From 12351e387d76f7fb1ad25f87b03f33ea4489dcde Mon Sep 17 00:00:00 2001 From: AtomicQMS Service Date: Sat, 27 Dec 2025 11:24:08 -0500 Subject: [PATCH] Sync template from atomicqms-style deployment --- .gitea/workflows/atomicai.yml | 75 +++++ Forms/FRM-001-Document-Change-Request.md | 64 ++++ Forms/FRM-003-CAPA-Form.md | 91 ++++++ Forms/FRM-006-Audit-Checklist.md | 56 ++++ .../FRM-OPT-001-New-Patient-Registration.md | 265 +++++++++++++++++ Forms/Patient-Intake/.gitkeep | 0 Forms/Procedure-Records/.gitkeep | 0 Forms/QI-Records/.gitkeep | 0 Forms/Referral-Forms/.gitkeep | 0 Forms/Training/FRM-004-Training-Record.md | 72 +++++ Forms/Visit-Documentation/.gitkeep | 0 Policies/POL-001-Quality-Policy.md | 57 ++++ README.md | 134 ++++++++- SOPs/Clinical-Care/.gitkeep | 0 SOPs/General/SOP-001-Document-Control.md | 112 +++++++ SOPs/General/SOP-002-CAPA.md | 134 +++++++++ SOPs/General/SOP-003-Training.md | 123 ++++++++ SOPs/General/SOP-004-Internal-Audit.md | 136 +++++++++ SOPs/General/SOP-005-Management-Review.md | 114 ++++++++ SOPs/Infection-Control/.gitkeep | 0 SOPs/Medication-Management/.gitkeep | 0 .../SOP-OPT-001-Appointment-Management.md | 276 ++++++++++++++++++ SOPs/Patient-Flow/.gitkeep | 0 SOPs/Procedures/.gitkeep | 0 SOPs/Safety/.gitkeep | 1 + Templates/SOP-Template.md | 62 ++++ Work Instructions/WI-001-Template.md | 68 +++++ 27 files changed, 1838 insertions(+), 2 deletions(-) create mode 100644 .gitea/workflows/atomicai.yml create mode 100644 Forms/FRM-001-Document-Change-Request.md create mode 100644 Forms/FRM-003-CAPA-Form.md create mode 100644 Forms/FRM-006-Audit-Checklist.md create mode 100644 Forms/Intake-Forms/FRM-OPT-001-New-Patient-Registration.md create mode 100644 Forms/Patient-Intake/.gitkeep create mode 100644 Forms/Procedure-Records/.gitkeep create mode 100644 Forms/QI-Records/.gitkeep create mode 100644 Forms/Referral-Forms/.gitkeep create mode 100644 Forms/Training/FRM-004-Training-Record.md create mode 100644 Forms/Visit-Documentation/.gitkeep create mode 100644 Policies/POL-001-Quality-Policy.md create mode 100644 SOPs/Clinical-Care/.gitkeep create mode 100644 SOPs/General/SOP-001-Document-Control.md create mode 100644 SOPs/General/SOP-002-CAPA.md create mode 100644 SOPs/General/SOP-003-Training.md create mode 100644 SOPs/General/SOP-004-Internal-Audit.md create mode 100644 SOPs/General/SOP-005-Management-Review.md create mode 100644 SOPs/Infection-Control/.gitkeep create mode 100644 SOPs/Medication-Management/.gitkeep create mode 100644 SOPs/Patient-Care/SOP-OPT-001-Appointment-Management.md create mode 100644 SOPs/Patient-Flow/.gitkeep create mode 100644 SOPs/Procedures/.gitkeep create mode 100644 SOPs/Safety/.gitkeep create mode 100644 Templates/SOP-Template.md create mode 100644 Work Instructions/WI-001-Template.md diff --git a/.gitea/workflows/atomicai.yml b/.gitea/workflows/atomicai.yml new file mode 100644 index 0000000..0cb0e37 --- /dev/null +++ b/.gitea/workflows/atomicai.yml @@ -0,0 +1,75 @@ +name: AtomicAI Clinical Outpatient Assistant + +on: + issue_comment: + types: [created] + issues: + types: [opened, assigned] + pull_request: + types: [opened, synchronize, assigned] + pull_request_review_comment: + types: [created] + +jobs: + claude-assistant: + runs-on: ubuntu-latest + if: | + github.actor != 'atomicqms-service' && + ( + (github.event_name == 'issue_comment' && contains(github.event.comment.body, '@atomicai')) || + (github.event_name == 'issues' && github.event.action == 'opened' && contains(github.event.issue.body, '@atomicai')) || + (github.event_name == 'pull_request' && github.event.action == 'opened' && contains(github.event.pull_request.body, '@atomicai')) || + (github.event_name == 'pull_request_review_comment' && contains(github.event.comment.body, '@atomicai')) || + (github.event.action == 'assigned' && github.event.assignee.login == 'atomicai') + ) + + permissions: + contents: write + issues: write + pull-requests: write + + steps: + - uses: actions/checkout@v4 + with: + fetch-depth: 0 + + - name: Run AtomicAI Clinical Outpatient Assistant + uses: https://beta.atomicqms.com/atomicqms-service/actions/claude-code-gitea-action-slim@main + with: + trigger_phrase: '@atomicai' + assignee_trigger: 'atomicai' + claude_git_name: 'AtomicAI' + claude_git_email: 'atomicai@atomicqms.local' + custom_instructions: | + You are AtomicAI, an AI assistant specialized in Clinical Outpatient Quality Management. + + ## Your Expertise + - Ambulatory care quality standards (AAAHC, NCQA) + - Patient flow and scheduling optimization + - Outpatient clinical protocols and pathways + - Patient safety and infection control + - Medication management and reconciliation + - Care coordination and referral processes + - Patient education and discharge planning + - HIPAA compliance and privacy regulations + + ## Document Creation Guidelines + - Place Clinical SOPs in SOPs/Clinical/ + - Place Administrative SOPs in SOPs/Administrative/ + - Place Safety SOPs in SOPs/Safety/ + - Place Patient Forms in Forms/Patient/ + - Place Clinical Protocols in Protocols/ + - Place Policies in Policies/ + + ## Numbering Convention + - SOP-OP-XXX for Outpatient SOPs + - SOP-ADM-XXX for Administrative SOPs + - SOP-SAF-XXX for Safety SOPs + - PRO-XXX for Clinical Protocols + - POL-XXX for Policies + - FRM-XXX for Forms + + Always create branches and submit changes as Pull Requests for review. + Focus on patient-centered care and efficient clinic operations. + allowed_tools: 'Read,Edit,Grep,Glob,Write' + disallowed_tools: 'Bash,WebSearch' diff --git a/Forms/FRM-001-Document-Change-Request.md b/Forms/FRM-001-Document-Change-Request.md new file mode 100644 index 0000000..55c718a --- /dev/null +++ b/Forms/FRM-001-Document-Change-Request.md @@ -0,0 +1,64 @@ +# Document Change Request Form + +| Form ID | FRM-001 | Revision | 1.0 | +|---------|---------|----------|-----| + +--- + +## Section 1: Request Information + +| Field | Entry | +|-------|-------| +| Request Date | | +| Requested By | | +| Department | | + +## Section 2: Document Information + +| Field | Entry | +|-------|-------| +| Document Number | | +| Document Title | | +| Current Revision | | + +## Section 3: Change Description + +### Type of Change +- [ ] New Document +- [ ] Revision to Existing Document +- [ ] Document Obsolescence + +### Description of Change +*(Describe the proposed change in detail)* + + + + +### Reason for Change +*(Explain why this change is needed)* + + + + +## Section 4: Impact Assessment + +### Affected Areas +- [ ] Training Required +- [ ] Other Documents Affected +- [ ] Process Changes