Medical Weight Loss Program Workflow Guide
Overview
The Medical Weight Loss workflow by Clinicminds provides a comprehensive system for managing patient journeys from initial screening through treatment and follow-up. This workflow streamlines your clinic's operations while ensuring patients receive appropriate care and follow-up. This guide will walk you through each workflow component in detail, explaining what happens at each step and how to implement it effectively within your practice.
For visual reference, refer to the workflow diagram, which illustrates the complete patient journey through your medical weight loss program. Alternatively you can download a pdf file of this workflow at the end of this article.
Initial Patient Screening
The workflow begins with an online screening process hosted on your clinic's website:
Website Entry Point: Patients discover your medical weight loss program and visit your clinic's website. This is the first touchpoint in their patient journey.
Eligibility Screening: Your website should feature a custom screening questionnaire that you've developed specifically for your clinic. This questionnaire should include:
BMI calculator (requiring height and weight inputs)
Basic medical questions relevant to weight loss treatment eligibility
Note: Clinicminds does not provide this questionnaire or widget. Your clinic is responsible for creating and implementing this screening tool on your website.
FIT Assessment: Based on the screening responses, your questionnaire logic determines if the patient meets the eligibility criteria for your weight loss program:
If the patient is not suitable (marked as "No" in the workflow), they receive immediate feedback explaining why they don't qualify and suggesting alternative options if appropriate.
If the patient is suitable (marked as "Yes" in the workflow), they are identified as a new customer and directed to the next step in the process.
Appointment Scheduling
For patients who qualify after screening:
Booking Options: Qualified patients are automatically directed to your Clinicminds scheduling interface, where they can:
Use the online scheduler to select an available appointment time
Find your clinic's phone number to call and schedule with a staff member
Integrating your screening questionnaire and Clinicminds scheduling system should be seamless, creating a smooth transition for the patient.
Consultation Type Selection: During the scheduling process, patients can choose between:
Video Consultation: Remote appointments conducted through Clinicminds' integrated telehealth features
Physical Consultation: In-person appointments at your clinic location
Both options should be clearly explained, as well as their respective benefits, to help patients make an informed choice.
Consultation and Decision Making
This crucial phase involves direct interaction between the healthcare provider and the patient:
Medical Assessment: During the consultation (whether virtual or in-person), the practitioner conducts a thorough evaluation that includes:
Reviewing the patient's completed questionnaire responses
Discussing weight loss goals and expectations
Evaluating medical history in greater detail
Assessing the patient's understanding of the program
Explaining available treatment options and their potential benefits/risks
Collaborative Decision-Making Process: Following the assessment, the patient and practitioner decide how to proceed. The workflow accommodates four possible outcomes:
a. Decline Treatment (End - Declines treatment):
The patient decides not to move forward with the weight loss program
The Clinicminds system marks this outcome in the patient record
You may wish to implement follow-up communication for these patients to address any concerns
b. Schedule Review (Schedule review appointment):
The patient needs more time to consider
A future review appointment is scheduled in the Clinicminds system
The patient remains in an active but pending status
c. Proceed with Online Treatment (Proceed with treatment online):
The patient agrees to begin treatment through virtual care
The practitioner confirms this is medically appropriate
The workflow continues to the online treatment pathway
d. Proceed with In-Clinic Treatment (Proceed with treatment in clinic):
The patient opts for in-person therapy at your facility
The practitioner confirms this is medically appropriate
The workflow continues to the in-clinic treatment pathway
Treatment and Payment Processing
For Online Treatment Path:
Treatment Plan Creation: The practitioner uses Clinicminds to:
Document the treatment plan in detail
Create any necessary prescriptions in the system
Generate an invoice for services
Close the current encounter record
This comprehensive documentation ensures all aspects of care are properly recorded.
