O-14-107 Reassign Declined Visit

👤 Responsible Person

Clinical Supervisor

🎯 Purpose

To describe the process for addressing visits that have been sent back to the office by the

clinician as “declined”. Declined visits must be addressed immediately as they need to be rescheduled

out to a different clinician to ensure the visit is not missed. This task is assigned to the Clinical

Supervisor. Start of Care Visits or Add-On Evals scheduled by Intake require this task to be processed

by the Clinical Supervisor however, the actual visit will be rescheduled by Intake.

🔄 Process

Clinicians should only decline visits when they are unable to see a client that has been

assigned to them. Schedule changes for future dates should be communicated with the Staffing

Manager via phone call or Scheduler Notification Note.

From the Patient Related Tasks tab in the Workflow Console: 

1. Select REASSIGN DECLINED VISIT

   

2. Select “View Visit Declined Report” : 

   

   Review the report: 

   

   1. Report includes: Scheduled visit date, Service Code, Worker, Declined Reason

   2. Declined Reasons: 

      

3. Select “Reschedule Visit”:

Start of Care/Add-On Evals: 

If visit was originally scheduled by Intake, alert will prompt user to reassign visit from the Workflow Console:

Select “Stage Completed” and the task will route to Intake to reschedule visit. 

Follow up with Intake to ensure visit is rescheduled appropriately. 

5. If visit was not scheduled by Intake, when Reschedule Visit is selected, the Scheduling Console will display. 
6. Double click the visit you need to reschedule. 

7. Worker, Visit Date and/or Service Code may be edited from this field:

   

8. Make appropriate edits and Save. 
9. Close window. 
10. Close out of Scheduling Console. 

11. Select Stage Completed. 

    

📅 Effective: 02/27/24  |  🛠️ Revised: 07/18/2025  |  ✅ Approved by: JS