Add a Patient:
If a patient whose appointment is to be scheduled is not registered in the system, this icon helps in quick registration.
Click this icon to invoke the New Patient popup and enter the required details to register the patient.
Once the patient is registered, the patient's name is populated in the Name field.
Patient Appointment History icon:
If a patient is selected, then a click on this icon invokes the Appointment History popup which displays the Appointment History of the selected patient in descending order
i.e. latest entry first.
If no patient is selected, then a click on this icon invokes the Patient search popup.
On selecting a patient from this popup, the previous appointment details of the selected patient are displayed in the Appointment History popup.
Appointment history is available only for registered patients.
Date: Select the preferable date of appointment from the Calendar or enter a date manually. The default value displayed in this field is the current date.
Time: Select the preferable appointment time from dropdown options. The dropdown options for are populated with Clinic Start Time till Clinic Close Time. The time format displayed here depends on the property appointment.militarytime.
Provider: Select a provider for the appointment from the dropdown options. By default, the provider selected on the main Appointment Schedule screen is displayed here.
Note:
For a Provider selected for an appointment, the Enc. Type dropdown consist of only those Encounter Types that are linked to that Provider in the Provider Master.
On entering a patient name who has an Employer associated, the Enc. Type dropdown list is first filtered on the basis of Encounter Types associated to the Provider,
followed by Encounter Types associated to the Employer in the Employer Master.
For example, if a Provider has Enc. Types A and B linked in the Provider Master, the Encounter Types A and B will be present in the Enc. Type dropdown list. Now on entering Patient C in the Name field, if that patient has an Employer with associated Enc. Types B and D, then only the common Enc. Type B is displayed in the dropdown list. If Patient C has an Employer with associated Enc. Types D and E, then the Enc. Type dropdown list reads No supported enc type in red font. On clicking the SCHEDULE button, an alert message: Provider XXX does not support encounter types associated with Employer YYY. Please correct the selections is displayed.
Location: Select the location for the appointment from dropdown. By default, the location selected on the main Appointment Schedule screen is displayed here.
Appt. Type: Select the preferable radio button to take appointments for Patient or Others (Non Patients).
- Patient: When the Patient radio button is selected, the
Patient Alert icon,
Patient Notes icon,
Compose and
Existing Appt icons are enabled on selecting a patient. - Others: When Others radio button is selected, the
Search for a Patient icon along with
the TOC Visit Status dropdown and 
Wait List button are disabled.
The values in the Enc. Type dropdown change to Meetings along with the value in the Duration field.
The Patient Alert icon,
Patient Notes icon,
Compose and
Existing Appt icons remain disabled.
Search for a Patient icon to select a patient from the Patient search popup.
Patients can also be searched for by entering the patient's chart number in this field.
Search for a Patient:
Clicking on this icon invokes the Patient search popup.
This popup displays a list of all Active patients in the clinic.
On selecting a patient from this popup, the name of the patient is displayed in the Name field.
This icon is disabled if the Appt. Type is selected as Others.
Current Encounter Patient icon:
On clicking this icon, the name of the current encounter patient is displayed in the Name field.
This is helpful as it avoids the manual patient searching process for clinic users.
This icon is disabled when the clinic user has not visited any patient's encounter after logging in, and if the Appt. Type is selected as Others.
Case No: Select a case number from the dropdown to associate it to te appointment. This dropdown list is enabled only when a patient has a case number assigned in the Case Management popup. The User can select a case number from the dropdown list in relation to which an appointment is being scheduled. On click of the SCHEDULE button, the selected Case Number is associated with the appointment. This field is disabled if no case number is associated to the selected patient.
Enc.Types: Select an encounter type for the appointment from this dropdown. For Appointment Type - Patient, the dropdown displays Encounter Types defined from the Encounter Types Master. For Appointment Type - Others (non-patients), the dropdown displays Appointment Types.
If the selected Encounter Type has the Telemedicine Appointment checkbox checked in the Encounter Types Master, a
Telemed Encounter Type icon is displayed to the right of the Enc. Type field.
If an appointment charge code i.e., a numeric value has been entered in the Appointment Charge $ field on the Encounter Types Master for the selected encounter,
then a 
Telemed Charge icon is displayed next to the
Telemed Encounter Type icon.
If the Pay After Visit checkbox is checked on the Encounter Types Master for the selected Encounter Type, then on clicking the SCHEDULE button, a popup is invoked which gives the user a chance to collect the charges Now or Later. On clicking Collect Now, a credit card information popup is invoked wherein the User is required to fill details relevant to each field. On clicking Collect Later, an Appointment for the patient is scheduled, and the
Telemed Charge icon becomes clickable.
Further on clicking the same icon, a popup consisting of Amount Paid, Transaction Number and Date of Payment details is displayed.
When an Appointment is being scheduled, no action takes place on clicking the
Telemed Encounter Type icon.
