A 35 year old female with upper right quadrant pain is scheduled for an ultrasound this morning. When she arrives at the facility, she is questioned about her preparation for the procedure, and it is determined that she cannot have the ultrasound because she ate a liquid, free breakfast. The patient calls your office and is quite upset because she had to reschedule her appointment. She claims that the medical assistant never told her that she couldn't have anything to eat or drink after midnight. However, the medical assistant did explain all preparation instructions and gave her printed instructions to take with her.

1. How might this situation be handled in a professional manner?

2. How might this error have been prevented?