Missed appointment notes

Missed Appointments

A Missed Appointment is an appointment where a patient either:

• Cancels the appointment with less than 24 hours' notice
• Arrives more than 15 minutes late to an initial visit or 10 minutes late to a follow-up visit, or
• Does not show up for the appointment

When a patient misses an appointment, psychiatric practitioners should complete a Missed Appointment Note in the EHR regardless if it's a charge/no-charge session. A signed Missed Appointment Note and Charge Slip must be completed in order to be paid for a missed session. A missed appointment note is not required for appointments canceled more than 24 hours ahead. Please review Rula's Late Cancel and No-Show Policy.

Video demonstration

Guided Steps

The best practice for creating notes is always to locate the appointment on your EHR dashboard and double-click to pull up a note. This will ensure that the note is tied to an appointment and will allow you to sign a charge slip. If the appointment has already been canceled, it will need to be recreated on the scheduler to complete the note and charge slip.

1. Log in to the EHR
2. Locate the Appointment on your Dashboard
3. Double Click on the Appointment to open a Note
   
   
   
   
4. Select the Template: "Psych - Missed Appointment Note."
   
   
   
5. Click on the Note tab and complete the Note
6. Once completed, click Sign at the top and enter the sign-off Code: 1234
7. Based on the information entered in the Note a Charge Slip will be generated with the necessary codes pre-populated
   
   

8. Sign the Charge Slip by entering the Sign-off code: 1234
9. Once the Note and the Charge Slip are completed, you can return to your Dashboard or Scheduler to cancel the appointment.

Important Note: Make sure to complete a Missed Appointment Note before canceling an appointment anytime "Charge" is the selected cancel reason.

Note Definitions

Missed Appointment Category

• No Show: No prior notification from the patient before they missed the appointment.
• Late Cancel: The patient  canceled less than 24 hrs before the appointment

You must select a reason for the missed appointment.

Additional notes

The Additional notes section is required for No Show and Late Cancellations. In this section, please include details of attempted outreach or how/when a patient canceled. Please be specific. Rula will refer to this information if a patient reaches out to Support.

Select One

In this section, you will select whether or not to charge the patient for the missed appointment. 

• No Show or Late Cancellation - Charge: this will charge the patient, and providers will be paid for the missed appointment.
• No Show or Late Cancel - No Charge: this will not charge the patient, and providers will not be paid for the missed appointment.

Viewing Canceled Appointments

By default, canceled appointments are hidden from the Timeline on the Patient Chart. If you want to confirm if a note and charge slip were completed for a canceled appointment, follow the below steps:

1. Pull up a Patient Chart in the EHR
2. Hover over the three dots in the top right corner and click the Filter icon
   
   
   
   
3. Under Include, Select "No Shows and Cancellations."
   
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4. Click Apply

Important Note: Once an appointment has been canceled, you cannot connect a Charge Slip to the appointment. Please complete the Missed Appointment Note and Charge Slip before canceling the appointment. 

Undoing a Canceled Appointment

If you have accidentally canceled an appointment, or if you need to attach a Missed Appointment Note to a previously canceled appointment you can un-cancel an appointment in AdvancedMD! 

To un-cancel an appointment:

1. Log into AMD EHR
2. Navigate to your Scheduler 
3. Click on the list icon at the top left of your Scheduler
   
   
   
   
4. Filter for the day of the appointment that you are wanting to un-cancel
5. Locate the appointment and un-check the box in the cancel column
   
   
   
   
6. Confirm that you would like to undo the action
   
   
   
   
7. Return to your calendar view and you should now see the appointment back on the calendar
   
   
   
   
8. Now you are able to attach a Missed Appointment Note to this appointment!

Updated March 18, 2024 14:44