| Summary: | Significance & Background: Coordinating infusion and oncology clinic appointments in a rural area is a complex challenge due to travel distance and transportation barriers. Collaborative coordination can reduce reschedules, cancellations, and subsequent treatment delays. Purpose: The purpose of chairside scheduling is to coordinate future infusion and clinic visits with an experienced scheduler while the patient is receiving their infusion. This approach allows the patient and caregiver to actively participate in the scheduling process to arrange transportation and reduces potential for rescheduling or cancellations. 2024 baseline data demonstrated a 7.92% Patient Cancellation Rate, a 7.68% No Show Rate, and 73.33% Chair Utilization. Interventions: When a patient arrives to their infusion chair, a centralized scheduler presents with a Workstation on Wheels (WOW). Utilizing scheduling templates and Solutions View feature in Epic EMR, the scheduler proposes a future appointment as directed in the disposition note and treatment plan. If the patient accepts the proposed appointments, a printed schedule is provided. If the patient does not accept the proposed appointment, an alternative option is presented. Patient preferences are taken into consideration but only within the constraints of the scheduling templates. When a consensus has been reached, a printed schedule is provided. Results: Anecdotal feedback received from patients and the centralized scheduler has been overwhelmingly positive. A scheduler well-versed in treatment plans can utilize Epic functionality and provider templating to coordinate appointment times. The patient and caregiver can voice potential barriers to upcoming appointments prior to finalizing the next visit. Initial comparison data demonstrates an increase in Patient Cancellation (9.37% YTD), a nominal increase in No Show Rate (7.90% YTD), and an increase in chair utilization (78.28% YTD). Discussion: While initial data is marginal, a continued effort is necessary to determine the overall outcome of this innovative scheduling strategy. This approach is recommended for rural sites, those who utilize separate teams for clinic scheduling and infusion scheduling, and/or sites that have seen a rise in rescheduling. Identifying a qualified, competent centralized scheduler is essential to the success of this scheduling method. A clinical background is not required but familiarity with treatment plans (length of infusions, injection versus infusion, pre-medications) is crucial.
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