Clinic Opening & Closing Checklist
Opening Checklist
- Turn on lights and computers
- Check voicemail and emails
- Set up exam rooms
- Stock supplies
- Sanitize workstations
- Verify schedule for the day
Closing Checklist
- Shut down computers and equipment
- Clean exam rooms
- Refill supplies for next day
- Lock cabinets and medications
- Turn off lights
- Secure doors and alarm system
⚑ Rooming Patient Flag System
⚑ Red Flag
Room is clean and empty.
⚑ White Flag
Provider is ready to go in to check on patient.
⚑ Green Flag
Prices are ready to be given.
⚑ Yellow Flag
PRP is ready.
⚑ Blue Flag
Lab work or injections.
⚑ Black Flag
Patient is inside waiting.
💵 Clinic Pricing & Payment Instructions
🟡 Highlighted Items
Any item highlighted in yellow on the billing sheet indicates that the patient has already paid for that service or item.
💳 Card Payments
- 📱 We process card payments using the iPad at the front desk.
- ✅ Confirm payment is successful on the iPad before proceeding.
💵 Cash Payments
- 💰 Accept cash payments at the front desk.
- 🧾 Provide a receipt from the receipt book to the patient.
- ✅ Ensure the payment is recorded in the billing system.
🧪 Lab MA Workflow & Instructions
💵 Green Flag Rooms
- ✅ Check for Green Flag rooms where prices are ready.
- 💰 Explained and collect price.
🧪 Lab Work & Injections
- 💉 Perform blood work and injections as ordered.
- 📝 Document each injection into the EMR patient chart.
- 📂 Give patient their chart and instruct them to go to the front desk to schedule follow-up appointments.
- 🧴 Set up procedures for PRP, Gel injections, Pap smears, toenail removal, and other treatments.
- ⚡ If performing an EKG, flip the flag to Blue (lab-related).
- ❄️ Log refrigerator temperatures before leaving for the day.
- 🧪 Perform urine tests and RBC tests as needed.
📄 Documentation & Results
- 📦 At the end of the day, prepare blood tubes to send to the lab and sign off on Primex paper in the lab room.
- 🧹 Clean the lab and restock lab supplies as needed.
- ⏳ If patient is waiting for lab results, send them back to the exam room and switch the flag from Blue to Black (waiting).
- 📄 Once results are ready, place results on paper in the patient chart and leave it on the exam room door for the provider.
- 🚩 Turn the Black flag back to White so the provider can come in to discuss results with the patient.
🩺 Intake MA Workflow & Instructions
📋 Initial Rooming
- 📂 Front MA sets up patient chart and places it on the front table.
- ☎ Intake MA picks up chart, calls patient by name, and leads them to the vital room.
- 🌡 Take vitals: temperature, blood pressure, weight, height, and ask for allergies.
- 🚪 Room patient in an empty/clean Red Flag exam room.
- 🆕 If patient is new, intake MA asks important questions; regular patients skip this step.
- 💻 Input all information and vitals into the patient chart for provider review.
- 📂 Place chart on the exam room door (mounted folder holder) for provider to grab.
- 🚩 Switch flag from Red to White indicating patient is ready to be seen by provider.
🔄 Continuous Rooming & Daily Tasks
- 📞 Call next patient and repeat the rooming process.
- 📞 Answer phone calls, call no-shows, and confirm next-day appointments.
- 🧹 Clean rooms, stock exam rooms, and sanitize vital room.
- 📝 Document papers and check for errors.
- 💵 During busy times, intake MA also provides pricing to patients.
💰 Pricing Workflow
- ✅ Provider leaves exam room and switches flag from White to Green (prices ready).
- 📂 Intake MA goes to Green Flag rooms and picks up the patient chart from exam room door.
- 📝 Provider has checked treatments/items on the billing paper; intake MA fills in prices.
- 💬 Explain vitamins or treatments to the patient.
- 💳 Process payments using card or cash per billing instructions.
- 🚪 Leave patient in exam room and switch Green flag to Blue (lab work or injections).
🔬 Lab MA & Follow-up
- 🧪 Lab MA performs lab work or injections.
- 📂 Front office MA schedules next appointment.
- 💊 Explain vitamins and medications patients brought to the clinic.
🏢 Front Desk MA Workflow & Instructions
👋 Patient Check-In
- 🤝 Greet patients warmly and professionally.
- 📝 Verify and update patient demographics and contact information.
- 💊 Educate patients on vitamins and medications as needed.
- 📂 Prepare patient charts for Intake MA and provider review.
📅 Scheduling & Documentation
- 📆 Schedule follow-up appointments for patients.
- 📄 Scan and upload paper documents into the EMR.
- ✅ Ensure all required paperwork (consent forms, HIPAA, medical history) is completed.
💳 Insurance & Payments
- 🔍 Check insurance eligibility for patients.
- 💵 Collect payments (cash or card) according to billing instructions.
- 🧾 Provide receipts to patients for any payments made.