail reminders to be sent several months into the future. I just write my message when I am thinking about it, then I don't have to think about it again. Of course, you need the patient's e-mail address in order for it to work.

Seto

South Pasadena, CA

 

I am trying to decide on a system to remind patients that it is time to follow up, especially for yearly exams. I have been hesitant to start such a system because so many folks have those high deductible plans and I would prefer if they take the initiative as to when to follow up (I simply make a recommendation). However, some folks are asking for reminders. I feel that if I implement a system that it should require minimal staff time and there should be a way to purge those that do not pay or are discharged. I have considered an email or text messaging system for those who are tech savvy, but can't

they just make a calendar reminder in their own preferred system? I have also considered self addressed post cards like my dentist. They would write their address on a post card and we would mail it at the appropriate time. Any other suggestions or ideas concerning reminders?What methodology do you use and what are your limitations or pitfalls.

Thank you

g