How To Schedule an Appointment

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Brett Campbell
5 years ago
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Proprietary Notice Information: This document is provided for informational purposes only, and the information herein is subject to change without notice.

1 Proprietary Notice Information: This document is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this document is accurate, IHCS cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information. Any questions regarding this document should be addressed to or call for customer service. Call for customer service or us at 10 Page 1 of

To schedule an Appointment: 1. Login to InSync. 2. From the left pane, click the Scheduler icon. 3.

2 HOW TO SCHEDULE AN APPOINTMENT The front desk staff can schedule a patient s appointment with a provider from the Scheduler page. The system also allows the users to book recurrent appointments. To schedule an Appointment: 1. Login to InSync. 2. From the left pane, click the Scheduler icon. 3. By default, the Day view screen of the Scheduler appears. Call for customer service or us at support@insynchcs.com. Page 2 of 10

4. Click any of the blank time slots to book a new appointment. You can also book future appointments. 5. After clicking a specific time slot, the Book Appointment screen appears.

3 4. Click any of the blank time slots to book a new appointment. You can also book future appointments. 5. After clicking a specific time slot, the Book Appointment screen appears. On the Book Appointment screen, do the following: (Fields with a red asterisk * are mandatory.) 1. Type in few characters of first name, last name, or date of birth for a patient and a list of patients appear. Select the patient for whom you want to book an appointment. You can also use the magnifier icon. *Once the patient is selected, a list of Future, No Show, and Cancelled Appointments will appear under additional visit details. 2. If you don t see the desired patient in the list, click the New Patient link to add that patient. Note: Make sure the patient is not in the inactive list. 3. The date and time of the appointment will populate from the date and time selected when clicking on an open time slot from the scheduler. Call for customer service or us at support@insynchcs.com. Page 3 of 10

4 4. Select Visit Status, i.e., Waiting, Pending, Confirm, or Check In. 5. Select Visit Type, i.e., New Patient, Follow up, Face-to-face interaction, and so forth. Note: Visit types can be configured from the Scheduler Setup screen. Type in Scheduler Setup in top the left smart search. 6. Check the Referring Provider, Primary, Secondary, and Tertiary payers as they are generated from what is recorded in the patient demographics. 7. Select the Self Pay check box if a patient is going to be self-pay. The payer details will be disabled in that case. 8. Clear the Billable check box if you don t want to keep this visit billable. 9. If you have recorded a patient s authorization details in the Insurance tab, an information icon will appear. To select an already made authorization place your curser inside the authorization box and click on the authorization as shown below: To add an authorization, click on the magnify glass and select the appropriate authorization number. When the magnify glass is clicked the following screen will appear: Call for customer service or us at support@insynchcs.com. Page 4 of 10

5 To add a new authorization, follow the below steps: 1) Enter in the authorization number. This field is not mandatory 2) Add a name to the authorization like something you will recognize. 3) Enter a start and end date. 4) Enter the total units for authorization and whether the auth is per a visit, per a unit, or both. If using both will need to configure CPT and provider. 5) Enter max units if there are any 6) Enter a show alert when for units left and/or days left. Show alert when units are left is based on the total of units that where entered for total units. Show alert when days left is based off the start and end dates. 7) Click save if total units are per visit or per unit. However, if both is selected for total units, you will need to enter CPT configuration and provider configuration. 8) When doing the CPT configuration the units entered for all CPT codes will need to add up to the total units for the authorization. For provider authorization, select the provider from the drop down. 9) After entering CPT configuration and provider configuration click save. Recurrent Appointments: Sometimes patients need to visit the practice at a regular interval for follow up visits. Expand the Recurrent Appointments section to book the future appointments in one go. Call for customer service or us at support@insynchcs.com. Page 5 of 10

6 11. Choose recurrence pattern; Daily, Weekly, Monthly, or Yearly. 12. Select appropriate days / dates / months accordingly. 13. Click the Book Appointment button. The booked appointment appears on the Scheduler as shown below: Call for customer service or us at support@insynchcs.com. Page 6 of 10

You can click the booked appointment to perform any action on the appointment, such as viewing visit details, starting an encounter, changing appointment status, and so forth.

7 You can click the booked appointment to perform any action on the appointment, such as viewing visit details, starting an encounter, changing appointment status, and so forth. Refer to the image to see several operations that can be performed on the booked appointment. Call for customer service or us at Page 7 of 10

To book a new appointment, click a blank slot or the Book Appointment icon located next to the date. 3.

8 Week View: The Week view enables you to list out the booked appointments in 7 columns, starting from Sunday to Saturday, for one resource. To work with the Week View: 1. Select the Week view from the top of the screen. 2. To book a new appointment, click a blank slot or the Book Appointment icon located next to the date. 3. To block one or more time slots, click the Block icon located next to the date. Note: Clicking booked appointment will allow you to perform various operations as explained in the Day mode. Call for customer service or us at support@insynchcs.com. Page 8 of 10

Global View: The Global view displays the scheduler of multiple resources at a time for a specific day. To work with the Global mode: 1. Select the Global mode from the top of the screen. 2.

9 Global View: The Global view displays the scheduler of multiple resources at a time for a specific day. To work with the Global mode: 1. Select the Global mode from the top of the screen. 2. Select one or more schedulers from the list on the left side as shown in the figure below. 3. By default, appointments booked for current dates are displayed. Change the date from the top, if required. Call for customer service or us at support@insynchcs.com. Page 9 of 10

Patient View: In Patient view, a list of patients appear on the left side. Once you select a patient, all his/her appointments will appear on the right. You get 2 views either Weekly or Monthly.

10 Patient View: In Patient view, a list of patients appear on the left side. Once you select a patient, all his/her appointments will appear on the right. You get 2 views either Weekly or Monthly. Weekly: If you want to view the appointments on a specific patient for a specific week, choose Weekly option. Monthly: If you want to view the appointments on a specific patient for an entire month at a glance, choose Monthly option. To work with the Patient mode: 1. Select the Patient mode from the top of the screen. 2. In the Patient search field, start typing the patient s first name, last name, or date of birth and select using smart search options. 3. By default, appointments of current week/month are displayed. Change the duration, if required. Call for customer service or us at support@insynchcs.com. 10 Page 10 of

How to Use Appointment Reminders

How to Use Appointment Reminders Click the links below to jump on that topic: Steps to set Appointment Reminder Steps to configure Patient Appointment Reminder feature Best Practices to follow Key Points to know Proprietary Notice Information: