Schedule

Schedule

Appointments

    Add a header to begin generating the table of contents

    Create Appointment

    1. Click Schedule
    2. Double-click a free time slot
      1. Or double-click a free time slot 
      2. Or right-click a free time slot > click the New Appointment option
      3. Or click a free time slot to select it > click the New Appointment button 
    3. Click Patient Lookup (see reference)
    4. Enter the patient’s name, date-of-birth or account number > click Search Patient > double-click the correct patient
      1. Or click New Patient to create a new patient
    5. Select the correct Schedule, Subject, and Reason, etc. (see configuration)
    6. Click Save and Close

    Copy / Cut and Paste Appointment

    1. Click Schedule
    2. Right-click an existing appointment > click the Cut / Copy Appointment option
    3. Right-click a free time slot > click the Paste option
    4. Click Save and Close

    Expand Appointment

    1. Click Schedule
    2. Double-click an existing appointment > select the correct Duration (see configuration)
      1. Or hover over the top or bottom border of an existing appointment > click and drag
    3. Click Save and Close

    *Delete Appointment

    1. Click Schedule
    2. Click an existing appointment to select it > click the Delete Appointment button
      1. Or right-click an existing appointment > click the Delete Appointment option
    3. Confirm

    Create Recurring Appointment

    1. Click Schedule
    2. Create an appointment > check the Recurrence box > configure the recurring appointment with the additional options
    3. Click Save and Close

    Create Overbook Appointment

    1. Click Schedule
    2. Double-click the free space to the right of an existing appointment
      1.  Or click an existing appointment to select it > click the New Appointment button
    3. Select the correct Schedule, Subject, and Reason, etc. (see configuration)
    4. Click Save and Close

    Find Available Appointment

    1. Click Schedule
    2. Expand Free Schedule Search (see configuration)
      1. Search by facility by selecting the correct facility(s) box
      2. Search by provider by selecting the correct provider(s)
      3. Search by date by clicking the calendar icon and select the correct date (search up to 2 weeks out)
    3. Click Start Search

    Change Status of Appointment

    1. Click Schedule
    2. Click an existing appointment to select it > select the correct Status from the Patient Preview
      1. Or double-click an existing appointment
    3. Select the correct Status option (see configuration)
    4. Click Save and Close

    Schedule View…

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      Change Schedule View (e.g. day, week, month)

      1. Click Schedule
      2. Click the desired schedule view from the Day, Week, Work Week, Month buttons

      View Schedule by Date

      1. Click Schedule
      2. Click the date > use the calendar to select the desired date

      View Schedule by Tabs

      1. Click Schedule
      2. Above the patient preview, click the desired tab (see configuration)

      Change Schedule Group

      1. Click Schedule
      2. At the top of the screen, select the desired schedule group (see configuration)

      Filter Recurring Appointments

      1. Click Schedule
      2. Click the Filter Recurrent button to only view recurring appointments

      Print Schedule

      1. Click Schedule
      2. Click the Print Schedule button
      3. Click the Print button in the browsers print window

      Reference Guide

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        Schedule Menu

        • New Appointment: opens the new appointment window
        • Set Color: opens the ColorCoding system configuration window (see configuration)

        Appointment Menu

        • New Appointment: opens the new appointment window
        • Copy Appointment: copies the selected appointment
        • Cut Appointment: cuts the selected appointment
        • Delete Appointment: deletes the selected appointment
        • Postpone: moves the selected appointment to the end of the schedule
        • Message: selects the type of message to send 
        • Color:
          • Set Color: opens the ColorCoding system configuration window (see configuration)
          • Match Color: displays a message with the color match details
        • Open Chart: opens the relevant patient’s chart
        • Patient Notes: opens the relevant patient’s notes

        Appointment Window

        • Save and Close: saves current entries, selections and changes
        • Cancel: cancels current entries and selections
        • Patient Lookup: searches for correct patient from a list of existing patients (see reference)
        • Schedule: shows the provider for the appointment 
        • Date: shows the date and time of the appointment
        • Subject: selects the subject of the appointment
        • Duration: selects the duration of the appointment
        • Reason: selects the reason for the appointment
        • Facility: selects the facility appointment will be at
        • Status: selects the status of the appointment
        • Recurrence Box: expands options for recurring appointments 
        • Notes: enter notes about the appointment
        • Last Name, First Name, DOB, Phone: auto-fills with patient demographics after selecting a patient

        Add Schedule Window

        • History and Reminder: shows the history of the appointment
        • Message – Patient: emails the patient information or a reminder prior to the appointment
        • Message – SMS Patient: texts the patient information or a reminder prior to the appointment
        • Message – TeleHealth: emails the patient a link to join the TeleHealth appointment

        Patient Lookup

        • Search Box: enter a patient’s name, date-of-birth, or account number to search for them
        • Clear: clears the search box
        • New Patient: opens the new patient window
        • Cancel: cancels the current entries and selections

        Advanced Configuration

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          Set Schedule Availability

          1. Click Settings > Schedule Availability (see picture)
          2. Select the correct Provider and Facility from their respective drop-down menus > select whether the provider will be In or Out
          3. Select the correct dates and times with the schedule
          4. Click the X to save and close

          Set Color Coding Rules

          1. Click Settings > System Configurations > expand Schedule > click ColorCoding
          2. Click the add button to create a new entry > enter the new color coding rule’s details
          3. Click the Save button

          • Pattern: enter the keyword or phrase to associate with the color
          • Match on: selects the item to match to the pattern
          • Schedule Highlight: selects the color to associate with the keyword or phrase

          Configure Schedule Tabs

          1. Click Settings > System Configurations > expand Schedule > click Tab
          2. Click the add button to create a new entry > enter the new tab’s details
          3. Click the Save button

          • Tab Name: enter the name of the tab
          • User: selects which user’s schedule to display in that tab
          • Order: enter the order of the tabs (0 = leftmost)

          Configure Schedule Groups

          1. Click Settings > System Configurations > expand Schedule > click Group
          2. Click the add button to create a new entry > enter the new group’s details
          3. Click the Save button

          • Tab Name: enter the name of the previously configured schedule tab
          • GroupName: enter the name of the schedule group (i.e. all tabs with the same group name will be shown under that schedule group)

          Configure Provider Notes

          1. Click Settings > System Configurations > expand Schedule > click ProviderNote
          2. Click the add button to create a new entry > enter the new note’s details
          3. Click the Save button

          • Tab Name:  name of note

          Configure Patient Timeline

          1. Click Settings > System Configurations > expand Schedule > click PatientTimeline
          2. Click the add button to add Patient Timeline sections to the schedule’s “Patient Info” drop-down menu (see picture)

          Configure Appointment Subject Options

          1. Click Settings > System Configurations > expand Schedule > click Subject
          2. Click the add button to add subjects and the associated durations

          *Configure Appointment Duration Options

          1. Click Settings > System Configurations > expand Schedule > click Configuration

          • TimeSlot: sets the appointment duration value in minutes
          • StartHour: sets the schedule start time on a 24-hour clock (recommend 2 hour before office open)
          • EndHour: sets the schedule end time on a 24-hour clock (recommend 2 hour after office close)
          • MobileLayout: sets which schedule elements are displayed in the Mobile EMR

          Configure Appointment Reason Options

          1. Click Settings > System Configurations > expand Schedule > click Reason
          2. Click the add button to add reasons

          Configure Appointment Facility Options

          1. Click Settings > System Configurations > expand Schedule > click Facility
          2. Click the add button to add facilities

          Configure Appointment Status Options

          1. Click Settings > System Configurations > expand Schedule > click Status
          2. Click the add button to add statuses