Provider Template Standards
Protect the schedule. Protect the patient experience.
Provider templates should be used consistently across The Neighborhood Clinic. Accurate templates help Front Office staff schedule the correct visit, preserve provider capacity, reduce appointment errors, and keep clinic operations predictable.
← Return to RXNT CenterWorkflow Purpose
This standard explains how employees should use provider schedules, visit types, and appointment durations in RXNT.
The goal is to prevent unauthorized schedule changes and ensure every appointment is placed correctly.
- Front Office staff manage patient scheduling.
- Use only approved provider templates.
- Select the correct visit type and duration.
- Schedule within the provider’s assigned clinic and availability.
- Do not create or alter blocks without approval.
- Escalate schedule conflicts instead of guessing.
Critical Standards
Appointments must follow the provider’s approved RXNT schedule.
Never shorten a visit to force it into an unavailable slot.
Do not add, remove, or move provider blocks without leadership approval.
Confirm the appointment is scheduled at the provider’s correct clinic location.
Template Use Overview
Identify Visit
Confirm the patient’s scheduling need.
Select Provider
Choose the appropriate provider and location.
Choose Visit Type
Select the approved RXNT appointment type.
Confirm Duration
Use the required appointment length.
Review Schedule
Confirm the appointment appears correctly before saving.
TNC Appointment Duration Standards
Use the approved new-patient visit type. Do not place a new patient into a shorter established-patient opening.
Use for appropriate routine follow-up visits unless another approved appointment type applies.
Use the designated annual wellness visit type and confirm the patient meets scheduling requirements.
Step-by-Step Template Use
Confirm the Patient’s Scheduling Need
Before selecting an opening, determine exactly what type of visit the patient needs.
- Confirm whether the patient is new or established.
- Clarify the reason for the visit.
- Confirm whether the request is for primary care, behavioral health, a procedure, or another service.
- Review prior appointments or clinical instructions when applicable.
- Escalate unclear requests instead of selecting a visit type based on assumptions.
Select the Correct Provider and Location
- Confirm the provider offers the requested service.
- Confirm the provider is practicing at the selected clinic location.
- Review the provider’s approved schedule and availability.
- Do not move the patient to another provider without confirming appropriateness.
- Do not use a provider’s availability at one location to schedule them at another.
Choose the Approved Visit Type
Select the RXNT appointment type that accurately reflects the patient’s visit.
- Use the designated New Patient visit type for new patients.
- Use the approved Follow-Up visit type for established patients.
- Use the Annual Wellness Visit type only when appropriate.
- Use procedure-specific visit types when available.
- Do not use a shorter or unrelated appointment type to access a preferred time.
Confirm the Required Duration
- New Patient visits: 40 minutes.
- Established Patient Follow-Ups: 20 minutes.
- Annual Wellness Visits: 30 minutes.
- Use any approved specialty or procedure duration assigned by leadership.
- Never manually shorten a visit to make it fit into the schedule.
Review Schedule Restrictions
Before finalizing the appointment, review the template for blocks, location changes, and other limitations.
- Do not schedule over blocked time.
- Do not remove, resize, or relocate blocks.
- Do not double-book unless specifically approved.
- Confirm the selected time does not overlap another appointment.
- Check for provider notes or scheduling instructions.
Complete and Verify the Appointment
- Confirm the provider, location, date, and time.
- Confirm the visit type and duration.
- Attach the correct case when required.
- Review the appointment details with the patient.
- Confirm the appointment appears correctly on the RXNT schedule before ending the call.
Document Exceptions and Approvals
Any scheduling exception should be documented clearly.
- Record who approved the exception.
- Document the reason for the schedule change.
- Note any special instructions provided to the patient.
- Notify affected team members when necessary.
✅ Best Practices
- Ask questions before selecting a visit type.
- Use the template exactly as designed.
- Review the full appointment before saving.
- Confirm the clinic address with the patient.
- Escalate conflicts promptly.
⚠️ Common Errors
- Scheduling a new patient into a 20-minute slot.
- Selecting the wrong clinic location.
- Using the wrong visit type.
- Scheduling over a provider block.
- Changing the appointment duration without approval.
- Double-booking without authorization.
⬆️ Escalate When
- No appropriate appointment type is available.
- The requested service may be outside the provider’s scope.
- The patient needs an appointment sooner than availability allows.
- A provider template appears incorrect.
- A block must be changed or removed.
- Double-booking is being considered.
Common Scheduling Scenarios
New Patient Requests a Shorter Slot
Do not shorten the visit. Offer the next available 40-minute New Patient opening or escalate if the concern requires timely review.
Patient Requests a Full Provider
Offer the provider’s next appropriate opening. Do not use another visit type, remove a block, or double-book without approval.
Visit Reason Is Unclear
Ask additional questions and review prior documentation. Route the request for clinical review when the correct visit type cannot be confirmed.
Provider Is Listed at Two Locations
Confirm the provider’s location for the selected date before scheduling. The appointment must match the provider’s actual clinic assignment.
Patient Needs Multiple Concerns Addressed
Schedule the approved visit type and document the concerns. Escalate when additional time or a separate appointment may be needed.
Template Appears Incorrect
Do not modify it. Take a screenshot, document the issue, and notify leadership or the designated RXNT support contact.