To ensure every patient encounter is efficient, professional, and centered around compassionate, high-quality care, all providers at Besa Health are expected to perform proper preparation before entering any clinical visit—whether in-person or virtual.

Thorough preparation builds patient trust, reduces errors, and improves outcomes. This guide outlines the minimum expectations for pre-encounter prep.

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⚠️ If for any reason you are not able to access the EHR and the Patient is there at the facility, please use the Backup paper copy of the encounter form. We will then input it into the EHR when available. 

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📝 Pre-Encounter Checklist for Providers


1. Review the Patient’s Chart Thoroughly

  • Chief Complaint / Reason for Visit
    • Understand why the patient is being seen today.
    • Take note of any urgent flags or repeated concerns.
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  • Recent Notes or Previous Encounters
    • Review the last visit summary, relevant labs, and provider notes.
    • Check for follow-up instructions that need to be addressed.
  • Medications & Allergies
    • Review current medication list.
    • Be alert to interactions or changes between the different visits.
    • Check for flagged allergies in the system.
  • Medical History & Problem List
    • Familiarize yourself with chronic conditions and relevant surgical or hospital history.
    • Update or clean up the problem list if needed.

2. Review Upcoming Orders or Follow-Ups

  • Check if labs, imaging, or referrals were ordered and completed since the last visit.
  • Review any open tasks that may need to be addressed or closed out today.
  • Prepare to discuss results or progress related to care plans initiated previously.

3. Review Social & Behavioral Health Factors

  • Review any social determinants of health on file (housing, transportation, income challenges, etc.).
  • Note any mental health or behavioral health diagnoses or concerns.
  • Be sensitive to cultural or language preferences.

 

4. Set Up the Physical or Virtual Room

  • For in-person visits:
    • Ensure the room is clean, stocked, and set up for the type of visit scheduled.
    • Have any equipment needed ready (e.g., BP cuff, otoscope, etc.).
    • The exam room should be so clean that you would love to have a date inside.
  • For virtual visits:
    • Test your video and audio ahead of time.
    • Ensure lighting, camera angle, and background are professional.
    • Close out distractions (email, notifications) and have the EHR open.

5. Mentally Prepare for the Encounter

  • Be fully present.
    • Take a moment to clear your mind of distractions and center your focus on the patient.
    • Review any emotional, behavioral, or sensitive topics that may require extra care.
  • Approach the encounter with:
    • Empathy
    • Curiosity
    • A solutions-oriented mindset
    • No pre-conceived diagnosis

Remember: The patient is a person first, not a chart or diagnosis.


6. Communicate with Your Team (if needed)

  • Check in with support staff regarding the visit.
    • Check to make sure the Vitals are showing in their encounter?
    • Are there updates from family members, caregivers, or other providers?
    • Coordinate with care coordinators, case managers, or front office staff if follow-up logistics are needed.

 

💬 Why Prep Matters at besa Health

Patient-centered care starts before the first word is spoken. When providers take time to prepare:

  • Patients feel seen, respected, and cared for.
  • Encounters are more efficient and impactful.
  • Trust and loyalty are built.
  • Clinical decisions are safer and more accurate.

 

✅ Summary: Quick Pre-Visit Prep Flow

✔️ Review reason for visit
✔️ Review past notes, meds, allergies
✔️ Review labs, imaging, and follow-ups
✔️ Note social, behavioral, or mental health factors
✔️ Set up your space professionally
✔️ Mentally and emotionally prepare
✔️ Loop in your team if needed

 

Thank you for taking the time to show up prepared. At besa Health, clinical excellence begins before the patient walks through the door—or logs into the call.