Coordinating Peer to Peer Calls

Peer to Peer calls are always 15 minutes by phone at no-charge unless doctor specifies otherwise.

1. If an external clinician reaches out to request a call with one of our clinicians, confirm who the patient is, then ask the Potomac Psychiatry clinician if you may arrange this call.
   1. Add the task item to the project management board, making sure to fill in all necessary fields.
2. Once you have confirmation you from the Potomac Psychiatry clinician that you may schedule, check the patient chart for consent.
   1. If there is no consent on file, send a consent form to the patient through the portal and send a portal message asking them to complete it. 
      1. Sample message template: "Hello, I have added a blank consent form to your portal for the purpose of care coordination. Please complete the consent with [Dr. X's] name and information so we may arrange for a call between them and your Potomac Psychiatry clinician. 
3. Once consent is received, coordinate the call.
   1. Dr. Lyerly: Ask him directly for dates and times you may offer for the call and whether he will charge for it. 
      1. If he opts to charge for it, contact the patient to ask if they authorize the fee.
   2. Contact the external clinician to offer dates and times for the call. Be sure to inform that that this call will be a 15-minute phone consultation, and our doctor needs a number to dial out for the call, as they do not have direct lines to accept calls.
      1. Whenever possible, contact the external clinician via email (to reduce phone tag and to provide several options in writing) to let them know we would like to arrange a peer to peer call between them and our doctor for a mutual patient.
      2. Provide a range of time options and ask them to select a few that work in case any spots are no longer available once we finalize. You may offer any open 15 minute spots the next day or thereafter. 
         1. It is best to offer slots where only 15 minutes are available, or just before or after another appointment, so you can leave 30+ minute slots for patients who want to schedule.
      3. Let them know that our doctor would need a number to call at that time.
         1. If they prefer zoom, ask the doctor if it is ok. Dr. Portillo and Dr. Lyerly will not be open to zoom for these calls.
   3. Once confirmed, add to AMD as an appointment under appointment type “admin time” and in the notes add the name of the person our doctor should call, their direct call number, and relationship to the patient.