Payment Processing: The system initiates a streamlined payment workflow:
A payment link is sent to the patient via email or SMS
The patient completes payment remotely through your secure payment gateway
Once payment is received, the amount is credited to the patient's wallet in Clinicminds
A notification confirms successful payment to both the patient and your staff
Assign the wallet amount to the outstanding invoice
Prescription Delivery: After payment confirmation:
The prescription is automatically sent to the preferred pharmacy or patient electronically
The system records the prescription delivery in the patient's chart
Follow-up Scheduling:
A review appointment is immediately scheduled and confirmed with the patient
The appointment details are added to the patient's record
Automatic reminders are set up for this follow-up appointment
For In-Clinic Treatment Path:
In-Clinic Treatment Delivery:
The patient receives treatment at your physical location
This might include injections or medication dispensing
The practitioner provides direct care and monitoring
Documentation and Billing: The Clinicminds system is used to:
Create a detailed treatment record of the services provided
Document observations, measurements, and patient response
Generate an invoice for the services rendered
Process payment while the patient is still in the clinic
Follow-up Process
The follow-up phase maintains patient engagement and continuity of care:
Re-Order/Continuation Options: After the initial treatment period, patients have flexibility in how they continue:
Treatments online: Continue with virtual care for convenience
Treatments in-clinic: Continue with in-person care for hands-on treatment
The Clinicminds system tracks patient and maintains their treatment history regardless of their choice.
Patient Decision Points: At follow-up, the patient may:
a. Decline Further Review:
If the patient chooses to discontinue treatment
The system allows for documentation of the reason for discontinuation
You may implement satisfaction surveys or future follow-up communications
b. Proceed Online:
The patient continues with virtual appointments
The system loops back to the online treatment workflow
Previous treatment records inform the ongoing care plan
c. Proceed In-Clinic:
The patient continues with in-person appointments
The system loops back to the in-clinic treatment workflow
Previous treatment records inform the ongoing care plan
Optional Features to Enhance Your Workflow
Clinicminds offers several optional features that can be enabled to improve your clinic's efficiency:
Online Payment during Bookings:
Enable prepayment requirements during the scheduling process
Set full or partial payment options (also to reduce no-shows)
Configure payment thresholds based on appointment types
This feature significantly reduces appointment no-shows while improving cash flow.
Home Consent Signing:
Consent forms are automatically sent alongside the medical questionnaire
Patients can review and sign documents electronically before their appointment
Completed forms are automatically stored in the patient's record
This streamlines the in-clinic experience and reduces paperwork during appointments.
Immediate Flag Notifications:
Configure alerts concerning questionnaire responses
If a patient answers specific questions in ways that raise clinical concerns, your staff receives immediate notifications
These alerts can be sent via email to appropriate staff members
This feature enhances patient safety by ensuring a timely review of potential medical issues.
Automatic Cancellation:
Set a defined timeframe for payment completion
If payment isn't received within this window, the system automatically cancels the appointment
This opens the slot for other patients
Configure automatic notifications to both patients and staff when cancellations occur
This feature optimizes your clinic schedule and reduces unpaid appointments.
Package Pre-Selection Option:
After screening completion, offer patients direct links to specific weight loss packages
This simplifies the patient decision-making process and speeds up enrollment
This optional workflow modification can increase conversion rates and streamline the patient journey.
Implementation Recommendations
To successfully implement this workflow in your clinic:
System Configuration: Work with Clinicminds support staff to properly configure all workflow elements within your system.
Staff Training: Conduct comprehensive training sessions with all team members involved in the weight loss program:
Front desk staff should understand the scheduling and payment processes
Clinical staff should be trained on documentation requirements and decision points
Patient Education Materials: Develop clear instructions for patients about what to expect at each stage of the process:
Create an FAQ document addressing common questions
Develop email templates explaining the next steps after screening
Workflow Testing: Before full implementation, conduct test runs with staff members acting as patients to identify any issues or bottlenecks.
Regular Review: Schedule quarterly reviews of your workflow performance:
Analyze conversion rates from screening to scheduling
Review no-show percentages and payment completion rates
Gather feedback from both staff and patients on the process
Need Additional Support?
Please contact our support team if you need assistance implementing this workflow or have questions about configuring specific features. We're here to help you optimize your clinic operations and provide the best possible experience for your weight loss program patients.