Rehab administrators answer questions regarding recurring appointments in EPIC. IPRC archives information collected by the Pediatric Rehab Administrator’s ListServ as a public service to the entire Pediatric Rehabilitation Community. All information is posted in summary format and has been de-identified. Search through past queries for responses to rehabilitation related questions.

Original Questions:

We currently put all weekly patients into the EMR with an end date of 9/30/2022 and then extend those visits every July/Aug for another year.  Due to the number of patients we see, this takes our one office coordinator about 150-200 hours to do once a year (including double checking to make sure no one got missed which causes a double booking).  EPIC did create a “recur” button for us years ago, but this is still a very laborious task requiring many man hours. It is also prone for errors and the stakes are high (double bookings). 

We have been asked to change this to quarterly, but do not have the man power to do that.

1. Can anyone share how long they enter developmental patients into the system?
2. Is anyone successfully doing this on a quarterly basis and have any advice on how best to do this?
3. Does the scheduling department take care of tracking and extending patient visits or is that up to the rehab department?

Summary of Responses