Required +- [ ] Validation Impact + +### List Affected Documents + + +## Section 5: Approvals + +| Role | Name | Signature | Date | +|------|------|-----------|------| +| Requester | | | | +| Document Owner | | | | +| Quality Assurance | | | | + +--- + +*Form FRM-001 Rev 1.0* diff --git a/Forms/FRM-003-CAPA-Form.md b/Forms/FRM-003-CAPA-Form.md new file mode 100644 index 0000000..6790a8f --- /dev/null +++ b/Forms/FRM-003-CAPA-Form.md @@ -0,0 +1,91 @@ +# Corrective and Preventive Action (CAPA) Form + +| Form ID | FRM-003 | Revision | 1.0 | +|---------|---------|----------|-----| + +--- + +## Section 1: CAPA Identification + +| Field | Entry | +|-------|-------| +| CAPA Number | | +| Date Initiated | | +| Initiated By | | +| CAPA Owner | | +| Target Closure Date | | + +## Section 2: Classification + +### Type +- [ ] Corrective Action +- [ ] Preventive Action + +### Source +- [ ] Customer Complaint +- [ ] Internal Audit +- [ ] External Audit +- [ ] Process Deviation +- [ ] Nonconforming Product +- [ ] Management Review +- [ ] Other: ____________ + +### Priority +- [ ] Critical (5 business days) +- [ ] Major (15 business days) +- [ ] Minor (30 business days) + +## Section 3: Problem Description + +*(Describe the nonconformity or potential nonconformity)* + + + + +## Section 4: Immediate Containment + +*(Actions taken to contain the immediate impact)* + + + + +## Section 5: Root Cause Investigation + +### Investigation Method Used +- [ ] 5 Whys +- [ ] Fishbone Diagram +- [ ] Fault Tree Analysis +- [ ] Other: ____________ + +### Root Cause Determination + + + + +## Section 6: Corrective/Preventive Actions + +| Action | Responsible | Due Date | Status | +|--------|-------------|----------|--------| +| | | | | +| | | | | +| | | | | + +## Section 7: Effectiveness Verification + +| Criteria | Method | Result | +|----------|--------|--------| +| | | | + +Verification Date: ____________ +Verified By: ____________ + +## Section 8: Closure + +| Role | Name | Signature | Date | +|------|------|-----------|------| +| CAPA Owner | | | | +| Quality Approval | | | | + +--- + +*Form FRM-003 Rev 1.0* diff --git a/Forms/FRM-006-Audit-Checklist.md b/Forms/FRM-006-Audit-Checklist.md new file mode 100644 index 0000000..45bf0b6 --- /dev/null +++ b/Forms/FRM-006-Audit-Checklist.md @@ -0,0 +1,56 @@ +# Internal Audit Checklist + +| Form ID | FRM-006 | Revision | 1.0 | +|---------|---------|----------|-----| + +--- + +## Audit Information + +| Field | Entry | +|-------|-------| +| Audit Number | | +| Audit Date | | +| Area/Process Audited | | +| Lead Auditor | | +| Auditee(s) | | + +--- + +## Checklist Items + +| # | Requirement/Question | Reference | C/NC/NA | Evidence/Notes | +|---|---------------------|-----------|---------|----------------| +| 1 | Are current versions of applicable procedures available? | SOP-001 | | | +| 2 | Are personnel trained on applicable procedures? | SOP-003 | | | +| 3 | Are training records current and complete? | SOP-003 | | | +| 4 | Are records properly maintained and retrievable? | SOP-001 | | | +| 5 | Are nonconformities being documented and addressed? | SOP-002 | | | +| 6 | Are CAPAs being completed on time? | SOP-002 | | | +| 7 | Is equipment calibrated and maintained? | | | | +| 8 | Are process controls being followed? | | | | +| 9 | Are quality objectives being monitored? | | | | +| 10 | | | | | + +**Legend:** C = Conforming, NC = Nonconforming, NA = Not Applicable + +--- + +## Findings Summary + +| Finding # | Type | Description | Clause Reference | +|-----------|------|-------------|------------------| +| | | | | +| | | | | + +--- + +## Auditor Signature + +| Auditor | Signature | Date | +|---------|-----------|------| +| | | | + +--- + +*Form FRM-006 Rev 1.0* diff --git a/Forms/Intake-Forms/FRM-OPT-001-New-Patient-Registration.md b/Forms/Intake-Forms/FRM-OPT-001-New-Patient-Registration.md new file mode 100644 index 0000000..3b8bdcb --- /dev/null +++ b/Forms/Intake-Forms/FRM-OPT-001-New-Patient-Registration.md @@ -0,0 +1,265 @@ +# New Patient Registration Form + +| Form ID | FRM-OPT-001 | Revision | 1.0 | +|---------|-------------|----------|-----| + +--- + +## Patient Information + +| Field | Entry | +|-------|-------| +| Last Name | | +| First Name | | +| Middle Name/Initial | | +| Preferred Name | | +| Date of Birth | | +| Age | | +| Sex | ☐ Male ☐ Female ☐ Other | +| Social Security # (last 4) | XXX-XX-_____ | + +### Contact Information + +| Field | Entry | +|-------|-------| +| Street Address | | +| Apartment/Unit | | +| City | | +| State | | +| Zip Code | | +| Home Phone | | +| Cell Phone | | +| Work Phone | | +| Preferred Contact Method | ☐ Home ☐ Cell ☐ Work ☐ Email | +| Email Address | | +| OK to Leave Message? | ☐ Yes ☐ No | + +### Additional Information + +| Field | Entry | +|-------|-------| +| Marital Status | ☐ Single ☐ Married ☐ Divorced ☐ Widowed ☐ Partnered | +| Race/Ethnicity (optional) | | +| Preferred Language | | +| Interpreter Needed? | ☐ Yes (Language: _______) ☐ No | +| Employer | | +| Occupation | | + +--- + +## Emergency Contact + +| Field | Entry | +|-------|-------| +| Name | | +| Relationship | | +| Home Phone | | +| Cell Phone | | +| Work Phone | | + +--- + +## Primary Care Information + +| Field | Entry | +|-------|-------| +| Primary Care Physician | | +| Practice Name | | +| Phone Number | | +| Fax Number | | +| Address | | +| Date of Last Visit | | + +--- + +## Referring Provider (if applicable) + +| Field | Entry | +|-------|-------| +| Referring Physician | | +| Practice Name | | +| Phone Number | | +| Fax Number | | +| Reason for Referral | | + +--- + +## Insurance Information + +### Primary Insurance + +| Field | Entry | +|-------|-------| +| Insurance Company | | +| Policy/ID Number | | +| Group Number | | +| Policy Holder Name | | +| Policy Holder DOB | | +| Relationship to Patient | ☐ Self ☐ Spouse ☐ Child ☐ Other: _______ | +| Insurance Phone | | + +### Secondary Insurance (if applicable) + +| Field | Entry | +|-------|-------| +| Insurance Company | | +| Policy/ID Number | | +| Group Number | | +| Policy Holder Name | | +| Policy Holder DOB | | +| Relationship to Patient | ☐ Self ☐ Spouse ☐ Child ☐ Other: _______ | +| Insurance Phone | | + +--- + +## Responsible Party (if different from patient) + +| Field | Entry | +|-------|-------| +| Name | | +| Relationship to Patient | | +| Date of Birth | | +| Address (if different) | | +| Phone Number | | +| Email | | + +--- + +## Pharmacy Information + +| Field | Entry | +|-------|-------| +| Preferred Pharmacy Name | | +| Address | | +| Phone Number | | +| Cross