Process Documenting: __Front Desk Staf
Interviewed
Front Desk
Receptionist Things (Sub
Processes) Encounter
Form Flow ________ Site:_____________________________________ Date Collected: ____________________Person Documenting: _________________
PROCESS/ WORKFLOW ANALYSIS DATA COLLECTION Activities Medical Records prints Encounter Forms
2-5 days ahead. If pt has scanned record- puts “S” on
encounter form If pt has paper chart- pulls chart. If chart
is not on-site, calls Iron Mountain to
deliver it. Brings provider the charts for 2 days
ahead with encounter forms attached. Provider reviews charts (may make a
progress note at this time) Pt shows up for appt. Pt Arrival process Provider sees pt. Checks off visit and
diagnosis information on encounter
form. Pt takes encounter form to front desk. Staff review the back of the form, Patient
Check Out section, to see if there are any
needs. If an SA needs to be scheduled the front
desk will schedule it in Misys Scheduler
with the patient. SEE SCHEDULE SA Staff document scheduled SA on back of
encounter form, in ARTworks progress
note (Booked SA, Appt Information and
by Whom), also documents Appt Card
Given and Patient Instructions Given. If anything else is checked off on the
back the front desk staff put it a specific
bin for Pt Services so they can call the pt
and schedule the appts. If nothing is needed the form gets put System(s) Used
Misys
ARTworks Module/Screen(s)
Used
Scheduler
Progress Notes Paper Form(s)
Used
-Encounter Form
-Appt. Card Reports Used
?Encounter Form Issues
1. Need to have electronic
encounter forms that tie in
directly with charge
posting/billing.
2.Chart Routing for review- paper
charts are being sent everywhere,
often don’t know where they are.
There is a RED OUT Guide in
medical records to hold the place
for the chart but if staff go to get
a chart they often don’t use the
guide OR they go into the
providers office to borrow a chart
and don’t bring it back.
3. With electronic charts- how to
alert staff that records have
arrived and been scanned so they
can review them before the pt’s
appt. Page 1 of 2 Staf
Interviewed Things (Sub
Processes) Activities System(s) Used Module/Screen(s)
Used Paper Form(s)
Used Reports Used Issues into a bin in the financial dept for charge
posting. Page 2 of 2

• 1493359234-Business Analyst Exercise 1.docx
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