Appointment History this function provides a record of all appointments and or cancellations by patient.

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Appointment Scheduling Introduction Next Available - this mode searches for the next available appointments within a given range of time and/or days, whether for one provider or several

Appointment History this function provides a record of all appointments and or cancellations by patient.

1 Appointment Scheduling Introduction Next Available - this mode searches for the next available appointments within a given range of time and/or days, whether for one provider or several providers. Reschedule Appointments this function allows you to reschedule an appointment without having to reenter supplemental information for that appointment. Appointment History this function provides a record of all appointments and or cancellations by patient. Adjacent Slots - when an appointment time is booked by a time adjacent to it, the slot does not display as if it were still available for booking. Also, if two adjacent slots are booked, and then later cancelled, both slots are released for booking again. Choose Scheduling => Appointment Schedule Current Booking Provider Bar

The system will display the name of a single provider, or the name of the service team.

2 The current booking provider or service team will always be displayed in this first bar. When entering the Appointment Scheduling Screen, the system will default to the provider or service team selected for the user. The system will display the name of a single provider, or the name of the service team. If several providers and/or resources have been chosen, the system will display "Multiple Resources". Change the Provider, Resource or Service Team Click Provider. Hold down the CTRL key to highlight the desired Providers, Resources or Services Teams to display on the Scheduling screen. Click OK to accept your selections or Cancel to return to the scheduling screen. Reading the Screen Week View Mode; Single Provider Page 2 of 20

In this view, the system will display the following: Time - on the left hand side of the screen, the system will display the appointment time slots based on the time increments chosen in Search

If no visit type/group is templated, the value showing will be "ANY". Days of the Week - the week will display beginning with Monday thru Sunday.

3 In this view, the system will display the following: Time - on the left hand side of the screen, the system will display the appointment time slots based on the time increments chosen in Search Criteria; View Mode Bar. Open time slots - available time slots will be displayed with the short name of the Department, followed by the predetermined visit type/group established for the template. If no visit type/group is templated, the value showing will be "ANY". Days of the Week - the week will display beginning with Monday thru Sunday. Saturday and Sunday can be viewed by using the scroll bar at the bottom of the screen. Double click on any day column heading, ex: Mon (08/02/10), to switch to a Day at a Time view for the selected day. Double click on the column heading to switch back to the Week at a Time view. Day View; Single Provider In this view, the system will display the following: Time - on the left hand side of the screen, the system will display the time slots as they were created in Template File Maintenance. The allotted time for each slot is also displayed. Open time slots - available time slots will be displayed with the short name of the Department, followed by the predetermined visit type/group established for the template. If no visit type/group is templated, the value showing will be "ANY". Booked time slots - slots that are booked with a single appointment will display the last name, first name of the patient along with the visit type of the booked appointment. By double-clicking on this time slot the system will display the DETAIL of the booked appointments. Day View; Service Team Page 3 of 20

If no visit type/group is templated, the value showing will be "ANY". Double clicking on an individual provider's column heading will switch to a day view for that provider.

4 In this view, the system will display the schedule for up to 7 members of the service team at a time. Open time slots - available time slots will be displayed with the short name of the Department, followed by the predetermined visit type/group established for the template. If no visit type/group is templated, the value showing will be "ANY". Double clicking on an individual provider's column heading will switch to a day view for that provider. Appointment View Mode Bar Date - when the user default is Day at a Time mode, the date default date will be the system date (today's date). When the user default is Week at a Time mode, the system will default to the beginning date of the current week. To change this date, enter the new date in the MMDDYYYY format or enter a number followed by a D, W or M. (Days, Weeks or Months). The system will calculate and display the future date based on the entry. For example, 3W would search for an appointment time three weeks in the future. Calendar The calendar may be used to select any date. Click on the Calendar icon. Click on the month drop down box to choose a month other than the present month. Click on the appropriate day. If the Day view is selected prior to clicking on the calendar, the exact calendar day selected will be displayed. If the Week view is selected, the selected day will be displayed within the week. To quickly return to today's date, open the calendar and click OK. Change Date using the Arrows Page 4 of 20