Street/Location | | +| Preferred Mail Order Pharmacy | | + +--- + +## Medical History Summary + +### Current Medications +*List all current medications including over-the-counter and supplements* + +| Medication Name | Dose | Frequency | +|-----------------|------|-----------| +| | | | +| | | | +| | | | +| | | | +| | | | +| | | | + +### Allergies + +☐ No Known Allergies (NKA) + +| Allergen | Type | Reaction | +|----------|------|----------| +| | ☐ Drug ☐ Food ☐ Other | | +| | ☐ Drug ☐ Food ☐ Other | | +| | ☐ Drug ☐ Food ☐ Other | | + +### Medical Conditions +*Check all that apply* + +| Condition | ☐ | Condition | ☐ | +|-----------|---|-----------|---| +| Arthritis | | Liver Disease | | +| Asthma | | Lung Disease/COPD | | +| Cancer | | Mental Health Condition | | +| Diabetes | | Seizures/Epilepsy | | +| Heart Disease | | Stroke/TIA | | +| High Blood Pressure | | Thyroid Disease | | +| High Cholesterol | | Other: _____________ | | +| Kidney Disease | | Other: _____________ | | + +### Surgical History + +| Surgery/Procedure | Year | +|-------------------|------| +| | | +| | | +| | | + +--- + +## Social History + +| Field | Entry | +|-------|-------| +| Tobacco Use | ☐ Never ☐ Current ☐ Former (Quit year: _____) | +| If yes, type/amount | | +| Alcohol Use | ☐ None ☐ Social ☐ Daily | +| If yes, type/amount | | +| Exercise | ☐ None ☐ Light ☐ Moderate ☐ Vigorous | +| Frequency | times per week | + +--- + +## How Did You Hear About Us? + +☐ Physician Referral: _________________ +☐ Insurance Directory +☐ Internet Search +☐ Social Media +☐ Friend/Family Member +☐ Other: _________________ + +--- + +## Acknowledgments + +### Financial Policy +☐ I have read and understand the financial policy. I authorize payment directly to this practice of any insurance benefits otherwise payable to me. I understand that I am responsible for any amount not covered by insurance. + +### Privacy Practices +☐ I have received a copy of the Notice of Privacy Practices and understand how my health information may be used and disclosed. + +### Release of Information +☐ I authorize the release of medical information necessary to process insurance claims and for continuity of care with referring and consulting physicians. + +### Communication Authorization +☐ I authorize communication via: ☐ Phone ☐ Email ☐ Text Message for appointment reminders and health information. + +### Assignment of Benefits +☐ I authorize payment of medical benefits to this practice for services rendered. + +--- + +## Patient Portal + +☐ I would like to enroll in the patient portal + +| Field | Entry | +|-------|-------| +| Preferred Email for Portal | | + +--- + +## Signature + +| Field | Entry | +|-------|-------| +| Patient/Guardian Signature | | +| Printed Name | | +| Relationship (if not patient) | | +| Date | | + +--- + +## For Office Use Only + +| Field | Entry | +|-------|-------| +| Date Received | | +| Entered By | | +| Chart Number | | +| Insurance Verified | ☐ Yes | +| Copay Collected | $ | +| Notes | | + +--- + +*Form FRM-OPT-001 Rev 1.0 - New Patient Registration Form* diff --git a/Forms/Patient-Intake/.gitkeep b/Forms/Patient-Intake/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/Forms/Procedure-Records/.gitkeep b/Forms/Procedure-Records/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/Forms/QI-Records/.gitkeep b/Forms/QI-Records/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/Forms/Referral-Forms/.gitkeep b/Forms/Referral-Forms/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/Forms/Training/FRM-004-Training-Record.md b/Forms/Training/FRM-004-Training-Record.md new file mode 100644 index 0000000..b66164d --- /dev/null +++ b/Forms/Training/FRM-004-Training-Record.md @@ -0,0 +1,72 @@ +# Training Record Form + +| Form ID | FRM-004 | Revision | 1.0 | +|---------|---------|----------|-----| + +--- + +## Section 1: Employee Information + +| Field | Entry | +|-------|-------| +| Employee Name | | +| Employee ID | | +| Department | | +| Job Title | | + +## Section 2: Training Information + +| Field | Entry | +|-------|-------| +| Training Title | | +| Training Date | | +| Training Duration | | +| Trainer Name | | +| Trainer Qualification | | + +### Training Type +- [ ] Initial Training +- [ ] Retraining +- [ ] Refresher +- [ ] Procedure Update + +### Delivery Method +- [ ] Classroom +- [ ] On-the-Job +- [ ] Self-Study +- [ ] Computer-Based +- [ ] Other: ____________ + +## Section 3: Training Content + +*(List topics covered or attach training materials)* + + + + +## Section 4: Assessment + +### Assessment Method +- [ ] Written Test +- [ ] Practical Demonstration +- [ ] Verbal Assessment +- [ ] Observation + +### Assessment Results + +| Metric | Result | +|--------|--------| +| Score (if applicable) | | +| Pass/Fail | | + +## Section 5: Signatures + +| Role | Name | Signature | Date | +|------|------|-----------|------| +| Trainee | | | | +| Trainer | | | | +| Supervisor | | | | + +--- + +*Form FRM-004 Rev 1.0* diff --git a/Forms/Visit-Documentation/.gitkeep b/Forms/Visit-Documentation/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/Policies/POL-001-Quality-Policy.md b/Policies/POL-001-Quality-Policy.md new file mode 100644 index 0000000..ebd85dd --- /dev/null +++ b/Policies/POL-001-Quality-Policy.md @@ -0,0 +1,57 @@ +# Quality Policy + +| Document ID | POL-001 | +|-------------|---------| +| Title | Quality Policy | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | + +--- + +## 1. Policy Statement + +[ORGANIZATION NAME] is committed to providing products and services that consistently meet customer requirements and applicable regulatory requirements. We strive for continual improvement of our Quality Management System to enhance customer satisfaction. + +## 2. Quality Objectives + +Our organization commits to: + +1. **Customer Focus**: Understanding and meeting customer needs and expectations +2. **Regulatory Compliance**: Maintaining compliance with all applicable regulations and standards +3. **Continuous Improvement**: Continually improving the effectiveness of our QMS +4. **Employee Engagement**: Ensuring all employees understand their role in quality +5. **Risk-Based Thinking**: Identifying and addressing risks and opportunities + +## 3. Management Commitment + +Top management demonstrates commitment to the QMS by: + +- Ensuring the quality policy is appropriate to the organization's purpose +- Ensuring quality objectives are established and compatible with strategic direction +- Ensuring integration of QMS requirements into business processes +- Promoting the use of the