Just in Time
Provider Scheduling

• Here is how this work rolls out, the meetings in red are the ones we suggest your medical providers attend, thought they are obviously welcome at all of the meetings if you choose to have them there -  

  1. Initial Kick off and 1st Planning Meeting - 2 Hour Internet Meeting – A review of what JIT looks like at fidelity for all medical staff (Direct service providers and support staff) to assure that all the team members see what the JIT system is supposed to be.  This offers a lot of opportunity for your team and your consultant to take note in the differences of your system as it is installed versus what the model looks like in fidelity.  As well, the team will be given some data capture tools to fill out prior to the next meeting that look at the organization’s capacity and scheduling practices. -  (Normal turn to meeting #2 is 1-2 weeks.  Items that must be completed before scheduling meeting 2 are – The Caseload Calculator and the Scheduling Matrix).

  1. Planning Meeting #2 - 2 Hour Internet Meeting – Finalizing set up with your medical support staff using the data measurement tools given out at the first meeting.  Some teams will include a representative for their providers like their medical director for this meeting, but we do not need all or your medical providers there (Medical providers are welcome to attend, but for most teams it is cost prohibitive).   

  1. 2 - One Hour Internet Meetings for Peer consultation – 2 Peer Meetings scheduled during your planning meetings for 1 hour each to hear their experiences and for them to answer your questions.  Here are the details on those 2 sessions:

     1. Valerie Westhead, MD, Former Chief Medical Officer, Aspire Health Partners - Seminole who can/will discuss the process from the providers aspect (Normally the attendees are your medical providers along with the support staff and/or management staff). 

     2. Valerie Westhead, MD, Former Chief Medical Officer, Aspire Health Partners - Seminole to discuss the practice management of E&M services in an outpatient psychiatric practice to achieve the best results and compliance with national standards using JIT

  1. Planning Meeting #3 – 1-2 Hour Internet Meeting – Right before going live, this meeting allows us to finalize your set up with your medical support staff.  Some teams will include a representatives for their medical providers like their medical director for this meeting, but we do not need all or your medical providers there unless they have last minute questions/concerns on set up (Medical providers are welcome to attend, but for most teams it is cost prohibitive).

  1. Review Meetings 1 and #2 -1 Hour Internet Meeting – These two meetings are set to review your results/answer your questions after you have gone live (Attendees vary, and is up to the team based upon what their questions are). 

Timeframe: 6-7 months (2 months of set up, 3 months for conversion, and 1-2 months of follow up.)