Effective Date: 
Sun, 09/01/1996
Mon, 07/19/2021
Mon, 07/19/2021

Students with medical problems requiring routine (non-urgent) care are seen in the Medical
Appointments Department. This includes planned follow up visits for problems seen in Same Day Clinic as well as chronic disease management, clearances, preventive care.

Appointments are made at the Appointment Desk in person, via telephone, on line, or by any of the
nursing personnel if the patient is in the facility.

Guidelines for making appointments and length of appointment times are available at the
Appointment Desk and in Appointment Making Guidelines.

Students are encouraged to establish continuity of care with one clinician for chronic conditions. Schedulers attempt to facilitate continuity of care by offering available appointments with the same clinician.

Elective care, such as physical exams for DMV, travel, camp, SCUBA may result in charges to the student depending on insurance coverage, and they are to be so informed when making these appointments.

Every effort is made to see patients close to their scheduled appointment time.

  1. Appointments are entered into the practice management computer system by any staff trained to do so, including reception, nursing and clinical staff. Appointment scheduler verifies eligibility for services and updates contact information, and informs student if cost is associated with visit.
  2. Patients are given the name of provider, location, date of appointment and an “arrival time” 15 minutes prior to the scheduled appointment to complete any pre-appointment requirements  and are also instructed to access the Student Health Communicator to complete related questionnaires on-line prior to their visit.
  3. E-reminders are automatically sent 24 hours prior to the appointment.
  4. Reception staff review appointments the day before and morning of to assure that all pre-appointment requirements have been completed.  A reminder call is placed if any requirements have not been completed and a secure message if Reception staff cannot get ahold of the student by phone.
  5. Patients check in on the i-Pad when they arrive for their appointment.
  6. The medical assistant obtains vital signs and completes needed paperwork for exam and sets patient up in exam room.
  7. The clinician performs appropriate examination, recording history, findings, diagnosis and treatment plan in the Medical Record. Follow-up plans and education given are also noted.
  8. Follow-up appointments are scheduled at the time of visit whenever possible.
Key Points: 
  • Non-urgent health care is delivered on an appointment basis
  • Fees may apply depending on insurance
  • All staff work toward keeping on schedule