As the Threshold Follow Up point person, your responsibility is to track and provide follow up communication for all patients who have a threshold appointment. As the point person for threshold follow up, the doctor’s will send the to-do to you with either “EMAIL” or follow up information that will need to be communicated to the patient via phone call.
As you receive to-do’s from the doctors, pull up the patient in Eyecare and open the Threshold Tracking 2019 spreadsheet in the PR Tracking Spreadsheets folder.
The to-do will have instructions to either send the generic email to the patient or to call the patient to schedule additional testing.
In the Threshold Tracking (year) spreadsheet, find the patient’s name on the list, and complete the following:
Enter in the date the doctor signed off on the exam in “Doctor Sign Off Date”. This can be found on the "Plan" tab in the EHR record.
In the to-do, note how you notified pt with you initials and expire out the to-do. Example: spoke to pt/aeh or sent email/aeh
Put a “Y” in EITHER the “Email F/U Required” OR the “Phone Call Required” column, depending on what the doctor wrote in the to-do.
If the doctor’s instructions are to call the patient, simply call the patient and inform them of the doctor’s follow up instructions (i.e. schedule IOP, or come back for another test, etc) and document the date the call was made under "Date Email/Call Completed" on the spreadsheet.
If the doctor’s instructions are to send an email to the patient, please follow the following steps:
Compose a new email with the patient’s email address (found in their demographic).
In the subject line of the email, type “Results from your Visual Field Testing”
Open the “Threshold Results Letter” document in the PR Tracking Spreadsheets folder.
Copy all of the text in this document, and paste into the body of the email you are composing.
Add patient's name to the “Dear (patient name),”
Send the email.
Document in the Threshold Tracking 2019 spreadsheet the date you sent the email in the "Date Email/Call Completed" column.
If the patient does not have an email address listed, please call the patient with the same message from the Threshold Results Email document.
In the "Notes" column, document how you notified the patient and if they have scheduled any follow up appointments requested by the doctor.
Remember to save any changes.
Double check the patients on the spreadsheet-if there is a patient who had a threshold test over 2 weeks ago, and you have NOT received a to-do on that patient yet, send a to-do to the doctor asking if they would like an email or call made to the patient for their threshold results. Put this documentation in the :Notes” column on the Threshold Tracking 2019 spreadsheet.