5 Forward Arrow => If the Day view is selected, the forward arrow button will advance the calendar one day each time the arrow is clicked. If the Week view is selected, the system will advance the date by one week each time the arrow is clicked. Back Arrow <= If the Day view is selected, the back arrow button will take you back one day each time the arrow is clicked. If the Week view is selected, the back arrow will take you back one week at a time each time the arrow is clicked. Scheduling Defaults by User: Defaults are defined in User File Maintenance for each e-medsys user. These defaults determine which View Mode, Visit Type and Service Team will show when you first go into the Appointment Schedule. Appointment General Information Bar Visit Type - before booking an appointment, a visit type must be chosen. Visit Types are created in Visit Type File Maintenance. After clicking on the dropdown box, the system will display each visit type in alphabetical order. Select the desired visit type. Appointment Volume Information This box shows the number of displayed appointments for Providers(P), Resources (R) and Walk-Ins (W). Page 5 of 20

6 Display Appointment Detail Hovering the mouse over a booked slot displays the account number, name, visit type, time, length and all phone numbers. If the slot is overbooked, it will display a grid of patients booked in the slot. Alternatively, you can widen (drag column) slot to view multiple appointments in one slot. After an appointment has been booked, to get further DETAIL information regarding a selected slot, highlight the selected slot and double click. The system will display the appointments booked for the selected time slot. Appointment Detail Information Start Time - time of scheduled appointment Length - length of time scheduled for the appointment Department location for this appointment Visit Type - the visit type of the booked appointment Patient name of patient scheduled Status - the disposition of the scheduled appointment. Values include: Confirmed, Booked, Arrived, Registered and No Show. Type - type of visit Scheduler - the login name of the user who scheduled the appointment Date Scheduled - the date the appointment was scheduled. View Supplemental Info Highlight the desired appointment and click Supp Info to view the supplemental information attached to this appointment. Page 6 of 20

verify demographic and insurance information.

7 Click Exit to exit the detail view Patient Appointment Information screen When you search for a patient, the Patient Appointment Information screen will be displayed, allowing the opportunity to verify demographic and insurance information. This screen can also be accessed by holding the ALT key and double clicking on a patient slot or highlighting a patient and clicking the Patient Info button. Page 7 of 20

Several options are available from the insurance grid on the Patient Appointment Information screen. Right click on any line to view the menu options.

Registration - selecting this option will take you to Patient Registration with the patient displayed, ready for you to make any changes.

8 Several options are available from the insurance grid on the Patient Appointment Information screen. Right click on any line to view the menu options. Insurance Plan - selecting this menu option will take you to the Insurance Plan file maintenance module in view mode. You can also double click on an insurance row to access this feature. Registration - selecting this option will take you to Patient Registration with the patient displayed, ready for you to make any changes. Registration-Insurance - this option takes you into Patient Registration on the insurance tab with the insurance plan displayed, ready for you to make any changes. Patient Insurance Elig Note - this option takes you to Eligibility Notes for the patient.. Refresh - this will re-load the insurance plan grid to reflect any updated changes. Booking an Appointment Search for Next Available Slot Click Next Available to have the system search for the next available appointment slot based on the search criteria that have been chosen. Page 8 of 20

9 The following options will be displayed: Patient Search - if not already selected, the patient search can be completed from this mode. Use Patient's Physician - click to have system default to the physician assigned to the patient in Patient Registration. Select Resources - click this button to select more than one physician, resource or service team. Department - choose the practice location from the dropdown window to indicate where this patient will be seen. Visit Type - choose from the dropdown window the appropriate visit type for this appointment. Minutes - the default is the length of time associated with this visit type. You can enter a different number if necessary. Start Date - the default is today's date. Enter the date to start the search for the next available appointment. Blank input is not allowed. Match Any Resource - if more than one resource was chosen in the Select Resource option, click this radio button if a match to any of the available resources selected is the desired result. Match All Resources - if more than one resource was chosen in the Select Resource option, and each of these resources is required for this booking, click this radio button. Day Selection - highlight the patient's preferred day(s) for this booking. Hold down the control key and click on the selected days to choose more than one day. Start Time Search Range - enter the earliest appointment time that is convenient for the patient. End Time Search Range - enter the latest appointment time that is convenient for the patient. Click OK to begin the search. The system will highlight the first available appointment slot that meets the search criteria. Page 9 of 20

Select an appropriate time slot. Press Book to book the patient for the selected slot.