process approach and risk-based thinking +- Ensuring resources needed for the QMS are available +- Communicating the importance of effective quality management +- Ensuring the QMS achieves its intended results +- Engaging, directing, and supporting persons to contribute to QMS effectiveness + +## 4. Scope + +This policy applies to all employees, contractors, and processes within the scope of our Quality Management System. + +## 5. Communication + +This policy shall be: +- Communicated and understood within the organization +- Available to relevant interested parties as appropriate +- Reviewed for continuing suitability + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/README.md b/README.md index 4f207ad..f7d66dd 100644 --- a/README.md +++ b/README.md @@ -1,3 +1,133 @@ -# clinical-outpatient +# Clinical Outpatient Services Quality Management System -A comprehensive QMS template designed for ambulatory care clinics, outpatient services, and specialty practices. \ No newline at end of file +A comprehensive QMS template designed for ambulatory care clinics, outpatient services, and specialty practices. + +## 🏢 Designed For + +- **Primary Care Clinics** - Family medicine, internal medicine, pediatrics +- **Specialty Clinics** - Cardiology, neurology, oncology, etc. +- **Ambulatory Surgery Centers** - Outpatient surgical procedures +- **Urgent Care Centers** - Walk-in acute care services +- **Diagnostic Centers** - Imaging, laboratory, testing facilities +- **Infusion Centers** - Outpatient chemotherapy and infusion therapy +- **Rehabilitation Clinics** - Physical therapy, occupational therapy + +## 📋 Regulatory Framework + +This template supports compliance with: + +- **The Joint Commission** - Ambulatory Care accreditation +- **AAAHC** - Accreditation Association for Ambulatory Health Care +- **CMS** - Medicare/Medicaid ambulatory requirements +- **State Medical Board** - Physician practice regulations +- **OSHA** - Workplace safety requirements +- **HIPAA** - Patient privacy and security +- **CLIA** - Laboratory testing requirements (if applicable) +- **State Facility Licensing** - Ambulatory care facility regulations +- **AMA Guidelines** - Medical practice standards +- **PCMH** - Patient-Centered Medical Home standards + +## Repository Structure + +``` +├── SOPs/ +│ ├── Patient-Flow/ # Scheduling, check-in, rooming, discharge +│ ├── Clinical-Care/ # Assessment, treatment, documentation +│ ├── Medication-Management/ # Prescribing, dispensing, samples +│ ├── Procedures/ # Office procedures, minor surgery +│ ├── Infection-Control/ # Sterilization, injection safety +│ └── General/ # Document control, training, CAPA +├── Forms/ +│ ├── Patient-Intake/ # Registration, history, consent forms +│ ├── Visit-Documentation/ # Progress notes, assessments, orders +│ ├── Referral-Forms/ # Specialist referrals, authorizations +│ ├── Procedure-Records/ # Procedure consent, logs, aftercare +│ ├── QI-Records/ # Quality metrics, patient satisfaction +│ └── Training/ # Competency assessments +├── Policies/ # Practice policies +├── Work-Instructions/ # Step-by-step procedures +└── Templates/ # Document templates +``` + +## Document Numbering Convention + +- **POL-XXX**: Policies +- **SOP-PF-XXX**: Patient Flow SOPs +- **SOP-CC-XXX**: Clinical Care SOPs +- **SOP-MED-XXX**: Medication Management SOPs +- **SOP-PRC-XXX**: Procedure SOPs +- **SOP-IC-XXX**: Infection Control SOPs +- **WI-XXX**: Work Instructions +- **FRM-XXX**: Forms and Records + +## 🤖 AI-Powered Assistance + +This repository includes **AtomicAI**, your outpatient QMS assistant. Mention `@atomicai` in any issue or pull request to: + +- Draft patient flow and scheduling procedures +- Create clinical care protocols +- Generate medication management procedures +- Develop office procedure SOPs +- Create infection control protocols +- Review documents for AAAHC/Joint Commission compliance + +### Example Prompts + +- "@atomicai create an SOP for patient check-in and rooming workflow" +- "@atomicai draft a chronic disease management protocol for diabetes" +- "@atomicai write a medication prior authorization procedure" +- "@atomicai create an in-office procedure consent process" +- "@atomicai develop a referral management workflow" +- "@atomicai create a sterilization procedure for reusable instruments" + +## Getting Started + +1. **Define Practice Workflows** - Map patient flow from arrival to discharge +2. **Customize Clinical Protocols** - Adapt for your specialty and patient population +3. **Set Up Quality Metrics** - Establish HEDIS or specialty-specific measures +4. **Implement Medication Safety** - Configure prescribing and sample procedures +5. **Train Staff** - Use competency assessment forms + +## Key Documents to Create First + +1. **Patient Check-In SOP** - Standardized intake process +2. **Clinical Documentation Policy** - Charting standards and requirements +3. **Medication Reconciliation SOP** - Accurate medication lists +4. **Referral Management SOP** - Tracking referrals and follow-up +5. **Infection Control Policy** - Hand hygiene, injection safety, sterilization +6. **No-Show/Cancellation Policy** - Patient appointment compliance +7. **After-Hours Coverage SOP** - Triage and on-call procedures + +## Special Considerations for Outpatient Care + +### Patient Access +- Scheduling optimization and wait time management +- Same-day/urgent appointment availability +- Patient portal and communication +- Reminder systems and no-show reduction +- Insurance verification and authorization + +### Care Coordination +- Referral tracking and follow-up +- Care transitions between providers +- Medication reconciliation at each visit +- Chronic disease management programs +- Population health initiatives + +### Quality Improvement +- HEDIS measures and reporting +- Patient satisfaction surveys +- Clinical outcome tracking +- Peer review and chart audits +- Continuous quality improvement + +### Compliance +- HIPAA privacy and security +- Medical record retention +- Prescription monitoring programs +- Credentialing and privileging +- Incident reporting + +--- + +*This template is maintained by AtomicQMS. For questions, open an issue in this repository.