Workflow for small practices
Use the workflow below to help you implement or improve your teledermatology operations. This version is designed for solo or small practices. There is a distinct PDF guide for dermatologists who practice in an academic or multispecialty organization.
1. Technology setup
Create a generic account on a teledermatology platform, one tied to the office that staff can use. This allows you to contact the patient directly to initiate an appointment. The patient will see the generic account name, not a personal device name.
2. Scheduling visits
Incorporate telemedermatology into your regular scheduling process.
- Scheduling staff collects insurance information from patient.
- For phone scheduling, add a message informing patients that you offer teledermatology and explain how they can learn more.
- For the patient portal, add a note informing patients of teledermatology options.
- Provide patients with a simple, short guide for accessing the technology, including a link to the telehealth platform
- If your patient has questions about preparing for a telemedicine appointment, use our email template (Word) to help them prepare. The email template links to these seven simple steps that will help prepare them.
- If it is your policy, have the patient complete a teledermatology consent form (PDF).
3. Check-in
The scheduling platform alerts staff of upcoming teledermatology appointment.
- The patient receives an automated reminder to check in. The patient then logs in to the teledermatology platform.
- The patients typically enters a digital waiting room.
4. Appointment
Depending on the type of encounter and patient condition, a teledermatology visit unfolds much like an in-person visit.
- A nurse or other non-physician clinician (NPC) records the patient's history and vitals, etc.
- The dermatologist then takes over the encounter, diagnosing and prescribing treatment.
- The dermatologist or the virtual scribe charts the visit in the EHR, including prescriptions and the treatment plan.
- At the end of the encounter, the NPC may schedule a follow-up visit or help with a referral.
5. Follow-up
The NPC schedules a follow-up visit, if needed, and concludes the virtual visit.
- If appropriate, send an aftercare survey on the teledermatology process and to measure patient satisfaction.
Other considerations
Check with your state and malpractice provider to ensure the telehealth services that you plan to provide will be covered.
Check with your EHR vendor about telehealth options. If available, this option can help streamline scheduling and documentation.
Review compliance requirements outlined at Starting teledermatology.
Alternating between virtual and in-person visits will allow your office to better accommodate patient schedules. Ensure billing staff is trained on proper telehealth codes for CMS and private payers. See our Reimbursement page for more billing and coding information.
Prepare a process for urgent teledermatology cases, so you can triage and screen the patient to schedule appropriate care.
The time allotment for a virtual visit should be similar to the same type of in-person visit, such as new patient encounters, follow up visits, and so forth.
Online teledermatology course
Earn CME with our online course “Making Teledermatology Work for You: Practice Integration, Training, and Coding.”
Access courseAdditional Academy resources
See the Academy's coding resource center for guidance on dermatology codes.
See the Academy's resources designed to help you streamline and ease burdens in the EHR.
Access Academy compliance resources on HIPAA, OSHA, CLIA, and more.
Use our online form to contact practice management staff with questions or concerns.