As soon as the telemedicine appointment is scheduled and a Promeet Meeting/Zoom ID is generated for the appointment, the tooltip for the icon changes from
Telemed Encounter Type to Meeting Id .
Meeting Id is displayed only when the value in the property prognocis.telemed.videoconf.mode is set to Zoom or Promeet.
On selecting a multi-visit encounter type from the Enc. Type dropdown, a multi-select
button is displayed next to the Enc. Type field.
Click on this button to assign multiple Provider/Resources to the associated visits of the Encounter Type.
PreAuth link: Click on the hyperlink to display the preauthorization information for selected patient insurance.
Duration: Enter the duration for the Appoinment. The default duration shown corresponds to the duration for the selected appointment type or the duration assigned to each Encounter Type in the Encounter Types Master.
Patient Alert icon:
This icon is enabled after a patient is selected.
Click on this icon to enter comments and maintain alerts about patients.
The alerts are displayed when an appointment is booked for the patients.
This option is typically used by the front desk for patients who don't keep appointments or do not pay on time.
The property, patient.alert.message.on.send2collection governs custom alerts shown on the Patient Alerts popup when a Claim is sent to the Collection Agency.
Patient Note icon :
This icon is enabled after a patient is selected.
Click on the icon to write adhoc notes and add it to the patient's medical record.
Compose Message icon:
This icon is enabled after a patient is selected.
It is likely that the Patient has called the front office about his health status as requested by the Doctor, or to ask for a Refill.
The front office would like to immediately send a message to the Doctor and by exception (as in case of Health Status Reporting) add it to the Patient Medical Records.
All this is feasible by entering the details in the pop-up which gets invoked on clicking this button.
Existing Appt. icon :
This icon is enabled after a patient is selected.
Click on this icon to view the patient's other existing appointments.
Employer Notes icon:
Click on the icon to view the employer notes.
Insurance: This field displays the patient's default primary insurance name assigned on the Patient Insurance screen.
Emp-Protocol: Click on this dropdown list to select an Employer Protocol for a patient. This field is displayed only when the property use.employer.protocol is turned On, and is enabled only if the patient has an Employer selected on the Patient Registration screen and protocols are added for that Employer.
Employer Protocol icon
:
On selecting the protocol from the dropdown list, the tests associated with it can be viewed, selected, or printed by clicking on this icon.
Reason: Enter the reason for the patient, non-patient's visit to the clinic. The
Add icon to the right of this field invokes the Complaint popup which displays
a list of complaints with their ICD9 and ICD10 codes.
On selecting one or more of these complaints, they are appended to the Reason field.
TOC Visit Status: Click on the dropdown list and select the required Transition of Care Visit status. Note that if the CCD is already present, then at the start of encounter or after marking the appointment as Arrived, the system calculated TOC Visit Status is considered and the user selection is ignored. If the CCD is not present, then the user selected TOC Visit Status is updated at the time of starting the encounter.
Order: This field is displayed only when the property ts.appointment.with.order.type has the values LB, PR, CO or RL for Lab, Procedure, Consult and Radiology respectively. For Lab and Radiology Orders, the property order.freqtype.in.apptschedule should have either the value Routine-1 and/or Now-2 selected.
InHouse Lab, Radiology, Procedures and Consult orders can be associated to an appointment by clicking on the
icon to the right of the Order field which invokes the Select Order popup.
This popup displays all the In-House Lab, Radiology, Procedures and Consult Orders for the patient that are in Approved or Ordered status.
This popup also shows the list of orders for which Scheduled Date is blank.
The clear hyperlink next to the icon clears the selected orders.
Overload: This button helps clinic users overload appointments if a normal available slot is already booked. There is no restriction on the number of appointments which can be overloaded in one slot. The default selection of the radio button is governed by the property appointment.overload.default.yes. When appointment.overload.default.yes is turned On, then the Yes radio button is selected by default. When appointment.overload.default.yes is turned Off, then the No radio button is selected by default. This option is disabled for multi-visit type of appointments.
AnyTime: This checkbox is provided to allow appointments to be booked beyond the normal clinic working hours. If this checkbox is checked, then the system allows clinic users to take an appointment at any time from 00:00 to 24:00 HRs. This allows user to schedule appointments during the a Doctor's blocked time as well as on scheduled holiday(s). This option is disabled for Multi-visit type of appointments.
This feature is enabled only if the property appointment.anytime.applicable is turned On. Another property appointment.anytime.default.checked can be used to set the behavior of this checkbox. If appointment.anytime.applicable is is turned On, then:
- If appointment.anytime.default.checked is turned On, then the AnyTime checkbox is checked by default on the Appointment Schedule popup.
- If appointment.anytime.default.checked is turned Off, then the AnyTime checkbox is unchecked by default on the Appointment Schedule popup, and can be explicitly checked by clinic users.
Note:
- If the User Role RestrictApptAnytimeOverload is assigned to a particular User, then that User is restricted from using Overload and/or AnyTime options to schedule appointments for Encounter Types which are not selected (checked) in the Enc Type popup on the Work Pattern screen. Also, Multi-Visit Encounter Type will not be considered for this User Role's restrictions.
- Turn Off the property appointment.anytime.applicable when the property appointment.anytime.restrictedaccess is turned On.
Wait List button:
Click this to invoke the Wait List popup.
User can create new wait list appointments on this popup.
Patients can be kept on wait list for appointment dates that are currently unavailable but may become available in case of a No Show appointment or for any other reason.
The clinic user can enter the a preferred date and time in Wait List popup.
Patients added in the Wait List can be viewed from the Call List section of the Appointment Schedule screen.
This option is disabled for multi-visit type of appointments.
Note:
Conditions applicable for a Wait list Appointment:
- Wait list appointment date should be greater than current date.
- Wait list appointment date should be less than the appointment date.
- Up to Preferred Time should be greater than the From Preferred Time.
Add icon to invoke the Appointment Instructions popup which displays a list of instructions to be given to the patient for which the appointment is being scheduled.
One or more of these instructions can be selected here. For example, Come after 12 hours fasting.
A new instruction can also be added in the popup by clicking on the 
Add icon.
This field is displayed only when the property appointment.instruction.applicable is turned On.
Search hyperlink: On click, a Search popup is invoked wherein the availabilty of a Provider for any particular day, location and time can be viewed.
Multi Doctor: The logic for taking a Multi Doctor appointment has been explained above. The system actually adds as many appointments as the selected Doctors. While displaying a scheduled Multi Doctor appointment, if the appointment was for the Main Appointment Doctor, the system also displays the name (or initials) of all the supporting Doctor/s. While displaying a scheduled MultiDoctor appointment, if the appointment was for the Supporting Doctor, the system also displays the name (or initials) of the Main Appointment Doctor.
- Please note that a Multi Doctor appointment cannot be rescheduled.
- A Multi Doctor appointment cannot be made recurring.A supporting Doctor appointment cannot be deleted.
- If the Main appointment Doctor is deleted, those for the supporting Doctors are also deleted.
- All these appointments on the Home Page of the respective Doctors.
- The Nurse can see the appointment of the Main Doctor only on her Home page.
- The front desk can mark the status of the Main Doctor Appointmentonly as Arrived.
- When the status of the Main Appointment is changed, that of the supporting Doctors appointments is also automatically changed.
Recurrence button:
A Recurrence button appears when a clinic user clicks on an existing appointment.
Click on this to repeat this appointment multiple times.
Note the following:
- A Recurrence button is not displayed for new appointments.
- Recurrence button is displayed for existing appointments which have not been repeated.
- For an existing base (original) appointment which has been repeated, a message Recurs X times is displayed.
- For an existing non-base appointment which has been repeated, a message Base Appt on is displayed. A Delete icon is also shown to delete this specific instance of repeated appointment.
- In case of recurring appointments, the Delete icon is used to delete all instances of recurring appointment for a base appointment.
- This option is not applicable for Multi-visit type of appointments.
DELETE button:
Click on this button to delete the current appointment.
Only those appointments which are in either Scheduled or Tentative status can be deleted.
This button is enabled only when an appointment is scheduled for a patient.
CLOSE button:
Click on this button in order to avoid booking any appointment and closing the popup.
SCHEDULE button:
Click on this button to schedule an appointment for the selected patient.
Notes:
- If the selected patient satisfies all the criteria selected, then on clicking the SCHEDULE button, the appointment is scheduled based on the availability of slots.
- If a Multi Doc encounter type is selected, then on clicking the SCHEDULE button, a Supporting Providers/Resources popup with a list of all Doctors other than the Appointment Doctor is displayed. Select one or more supporting Doctors from this popup. The maximum number of allowed selections is as per the number set in the property appointment.supporting.max_docs. The appointment is scheduled only if all the selected doctor are available.
- If an appointment for a Patient having Patient type as DISCHARGED is scheduled then a warning message: Patient Status is 'Discharged' is displayed.
- If a Patient having multiple appointments on the same day schedules another appointment for the same day, then an alert message is displayed. The Alert message displays the Appointment timings , Provider name, Appointment type and Status of all the previously scheduled appointments of the Patient on the same day.
- An alert about the number of times the Patient has either cancelled appointments or had a No Show appointments is displayed, if a patient reaches a certain count (decided by the Clinic) of either cancelled or No Show appointments. The alert is not displayed for the multi doc appointments.
Hint:
Text messages regarding Patient's upcoming appointments that are scheduled from Patient Portal are sent on Medic's cell phones.
Text messages are sent only to those Medics whose availability is defined in the Location Master.
| See Also: | Appointment History |