Scheduling multiple appointments for a patient's care plan is easy with the Multi-scheduler tool. You are probably more familiar with using a calendar for scheduling multiple appointments, but this tool creates efficiency by showing multiple appointment times and then automatically advancing to the next date after an appointment is selected. This document also shows how to schedule linked appointments for those times when a patient is seeing multiple providers on the same day.
Choose the patient
Each user can find under My Settings in the System Setup their own scheduler preferences.
1. Select the Provider Preference and Visit Type
The Provider Preference and Visit Type fields default to the last appointment for that patient. Use the Magnifying Glass icon to select the Provider Preference first.
Once you have chosen the Provider Preference, click the magnifying glass for the visit type. The box to allow you to select a visit type will only show what this provider is set to treat. You can view all Visit Types by selecting the Show All.
2. Choose the Days of the Week
Check the boxes next to the days of the week that the patient is available.
3. Choose the Time Blocks
Choose the time blocks that you want to search. For example, patients may only want appointments in the afternoon, so you would select the PM box. Appointment time blocks can be further narrowed to a specific hour or hours.
Keep the time blocks broader to display more options. The scheduler automatically advances to the next date after an appointment is selected so you won't have to wade through a long list to get to the next appointment, even if you've chosen PM.
4. Days to Search
Use the Today or Tomorrow shortcut buttons for patients selecting one day. To schedule multiple appointments for the care plan, choose the number of days out to search and the starting date.
Choosing 90 Days Out to Search gives the best range of options and saves having to repeat steps.
5. Choose Additional Appointment Filters
Show first available appt each hour: Choose this to limit the appointments to the first available each hour
Include linked appointment: Use this when a patient has appointments with multiple providers (see later in this document for details)
Case: Select the patient's case for which you are scheduling
6. Search for Appointments
After choosing the range and filter options, click the Search button to display the Multi-scheduler tool.
Use the Filters menu to further narrow your selection. Choosing Show Conflicts displays the Max Booking amount associated with this provider and appointment type.
Show Conflicts is used to force an Appointment when the provider has already hit Max Bookings for that time slot.
Example: If OV has max booking of 2 and provider is already scheduled for 2 different visits types--no availability would show as the provider is already at 2 for ALL visit types at that time. So you would use the Show Conflicts to force the Appt in that time slot.
Schedule as many appointments as needed to get the patient to their re-exam
7. Review Selected Appointments
After clicking Schedule These Appointments, the appointments appear in the Future Appointments window with icons to the left of each appointment for rescheduling, canceling or editing the appointments.
Reschedule
If you are changing a patient appointment within the same day, you can right click their name and edit appointment and then update the appointment time. Its only necessary to use the re-schedule if you are changing the day of the appointment.
Cancel
Edit
Schedule Linked Appointments
Print Appointment List
The future appointment list includes PHI and requires a password. Choose a password and tell the patient what it is as you're sending the email
Calendar / Day View multiple appointment scheduling
This tool allows you to schedule multiple appointments using a calendar which you can access off the patient menu clicking on the calendar icon off the Schedule Appts. button.
- Select the date that you want to make the appointment
- Select the visit type of the appointment
- Click on the time and provider to schedule the appointment and you will see the patient name appear
- As you are selecting appointment times they will appear on the bottom left hand corner
- Click Schedule Appointments button to complete scheduling
- You can leave the Print Future Appts Report or un-check depending on your preference
If the patient has multiple cases, there will be a box on the bottom left for you to select the case.
