4.4 Scheduling Surgeries, Diagnostic Tests, and Telehealth
Key Takeaways
- Surgical scheduling requires coordinating with the surgeon, facility, anesthesiologist, and patient for pre-operative requirements
- Pre-operative instructions (NPO, medication adjustments, arrival time) must be clearly communicated to the patient
- Diagnostic test scheduling requires knowledge of preparation requirements (fasting, contrast, medication holds) for each test type
- Insurance authorization must be obtained before scheduling surgical procedures and many diagnostic tests
- Telehealth appointment scheduling requires technology verification, platform instructions, and insurance confirmation of telehealth coverage
- Follow-up scheduling should be completed at checkout to ensure continuity of care
Last updated: March 2026
Scheduling Surgeries, Diagnostic Tests, and Telehealth
Beyond routine office visits, CMAAs coordinate scheduling for surgeries, diagnostic procedures, and telehealth appointments. Each requires specific knowledge and attention to detail.
Surgical Scheduling
Pre-Operative Coordination
| Component | CMAA Responsibility |
|---|---|
| Prior authorization | Obtain insurance authorization before scheduling |
| Facility booking | Reserve the operating room or procedure suite |
| Surgeon coordination | Confirm the surgeon's availability and preferences |
| Anesthesia | Coordinate with the anesthesiologist or anesthesia team |
| Pre-op testing | Schedule required pre-operative labs, EKG, or imaging |
| Pre-op appointment | Schedule a pre-operative visit with the surgeon if needed |
| Patient instructions | Provide clear pre-operative instructions |
Pre-Operative Patient Instructions
CMAAs must clearly communicate pre-operative instructions, which may include:
| Instruction | Details |
|---|---|
| NPO (nothing by mouth) | Typically no food or drink after midnight before surgery |
| Medication adjustments | Which medications to take/stop (per provider's instructions) — e.g., blood thinners may need to be stopped |
| Arrival time | Usually 1-2 hours before the scheduled procedure time |
| What to bring | Photo ID, insurance cards, list of current medications, advance directives |
| What not to bring | Jewelry, valuables, contact lenses |
| Transportation | Arrange for a driver — patients cannot drive after sedation/anesthesia |
| Post-operative care | Arrange for someone to stay with the patient for 24 hours post-surgery |
Diagnostic Test Scheduling
Common Test Preparation Requirements
| Test | Preparation |
|---|---|
| Fasting blood work (glucose, lipid panel, BMP) | NPO for 8-12 hours before the test; water is usually permitted |
| Colonoscopy | Bowel preparation (laxative solution) the day before; clear liquid diet; NPO after midnight |
| CT scan with contrast | Check for allergies (contrast dye, shellfish); may require fasting; check kidney function (creatinine) |
| MRI | Remove all metal objects; screen for implanted devices (pacemakers, metal implants); may need contrast |
| Mammogram | No deodorant, powder, or lotion on day of test |
| Stress test | No caffeine for 24 hours; wear comfortable clothes/shoes; specific medication holds |
| Ultrasound (abdominal) | NPO for 8-12 hours for gallbladder/liver; full bladder for pelvic ultrasound |
| Echocardiogram | Generally no special preparation needed |
| PFT (pulmonary function test) | No smoking for 4-6 hours before; no bronchodilators (per provider instruction) |
Scheduling Diagnostic Tests Checklist
- Verify insurance coverage and authorization requirements
- Obtain prior authorization if needed
- Choose an in-network facility when possible
- Schedule at a time that accommodates preparation requirements
- Provide written preparation instructions to the patient
- Confirm the patient understands the instructions (teach-back)
- Remind the patient of the appointment 1-2 days before
- Ensure relevant medical records are sent to the testing facility
Telehealth Scheduling
Telehealth visits have become a permanent part of healthcare delivery. CMAAs must be prepared to schedule and support virtual visits.
Telehealth Scheduling Considerations
| Consideration | CMAA Action |
|---|---|
| Insurance coverage | Verify the patient's plan covers telehealth visits (most do post-2020, but check copay differences) |
| Technology check | Confirm the patient has the necessary device, internet connection, and software |
| Platform instructions | Send the patient clear instructions for accessing the telehealth platform |
| Test connection | Offer a test call before the actual appointment for first-time telehealth users |
| Consent | Ensure telehealth consent forms are completed before the visit |
| Privacy | Advise the patient to be in a private, quiet location during the visit |
| Documentation | Note the visit type as "telehealth" in the scheduling system |
Appropriate Telehealth Visits
| Appropriate | Not Appropriate |
|---|---|
| Follow-up visits | Physical examinations requiring hands-on assessment |
| Medication management | Procedures and in-office tests |
| Mental health counseling | Emergency or acute care |
| Chronic disease monitoring | New symptoms requiring physical exam |
| Lab result reviews | Diagnostic imaging review requiring patient presence |
| Pre-operative consultations | Post-surgical wound checks (usually) |
Follow-Up Scheduling at Checkout
Scheduling follow-up appointments at checkout is a best practice that:
- Ensures continuity of care
- Reduces the chance of patients forgetting to schedule
- Fills future schedule slots
- Improves patient compliance with treatment plans
Checkout Scheduling Process
- Review the provider's instructions for follow-up timing (e.g., "return in 2 weeks")
- Offer the patient 2-3 appointment options
- Confirm the appointment date, time, and any preparation needed
- Provide a printed or electronic appointment reminder card
- Enter the appointment in the scheduling system
- Set up an automated reminder for the patient
Test Your Knowledge
A patient is scheduled for a colonoscopy. Which pre-operative instruction is MOST important for the CMAA to communicate?
A
B
C
D
Test Your Knowledge
Before scheduling an MRI for a patient, the CMAA should screen for:
A
B
C
D
Test Your Knowledge
A patient wants to schedule a telehealth visit but has never used the platform before. What should the CMAA do?
A
B
C
D
Test Your Knowledge
A new patient is being scheduled for their first appointment. How much time should typically be allotted compared to an established patient follow-up?
A
B
C
D
Test Your Knowledge
The provider instructs the CMAA to schedule a patient for fasting blood work. What preparation instructions should the CMAA give the patient?
A
B
C
D