How to manage Appointments

Add an appointment

?        To add appointment, we will first go to schedule by clicking on the “Schedule Icon”

?        On the schedule screen, we will see various schedules for the practice. Schedules are usually color coded and appointment slot for various reasons are color coded differently

?        Select an appointment slot where you want to schedule appointment

?        When you double click on the appointment slot selected, it will open a new window

?        At the top of the window there is area for searching and selecting the patient account for which to create an appointment

?        From the search results select the patient you want to schedule the appointment for

?        In the lower part of window, you can see following options;

¦        Appt. Reason: this is a drop down menu, where you can select the appointment reason. Each schedule is assigned to some appointment reasons as decided by practice admin

¦        Appt type: This is another drop down menu with three options; “Normal”, “Tentative” and “Stat”.

¦        Schedule Request method: This is also a drop down menu. We can choose the request method as “Phone”, “Fax”, “E-mail”, “Web” and “In-person”.

¦        Requester Name/Referring Physician: In this text box, we can type in the name of the person requesting the appointment. This can be the referring physician or one of the practice physicians. You can either type the name or use “Search For Practitioner” to auto fill the fields.

¦        Search For Practitioner: We can search for the requesting physician in the practice database. System will display the search results as you type in this text field. You can then select one of the search results to auto populate “Requester Name/Referring physicians”, “Requester Location” and “Requester Contact” fields.

¦        Requester Location: This field will contain the location of the requester.

¦        Requester Contact: Here we can enter the location of the requester

¦        Comment: here the user can add any comments that they may have

?        Edit an appointment

?        To edit an appointment, please select the appointment by a click on it

?        Next you will have to click “Edit” icon from the icon bar just below the main blue icon bar

?        This will open the appointment for editing

?        In this new window you can make any changes you want and then click on submit

?        Move an appointment

?        You can use this feature if you want to move the appointment to another time slot

?        To move an appointment, first select the appointment you want to move and then click on icon “Move”

?        This will open a new window, where you can enter the time where you want the appointment to be moved

?        Click on submit and the appointment will be moved the new time slot entered

?        Reschedule an appointment

?        You can use this feature if you want to move the appointment to another day on the schedule. This is different from “Move” as it allows you to change the appointment date while “Move” will let you change the appointment time

?        Cancel an appointment

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?        Delete an appointment

?        To delete an appointment, simply select the appointment you want to delete and click on “Delete” icon

?        This will delete the appointment

?        Marking an appointment as “No Show”

?        “No Show” means that a patient does not show up for his/her appointment at the scheduled time

?        We can either mark individual appointment as “No Show” or we can mark all the appointments missed by patients at the end of the day as “No Show”

?        To mark an individual appointment as “No Show”, we will double click on the appointment

?        This will open a new window displaying the patient information in the upper half and providing various options for updating appointment status in the lower half

?        We will find the option “No Show” and check the box next to it

?        Next we will click on submit, and the appointment will be marked as “No Show”

?        We can also use the “No Show” icon found on the icon bar

?        Click on this icon will mark all the appointment on the schedule that are past due at the time when we click, as “No Show”

?        We can use this at the end of the day to mark any missed appointments as “No Show”

?        Please be careful to use this feature as once we mark an appointment as “No Show”, we will not be able to unmark it

?        We will simply click on the icon “No Show”, system will prompt you if you are sure to mark the appointments as “No Show”

?        Once you click OK, system will search for the appointments that are past due but no status update and mark them no show

?        System will then display a list of appointments that are marked as “No Show” in a new window

?        You can “Close” to close this window

?        You will see that on the schedule, patient names are turned red and crossed for the “No Show”

?        You can also print a “No Show Letter” and send to the patient.

?        To do this, simply double click on an appointment that is marked as no show

?        This will open a new window, where you can find the option “Print No Show Letter”

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