10 OR Click List to begin the search after the parameters have been entered. The system will present a list of appointments that meet the search criteria. Select an appropriate time slot. Press Book to book the patient for the selected slot. To select more than one appointment time, hold down the CTRL key and highlight the selected appointment slots. Click Book + Page 10 of 20

If there is more than one appointment being booked at a time, check ReUse Supp to have the system copy the Supplemental Information to each appointment that is booked.

11 If there is more than one appointment being booked at a time, check ReUse Supp to have the system copy the Supplemental Information to each appointment that is booked. While in this mode, if there is not an available appointment showing on the screen, the system will allow you to reload dates for 1 week, 2 weeks, 1 month, 2 months, or 3 months. The buttons, Prev Search and Next Search will allow you to reload the appointments based on the RELOAD criteria. After the booking is complete, the system will confirm the number of appointments that were booked by displaying a pop-up with the number of appointments booked. Supplemental Information Prior to booking an appointment, a Supplemental Information Questionnaire designed by your practice will be displayed. Ask the patient any questions on the supplemental questionnaire. To enter response, click on the field in the Response column. Read any instructions from the Instructions section to the patient/parent. Page 11 of 20

When the questionnaire has been completed, click OK to save. If you choose to Exit, you will be prompted: Cancel Appointment Yes or No. Choosing Yes will return you to the Scheduling screen.

To document that an appointment has been confirmed, right click on the appointment and choose Confirmed or Not Confirmed.

12 When the questionnaire has been completed, click OK to save. If you choose to Exit, you will be prompted: Cancel Appointment Yes or No. Choosing Yes will return you to the Scheduling screen. Choosing No will return you to the questionnaire. Confirm an Appointment The confirmation values are determined by your practice and are setup in General Codes File Maintenance. To document that an appointment has been confirmed, right click on the appointment and choose Confirmed or Not Confirmed. Once a selection has been made, the word Confirmed will have a check next to it if the value selected indicates that the appointment was confirmed. It will also display the date and time the call was placed. If an appointment has been confirmed, a checkmark will appear to the left of the patient's appointment. Cancel an Appointment Highlight the desired appointment and click Cancel. Page 12 of 20

The system will prompt Reason for Cancellation? Respond by clicking Patient Cancel, Provider Cancel or Do Not Cancel. The system will then ask Do you wish to re-schedule this appointment?

If the answer is Yes, the system will access the appointment schedule and will carry over the visit code and appointment length of the original appointment if the appointment length did not exceed

13 The system will prompt Reason for Cancellation? Respond by clicking Patient Cancel, Provider Cancel or Do Not Cancel. The system will then ask Do you wish to re-schedule this appointment? Respond by clicking Yes or No. If the answer is Yes, the system will access the appointment schedule and will carry over the visit code and appointment length of the original appointment if the appointment length did not exceed the standard length of the appointment type. Notice that all the lines of supplemental information that were filled in from the original appointment are carried over to the new appointment. Reschedule an Appointment Appointments can be rescheduled, either one at a time or as blocks. Select the appointment or appointment to be rescheduled - Select the appointment(s) to be rescheduled by clicking the appointment cell, or by highlighting the group of appointments to be rescheduled. Once highlighted, right click and choose Select for Resched, then choose either ALL or the patient appointment that you want to reschedule. Click appropriate cancellation reason. The appointment is added to the RESCHEDULE List---slot color will change. Book an appointment from the RESCHEDULE list. Right click on an available appointment slot. Click on the appointment to be rescheduled. Supplemental Information from the original appointment will be included. Page 13 of 20

New Patient Booking Search by patient, guarantor, phonetic name, historical records, active/inactive accounts. ***Search carefully to avoid entering duplicate patients!

Once the required fields are completed, save your information and exit from Patient Registration. Continue the booking process.