* diff --git a/SOPs/Clinical-Care/.gitkeep b/SOPs/Clinical-Care/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/SOPs/General/SOP-001-Document-Control.md b/SOPs/General/SOP-001-Document-Control.md new file mode 100644 index 0000000..b64ef52 --- /dev/null +++ b/SOPs/General/SOP-001-Document-Control.md @@ -0,0 +1,112 @@ +# Standard Operating Procedure: Document Control + +| Document ID | SOP-001 | +|-------------|---------| +| Title | Document Control | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | Quality Assurance | + +--- + +## 1. Purpose + +To establish a procedure for the creation, review, approval, distribution, and control of documents within the Quality Management System. + +## 2. Scope + +This procedure applies to all controlled documents including: +- Policies +- Standard Operating Procedures (SOPs) +- Work Instructions +- Forms and Templates +- Specifications +- External documents of external origin + +## 3. Responsibilities + +### 3.1 Document Owner +- Responsible for document content and accuracy +- Initiates document creation and revision +- Ensures periodic review is performed + +### 3.2 Quality Assurance +- Maintains the document control system +- Assigns document numbers +- Manages document distribution +- Archives obsolete documents + +### 3.3 Approvers +- Review and approve documents before release +- Ensure documents are adequate for intended purpose + +## 4. Procedure + +### 4.1 Document Creation + +1. Identify the need for a new document +2. Request document number from Quality Assurance +3. Draft document using appropriate template +4. Include all required header information +5. Submit for review and approval + +### 4.2 Document Review and Approval + +1. Route document to appropriate reviewers +2. Reviewers provide comments within 5 business days +3. Author addresses all comments +4. Final approval by designated approver +5. Quality Assurance releases document + +### 4.3 Document Numbering + +Documents shall be numbered according to the following convention: + +| Type | Prefix | Example | +|------|--------|---------| +| Policy | POL | POL-001 | +| SOP | SOP | SOP-001 | +| Work Instruction | WI | WI-001 | +| Form | FRM | FRM-001 | + +### 4.4 Revision Control + +1. All changes require documented justification +2. Changes follow same review/approval process as new documents +3. Revision number increments with each approved change +4. Revision history maintained in document footer + +### 4.5 Document Distribution + +1. Current versions available in document control system +2. Obsolete versions marked and archived +3. Training on new/revised documents as needed + +### 4.6 Periodic Review + +1. Documents reviewed at least every 2 years +2. Review documented even if no changes made +3. Reviews may result in revision or reaffirmation + +## 5. Related Documents + +- FRM-001 Document Change Request Form +- FRM-002 Document Review Record + +## 6. Definitions + +| Term | Definition | +|------|------------| +| Controlled Document | Document managed under document control system | +| Obsolete | Document no longer valid for use | +| Revision | Updated version of a document | + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/SOPs/General/SOP-002-CAPA.md b/SOPs/General/SOP-002-CAPA.md new file mode 100644 index 0000000..8dace85 --- /dev/null +++ b/SOPs/General/SOP-002-CAPA.md @@ -0,0 +1,134 @@ +# Standard Operating Procedure: Corrective and Preventive Action (CAPA) + +| Document ID | SOP-002 | +|-------------|---------| +| Title | Corrective and Preventive Action | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | Quality Assurance | + +--- + +## 1. Purpose + +To establish a systematic process for identifying, investigating, correcting, and preventing nonconformities and potential nonconformities. + +## 2. Scope + +This procedure applies to: +- Product and process nonconformities +- Customer complaints +- Audit findings +- Process deviations +- Potential nonconformities identified through risk analysis + +## 3. Definitions + +| Term | Definition | +|------|------------| +| Corrective Action | Action to eliminate the cause of a detected nonconformity | +| Preventive Action | Action to eliminate the cause of a potential nonconformity | +| Root Cause | Fundamental reason for a nonconformity | +| Effectiveness Check | Verification that implemented actions achieved desired results | + +## 4. Responsibilities + +### 4.1 CAPA Owner +- Investigates the issue +- Identifies root cause +- Develops and implements corrective/preventive actions +- Verifies effectiveness + +### 4.2 Quality Assurance +- Manages CAPA system +- Assigns CAPA numbers +- Tracks CAPA status +- Reviews and approves CAPAs +- Reports CAPA metrics to management + +### 4.3 Management +- Provides resources for CAPA implementation +- Reviews CAPA trends +- Ensures timely closure + +## 5. Procedure + +### 5.1 CAPA Initiation + +1. Identify nonconformity or potential nonconformity +2. Document issue on CAPA Form (FRM-003) +3. Classify severity and priority +4. Assign CAPA owner + +### 5.2 Investigation + +1. Gather relevant data and evidence +2. Interview personnel involved +3. Review related documents and records +4. Use appropriate investigation tools: + - 5 Whys + - Fishbone Diagram + - Failure Mode Analysis + +### 5.3 Root Cause Analysis + +1. Identify potential root causes +2. Verify root cause through evidence +3. Document root cause determination +4. Consider systemic implications + +### 5.4 Action Development + +1. Develop corrective/preventive actions +2. Assign responsibilities and due dates +3. Assess actions for: + - Appropriateness to problem severity + - Impact on other processes + - Resource requirements + +### 5.5 Implementation + +1. Execute approved actions +2. Document implementation evidence +3. Update affected documents/processes +4. Provide training as needed + +### 5.6 Effectiveness Verification + +1. Define effectiveness criteria +2. Allow sufficient time for actions to take effect +3. Collect and analyze data +4. Document verification results +5. If ineffective, reopen CAPA for further action + +### 5.7 Closure + +1. Review all CAPA documentation +2. Verify all actions completed +3. Confirm effectiveness verified +4. Obtain approval for closure + +## 6. CAPA Metrics + +Quality Assurance shall track and report: +- Number of open CAPAs +- CAPA aging +- On-time closure rate +- Effectiveness rate +- CAPAs by category/source + +## 7. Related Documents + +- FRM-003 CAPA Form +- SOP-003 Nonconforming Product Control +- SOP-004 Customer Complaints + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/SOPs/General/SOP-003-Training.md b/SOPs/General/SOP-003-Training.md new file mode 100644 index 0000000..22538c1 --- /dev/null +++ b/SOPs/General/SOP-003-Training.md @@ -0,0 +1,123 @@ +# Standard Operating Procedure: Training and Competence + +| Document ID | SOP-003 | +|-------------|---------| +| Title | Training and Competence | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | Human Resources / Quality | + +--- + +## 1. Purpose + +To ensure personnel performing work affecting product quality are competent based on appropriate education, training, skills, and experience. + +## 2. Scope + +This procedure applies to: +- All employees performing quality-affecting activities +- Contractors and temporary personnel +- Personnel requiring GxP training + +## 3. Responsibilities + +### 3.1 Supervisors/Managers +- Identify training needs for their personnel +- Ensure training is completed before performing tasks +- Evaluate competence of personnel +- Maintain department training records + +### 3.2 Human Resources +- Coordinate training programs +- Maintain central training database +- Track training compliance +- Archive training records + +### 3.3 Quality Assurance +- Develop QMS-related training +- Approve training curricula for GxP activities +- Audit training compliance + +### 3.4 Employees +- Complete assigned training on time +- Maintain current qualifications +- Report training needs to supervisor + +## 4. Procedure + +### 4.1 Training Needs Assessment + +1. Identify competence requirements for each role +2. Document requirements in job descriptions +3. Assess current competence of personnel +4. Identify training gaps + +### 4.2 Training Curriculum Development + +1. Define learning objectives +2. Develop training materials +3. Identify delivery method: + - Classroom + - On-the-job + - Self-study + - Computer-based +4. Define assessment criteria +5. Obtain approval from Quality (for GxP training) + +### 4.3 Training Delivery + +1. Schedule training session +2. Document attendance +3. Deliver training per curriculum +4. Assess comprehension through: + - Written test (minimum 80% passing) + - Practical demonstration + - Supervisor observation + +### 4.4 Training Documentation + +Training records shall include: +- Employee name and ID +- Training title and date +- Trainer name and qualifications +- Assessment results +- Signatures + +### 4.5 Retraining Requirements + +Retraining is required when: +- Significant document revisions occur +- Performance deficiencies identified +- Extended absence from job function +- Periodic requalification due + +### 4.6 New Employee Orientation + +All new employees shall complete: +1. Company orientation +2. Quality system overview +3. Job-specific training +4. SOP read and understand for applicable procedures + +## 5. Training Records Retention + +- Training records maintained for duration of employment +- Records retained 3 years after employee departure +- Records available for regulatory inspection + +## 6. Related Documents + +- FRM-004 Training Record Form +- FRM-005 Training Assessment Form +- Job Descriptions + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/SOPs/General/SOP-004-Internal-Audit.md b/SOPs/General/SOP-004-Internal-Audit.md new file mode 100644 index 0000000..749d6a5 --- /dev/null +++ b/SOPs/General/SOP-004-Internal-Audit.md @@ -0,0 +1,136 @@ +# Standard Operating Procedure: Internal Audit + +| Document ID | SOP-004 | +|-------------|---------| +| Title | Internal Audit | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | Quality Assurance | + +--- + +## 1. Purpose + +To establish a systematic approach for conducting internal audits to verify the effectiveness of the Quality Management System. + +## 2. Scope + +This procedure covers: +- QMS process audits +- Compliance audits +- Product audits +- System audits + +## 3. Definitions + +| Term | Definition | +|------|------------| +| Audit | Systematic, independent examination to determine conformance | +| Auditor | Person qualified to perform audits | +| Finding | Observation of conformance or nonconformance | +| Observation | Noted item not rising to level of finding | + +## 4. Responsibilities + +### 4.1 Lead Auditor +- Plans and schedules audits +- Prepares audit checklists +- Conducts audit activities +- Reports audit findings + +### 4.2 Quality Manager +- Maintains audit program +- Qualifies auditors +- Reviews audit reports +- Reports to management + +### 4.3 Auditee +- Provides access to areas/records +- Responds to findings +- Implements corrective actions + +## 5. Procedure + +### 5.1 Annual Audit Schedule + +1. Develop annual audit schedule considering: + - Previous audit results + - Process criticality + - Regulatory requirements + - Changes to processes +2. Ensure all QMS processes audited at least annually +3. Obtain management approval +4. Communicate schedule to affected areas + +### 5.2 Auditor Qualification + +Auditors shall: +- Complete auditor training course +- Conduct at least 2 audits under supervision +- Be independent of area being audited +- Maintain competence through ongoing audits + +### 5.3 Audit Preparation + +1. Review applicable procedures and standards +2. Review previous audit reports +3. Prepare audit checklist +4. Notify auditee of audit scope and schedule +5. Confirm auditor availability + +### 5.4 Conducting the Audit + +1. Hold opening meeting with auditee +2. Execute audit checklist +3. Gather objective evidence: + - Document review + - Personnel interviews + - Process observation +4. Document findings with evidence +5. Classify findings: + - Major Nonconformance + - Minor Nonconformance + - Observation +6. Hold closing meeting + +### 5.5 Audit Reporting + +1. Complete audit report within 5 business days +2. Report shall include: + - Audit scope and criteria + - Personnel interviewed + - Findings with evidence + - Recommendations +3. Distribute report to auditee and management + +### 5.6 Finding Resolution + +1. Auditee responds with corrective action plan within 10 business days +2. Quality reviews and approves plan +3. Auditee implements corrective actions +4. Auditor verifies effectiveness +5. Close finding upon verification + +## 6. Audit Records + +Maintain for 5 years: +- Audit schedules +- Checklists +- Reports +- Corrective action records + +## 7. Related Documents + +- FRM-006 Audit Checklist Template +- FRM-007 Audit Report Template +- SOP-002 CAPA + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/SOPs/General/SOP-005-Management-Review.md b/SOPs/General/SOP-005-Management-Review.md new file mode 100644 index 0000000..dd82006 --- /dev/null +++ b/SOPs/General/SOP-005-Management-Review.md @@ -0,0 +1,114 @@ +# Standard Operating Procedure: Management Review + +| Document ID | SOP-005 | +|-------------|---------| +| Title | Management Review | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | Quality Assurance | + +--- + +## 