This document explains the functionality of the calendar view of the Scheduler. Many of the concepts for managing patient appointments are the same as those explained in the Appointment List training. In this document we also review how to modify the views to simplify using the Calendar.
Calendar and Filter Buttons
The Calendar displays the current month and next month. The current date is highlighted and dates with appointments appear in bold. Use the arrows at the top of the calendar to move around in time. The date you select will appear in the Scheduler view.
Click the Today button above the Calendar button to return to today's date
View
Visit Types
The numbers to the right of each visit type and provider indicates the number of each on the current day's schedule
Providers
Hide providers who aren't in the office on a particular day to make it easier to focus on those who are. It's easy to add and remove providers when needed
Appointment List Report
Visit Type Schedule
Provider Schedule
Encounter Forms
To print an Encounter Form for one patient, right click on their appointment and choose Encounter Form
Recall List
Schedule Reconciliation
Settings
The Scheduler View
The Scheduler functionality is almost identical to how the Appointment List works.
Patients not using the kiosk to check in, which are mostly new patients, are checked in via the scheduler by right clicking and choosing Sign In
Appointment Status
Appointment status appears in the top right portion of the appointment box.
Status Icons
- Check Mark: Patient is checked in
- Clock: Appointment is pending
- Dollar Sign: Charges are entered
- Red Dollar Sign: Only a product charge has been entered
- Paper with !: No Show
- Circle Arrow: Patient rescheduled
- X: Cancel
Checked In Box
When a patient checks in, a box pops up that gives you a broad range of information about the patient
- Photo of the patient: Patients take their photo at the kiosk to help confirm their identity
- Notes: Displays Scheduler notes
- Communications: Click to display the patient's communications preferences
- Edit Information: Click to go to the patient's information record
- Assign Room: Allows you to select, and then displays, what room the patient is in
- Check In Time: Displays the time the patient checked in on the kiosk
- Patient Wand
Communications preferences are a critical part of appointment reminders, which help reduce no shows. Work with patients to make sure they update their communication preferences in the kiosk. New patients and converted patient records will not have preferences set.
How to Schedule an Appointment from Calendar View
Find the date of the appointment you wish to schedule using the Calendar. Find the provider column and right click on the time you wish to schedule and click New Appointment
The Patient Search box will appear where you can search for your patient. You can highlight and hit select or you can double click the name to choose the patient you want
You will then select the visit type you wish to schedule for this patient by clicking the visit type and choosing select or double clicking the visit type.
If there is more than one active case, you can select which case to schedule this appointment under.
Click and Drag to change providers or time
Left click to select the patient you wish to change. Then click and hold the patient name the second time and drag across provider columns and/or drag and drop to a different time during the day.
Reschedule an Appointment
For patients who want to reschedule for another day, use the Reschedule option on the right-click menu.
When you return to the Scheduler, the patient's name will be crossed out and the status icon changes to the Reschedule icon.
To reschedule in the same day, left click and hold on the appointment and drag it to the new time.
Cancellation
No Show
Calendar Icon
You can also use the calendar feature to schedule one or multiple appointments. Clicking the patient menu and then the calendar icon off the Schedule Appts button.
This will allow you to schedule using a calendar view.
- 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.