14 New Patient Booking Search by patient, guarantor, phonetic name, historical records, active/inactive accounts. ***Search carefully to avoid entering duplicate patients!*** Select New Patient + Guarantor Register patient with appropriate information as determined by your practice. Once the required fields are completed, save your information and exit from Patient Registration. Continue the booking process. Patient Tracking Status Colors defined by practice show when confirmed, again when booked, again when arrived and then again when registered. The patient s marked for No Show will be a different color as well. These are defined by your practice. Right click on the desired patient to change the status. Each status is time stamped for reporting purposes. When a patient is marked as Confirmed, a check mark will appear just to the left of the patient name. Page 14 of 20

To view the time stamps, double click on

15 To view the time stamps, double click on the highlighted appointment slot, choose Change Status. Non Patient Appointment Booking Use Non Patient booking for any non patient related appointments (on call note, meetings, birthdays). Page 15 of 20

Click OK to accept your selections or Cancel to return to the scheduling screen.

16 Check Over-ride to use existing pre-slotted visit types on the template for Non-Patient appointments. Enter the Start and End times for the non-patient appointment. Click OK to accept your selections or Cancel to return to the scheduling screen. Print Appointment Schedule Select Print from the Appointment View Mode Bar Select the Provider and the Start and End times Check to include Supplemental Information Check to include only booked slots Appointment Waiting List Add to Waiting List Page 16 of 20

Patients can be added to a waiting list directly through the Scheduling screen by simply right-clicking on the appointment and choosing "Add to Waiting List.

Select appropriate list. The patient will automatically be added to the waiting list with the preferences of the department, provider and visit type for which the appointment was made.

17 Patients can be added to a waiting list directly through the Scheduling screen by simply right-clicking on the appointment and choosing "Add to Waiting List." If more than one waiting list is being maintained by the practice, the system will prompt the operator to choose the name of the waiting list to which the patient will be added. Select appropriate list. The patient will automatically be added to the waiting list with the preferences of the department, provider and visit type for which the appointment was made. The start and end dates of the waiting list will be set as follows: Start Date=Today's Date, End Date=Date of the Appointment. Adding someone to the Waiting List will automatically place a message in the alert window stating that they are on the Waiting List. When a patient is taken off the Waiting List, this message is erased. Select from Waiting List If an appointment slot opens up and you want to check the waiting list, click on the slot and right click - then choose Check Waiting List. The open appointment that was selected is shown as well as the patients who are on the waiting list. Click Filter and the system will pull the patients on the list based on a variety of rules, such as Provider, Department, Visit Type, Date, Time and Day of the Week. Once you identify the patient that you wish to book into the slot, highlight that patient and Click Book. Page 17 of 20

Modifications can be based on priority, dates, and times of patient availability, provider and department. Save any modifications made to the appointment.

18 Modify an appointment on the Wait List Once an appointment has been added to the Wait List, modifications can be made to that appointment. From the Scheduling Icon, choose the wait list option and choose the appropriate Wait List from the dropdown. Highlight the appointment to be modified, click the modify button. Modifications can be based on priority, dates, and times of patient availability, provider and department. Save any modifications made to the appointment. Enter Patients on the Wait List without Booking an Appointment Select Scheduling => Waiting List Search for the patient based on Account Number, Last Name, SSN and/or DOB. Complete the appointment requirements: Department, Provider, Visit Type, Start and End Dates. Other patient preference options include Priority, Days of the Week, Start and End Times. Click the Save button to add the patient to the Wait List. Page 18 of 20

Verify Eligibility The system will populate demographic and insurance information entered in patient registration.

19 Eligibility Click Elig at the top of the Patient Registration, Inquiry or Patient Appointment Information screens to view, verify or delete eligibility information. Verify Eligibility The system will populate demographic and insurance information entered in patient registration. Select the Service Type from the drop-down on the right hand side of the screen. When complete, click Submit. Charge Tickets Charge tickets can be printed as a batch. Page 19 of 20

20 A charge ticket can also be printed one-up from the main appointment information screen. Right click on an existing appointment to open up the drop-down menu, then select Print Charge Ticket. Page 20 of 20

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