1. Purpose + +To ensure top management reviews the Quality Management System at planned intervals to ensure its continuing suitability, adequacy, and effectiveness. + +## 2. Scope + +This procedure applies to the periodic management review of the QMS, including all processes and quality objectives. + +## 3. Frequency + +Management reviews shall be conducted: +- At least annually +- More frequently if significant changes occur +- As needed based on quality performance + +## 4. Responsibilities + +### 4.1 Quality Manager +- Prepares management review agenda and materials +- Facilitates the meeting +- Documents meeting minutes and action items +- Tracks completion of action items + +### 4.2 Top Management +- Attends management review meetings +- Reviews QMS performance data +- Makes decisions on QMS improvements +- Allocates resources as needed + +### 4.3 Department Managers +- Provides input data for their areas +- Attends management review +- Implements assigned action items + +## 5. Management Review Inputs + +The following shall be considered: + +### 5.1 Actions from Previous Reviews +- Status of action items +- Effectiveness of implemented actions + +### 5.2 Changes in Context +- Internal changes (organization, resources) +- External changes (regulations, market) + +### 5.3 QMS Performance +- Customer satisfaction and feedback +- Quality objectives achievement +- Process performance metrics +- Nonconformities and corrective actions +- Audit results +- Supplier performance + +### 5.4 Resource Adequacy +- Personnel +- Infrastructure +- Work environment + +### 5.5 Risk and Opportunities +- Risk assessment results +- Effectiveness of risk controls +- New opportunities identified + +### 5.6 Improvement Opportunities +- Process improvements +- Product improvements +- QMS enhancements + +## 6. Management Review Outputs + +Decisions and actions related to: +- Improvement of QMS and processes +- Product improvement +- Resource needs +- Changes to quality policy or objectives + +## 7. Documentation + +### 7.1 Meeting Minutes +- Date and attendees +- Items discussed +- Decisions made +- Action items with owners and due dates + +### 7.2 Record Retention +- Management review records retained for 5 years +- Available for regulatory inspection + +## 8. Related Documents + +- FRM-008 Management Review Agenda Template +- FRM-009 Management Review Minutes Template + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/SOPs/Infection-Control/.gitkeep b/SOPs/Infection-Control/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/SOPs/Medication-Management/.gitkeep b/SOPs/Medication-Management/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/SOPs/Patient-Care/SOP-OPT-001-Appointment-Management.md b/SOPs/Patient-Care/SOP-OPT-001-Appointment-Management.md new file mode 100644 index 0000000..47aa7dd --- /dev/null +++ b/SOPs/Patient-Care/SOP-OPT-001-Appointment-Management.md @@ -0,0 +1,276 @@ +# Standard Operating Procedure: Outpatient Appointment Management + +| Document ID | SOP-OPT-001 | +|-------------|-------------| +| Title | Outpatient Appointment Scheduling and Management | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | Outpatient Services | + +--- + +## 1. Purpose + +To establish standardized procedures for scheduling, managing, and documenting outpatient appointments to ensure efficient clinic operations, optimize provider schedules, and enhance patient access to care. + +## 2. Scope + +This procedure applies to all outpatient appointment scheduling including: +- New patient appointments +- Follow-up appointments +- Procedure appointments +- Telehealth visits +- Same-day/urgent appointments +- Specialist referrals + +## 3. Responsibilities + +### 3.1 Scheduling Staff +- Schedule appointments per protocols +- Verify insurance and authorizations +- Communicate appointment details to patients +- Manage appointment reminders + +### 3.2 Front Desk Staff +- Complete patient check-in/check-out +- Collect copays and outstanding balances +- Update patient demographics +- Schedule follow-up appointments + +### 3.3 Clinical Staff +- Prepare patients for encounters +- Document clinical information +- Communicate provider schedules + +### 3.4 Providers +- Adhere to schedule templates +- Communicate scheduling preferences +- Approve schedule modifications + +## 4. Definitions + +| Term | Definition | +|------|------------| +| New Patient | Patient not seen by practice within past 3 years | +| Established Patient | Patient seen within past 3 years | +| Slot | Designated time block for specific appointment type | +| Template | Schedule structure defining available appointment types | +| No-Show | Patient who fails to appear for scheduled appointment | + +## 5. Procedure + +### 5.1 Appointment Scheduling + +#### 5.1.1 Information to Collect +| Required Information | Check | +|---------------------|-------| +| Patient full legal name | ☐ | +| Date of birth | ☐ | +| Contact phone number(s) | ☐ | +| Email address (optional) | ☐ | +| Insurance information | ☐ | +| Referring provider (if applicable) | ☐ | +| Reason for visit | ☐ | +| Preferred appointment times | ☐ | + +#### 5.1.2 Appointment Type Selection + +| Appointment Type | Duration | Notes | +|-----------------|----------|-------| +| New Patient Comprehensive | 60 min | Full history and physical | +| New Patient Focused | 30-45 min | Single concern | +| Established Patient Follow-up | 15-20 min | Routine follow-up | +| Established Patient Extended | 30-40 min | Complex issues | +| Procedure | Varies | Per procedure type | +| Telehealth | 15-30 min | Virtual visit | +| Same-Day/Urgent | 15-20 min | Acute concerns | + +#### 5.1.3 Scheduling Process +1. **Verify Patient Status** + - New vs. established patient + - Check for alerts or special needs + - Review last visit date + +2. **Match Appointment Type** + - Assess reason for visit + - Select appropriate appointment type + - Confirm duration adequate for needs + +3. **Find Available Slot** + - Check provider availability + - Offer multiple date/time options + - Consider patient preferences + +4. **Complete Booking** + - Confirm appointment details + - Verify contact information + - Document special requests + +5. **Provide Appointment Information** + - Appointment date and time + - Location and parking information + - Pre-appointment instructions + - What to bring (insurance, ID, referral, etc.) + - Cancellation policy + +### 5.2 Appointment Reminders + +| Reminder Type | Timing | Method | +|--------------|--------|--------| +| Initial confirmation | At scheduling | Verbal + written | +| First reminder | 7 days prior | Automated call/text/email | +| Second reminder | 2-3 days prior | Automated call/text/email | +| Final reminder | 1 day prior | Automated call/text/email | + +### 5.3 Check-In Process + +1. **Patient Arrival** + - Greet patient professionally + - Verify identity (photo ID) + - Confirm appointment details + +2. **Registration Update** + - Review and update demographics + - Verify insurance information + - Collect copies of cards if changed + - Verify emergency contact + +3. **Documentation Collection** + - Obtain referral authorization (if required) + - Collect completed forms + - Obtain signatures as needed + +4. **Financial** + - Verify insurance eligibility + - Collect copay + - Discuss outstanding balances + - Arrange payment plans if needed + +5. **Clinical Handoff** + - Note patient arrival in system + - Alert clinical staff + - Provide estimated wait time if delayed + +### 5.4 Check-Out Process + +1. **Schedule Follow-up** + - Review provider orders for follow-up timing + - Offer appointment options + - Provide written confirmation + +2. **Orders and Referrals** + - Provide lab/imaging orders + - Explain referral process + - Schedule procedures as indicated + +3. **Financial Close** + - Collect any additional payments + - Provide receipts + - Explain billing process + +4. **Patient Materials** + - After visit summary + - Educational materials + - Prescription information + +### 5.5 No-Show Management + +1. **Same-Day Follow-up** + - Attempt to contact patient + - Document contact attempts + - Offer rescheduling + +2. **Documentation** + - Mark appointment as no-show + - Document reason if known + - Note rescheduling attempts + +3. **Pattern Identification** + - Track chronic no-shows + - Implement interventions: + - Phone reminders + - Require confirmation + - Consider scheduling policies + +4. **Clinical Considerations** + - Flag urgent clinical needs + - Notify provider if clinically significant + - Send follow-up communication per policy + +### 5.6 Cancellations and Rescheduling + +#### Patient-Initiated +1. Document reason for cancellation +2. Offer alternative dates +3. Update appointment status +4. Fill vacated slot if possible + +#### Provider-Initiated +1. Notify affected patients promptly +2. Offer alternative dates/providers +3. Document reason +4. Prioritize by clinical urgency + +### 5.7 Wait List Management + +1. **Add to Wait List** + - Earlier date desired + - Specific provider requested + - Urgent clinical need + +2. **Work Wait List** + - Check daily for openings + - Contact patients in priority order + - Update list status + +## 6. Special Situations + +### 6.1 Same-Day Appointments +- Reserve slots for urgent needs +- Assess acuity to determine appropriateness +- Document medical necessity + +### 6.2 Telehealth Appointments +- Verify technology capability +- Provide access instructions +- Confirm consent for telehealth +- Test connection before appointment + +### 6.3 Interpreter Services +- Identify language needs at scheduling +- Arrange interpreter services in advance +- Allow additional appointment time +- Document interpreter used + +## 7. Documentation + +- FRM-OPT-001 New Patient Registration +- FRM-OPT-002 Insurance Verification +- Appointment confirmation letter/text +- Check-in/check-out log + +## 8. Quality Metrics + +| Metric | Target | +|--------|--------| +| Schedule utilization | >85% | +| No-show rate | <10% | +| Same-day cancellation rate | <5% | +| Wait time to appointment (new patients) | Per specialty benchmark | +| Patient satisfaction with scheduling | >90% | + +## 9. References + +- Practice management policies +- Insurance contract requirements +- State and federal regulations + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/SOPs/Patient-Flow/.gitkeep b/SOPs/Patient-Flow/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/SOPs/Procedures/.gitkeep b/SOPs/Procedures/.gitkeep new file mode 100644 index 0000000..e69de29 diff --git a/SOPs/Safety/.gitkeep b/SOPs/Safety/.gitkeep new file mode 100644 index 0000000..dcf2c80 --- /dev/null +++ b/SOPs/Safety/.gitkeep @@ -0,0 +1 @@ +# Placeholder diff --git a/Templates/SOP-Template.md b/Templates/SOP-Template.md new file mode 100644 index 0000000..2e9f35e --- /dev/null +++ b/Templates/SOP-Template.md @@ -0,0 +1,62 @@ +# Standard Operating Procedure: [Title] + +| Document ID | SOP-XXX | +|-------------|---------| +| Title | [Title] | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | [DEPARTMENT] | + +--- + +## 1. Purpose + +[State the purpose of this procedure] + +## 2. Scope + +[Define the scope and applicability] + +## 3. Responsibilities + +### 3.1 [Role 1] +- [Responsibility] +- [Responsibility] + +### 3.2 [Role 2] +- [Responsibility] +- [Responsibility] + +## 4. Definitions + +| Term | Definition | +|------|------------| +| | | + +## 5. Procedure + +### 5.1 [Section Title] + +[Procedure steps] + +### 5.2 [Section Title] + +[Procedure steps] + +## 6. Related Documents + +- [List related procedures, forms, etc.] + +## 7. References + +- [External standards, regulations, etc.] + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] | diff --git a/Work Instructions/WI-001-Template.md b/Work Instructions/WI-001-Template.md new file mode 100644 index 0000000..68167f1 --- /dev/null +++ b/Work Instructions/WI-001-Template.md @@ -0,0 +1,68 @@ +# Work Instruction: [Title] + +| Document ID | WI-001 | +|-------------|--------| +| Title | [Title] | +| Revision | 1.0 | +| Effective Date | [DATE] | +| Author | [AUTHOR] | +| Approved By | [APPROVER] | +| Department | [DEPARTMENT] | + +--- + +## 1. Purpose + +[Describe the purpose of this work instruction] + +## 2. Scope + +[Define what activities this instruction covers] + +## 3. Safety Precautions + +- [List any safety requirements] +- [Personal protective equipment needed] +- [Hazards to be aware of] + +## 4. Equipment/Materials Required + +| Item | Specification | +|------|---------------| +| | | +| | | + +## 5. Procedure + +### Step 1: [Title] +[Detailed instructions] + +### Step 2: [Title] +[Detailed instructions] + +### Step 3: [Title] +[Detailed instructions] + +## 6. Acceptance Criteria + +[Define what constitutes successful completion] + +## 7. Records + +| Record | Location | Retention | +|--------|----------|-----------| +| | | | + +## 8. References + +- [Related SOPs] +- [Specifications] +- [Standards] + +--- + +## Revision History + +| Rev | Date | Description | Author | +|-----|------|-------------|--------| +| 1.0 | [DATE] | Initial release | [AUTHOR] |