Scheduler Updated: 9/24/2010

Transcription

1 Updated: 9/24/2010

2 Table of Contents 1. Schedule Setup To be Scheduled/Billed Provider My Provider Sequence Provider s Availability Room To be Scheduled Room My Room Sequence Room s Availability Provider/Room Group Procedure Procedure Group Schedule Template Color Configuration & Procedure Background Color Holiday Schedule Parameters Scheduler Screen Screen Layout Classic View Vs Outlook View Scheduling an Appointment Existing Patient Appointment New Patient Appointment Waiting Appointment Multiple Appointments For The Same Patient Double Book Appointment Re-Schedule Appointment Recurring Appointment(s) Cancel Appointment Other Right Click Menu Options Patient Menu (Document, Face sheet, Letter Templates, Demographic etc..) Appointment Menu Options Message/Option prompts (Alert Note, Reminder ) while Scheduling an Appt More Features Patient s Phone number on Scheduler Print Daily Schedule Find Available Schedule Slots

3 9.4 Find Patient s Future and Past Appointments Block/Reserve multiple slots Print Forms to be filled for Single/Multiple scheduled Appointment(s) Print Letter(s)/Labels for scheduled Appointment(s) Important System Parameters Important User Parameters

4 Prior to using the IMS Scheduler, it must be configured for the providers and resources within each location. The initial setup involves defining provider availability, room availability (if applicable), viewing sequence, procedures (reason for visit), holidays, etc. Once properly configured, the IMS Scheduler may be used for appointment related activities such as patient scheduling, blocking time slots, creating scheduling related letters, and even accessing the patient chart. 1. Schedule Setup 1.1 To be Scheduled/Billed Provider Setup > Scheduler > To be scheduled/billed Provider Setting an employee or provider as To Be Scheduled will mean that they are able to appear in the schedule for an office. By default, providers are automatically listed on the right-hand panel as To be Scheduled if they have the Office Billing Address set within the Employee master (Setup > Office > Employee/Provider). To set the Office Billing Address go to Setup > Office > Employee/Provider. On the Right Side panel, select Office Billing Address. Add the appropriate office(s). To set employees other than Providers as To Be Scheduled, move them manually to the right-hand panel of To Be Scheduled using the arrow indicated in the image below. The employee master should then be updated with the appropriate Office Billing Address(es). If an employee is only listed for Billing, then check the Bill Only box so he/she will not appear on the schedule for any office. To be scheduled Provider(s)/Employees can be moved to Right side panel and click Ok. Check the Bill Only check-box for the Provider(s)/Employees only for Billing and should not appear on Scheduler. 4

5 Note: You cannot set To be scheduled employee by office. This means you cannot set the same provider as Bill Only for Office A and To be scheduled for Office B. If you set provider as Bill Only, that provider will not appear on the schedule for any of the office then. 5

6 1.2 My Provider Sequence Setup > Scheduler > My Provider Sequence To set the My Provider Sequence, go to Setup > Scheduler > My Provider Sequence. It is very important to set the provider sequence for each user. This determines the order in which the providers appear in the All Providers view. It also defines the sequence in which the provider schedules appear if the Scheduler icon is clicked multiple times. Give Seq. No. and click Ok Note: If a Provider is not available on particular day, IMS automatically moves that Provider to the last column in the All Providers view The My Provider Sequence must be set for each user. 6

7 1.3 Provider s Availability Setup > Scheduler > Provider s Availability To set Provider s Availability, go to Setup > Scheduler > My Provider Sequence. You can set the Provider s daily availability for each Office from this screen. M: Manual Availability: This is a standard schedule based on start time, end time, interval and Office selection only. It does not define specific time slots by procedure. T: Template Availability: This provides more flexibility to schedule setup. It allows the office to define specific procedures to certain time slots to help make patient flow more efficient (ex: New Patients from 8am to 11am on Wednesdays only). Schedule Template setup will be discussed in Section Start date: This defines the effective start date of the schedule. Based on this start date, the system will generate a schedule based on the defined Manual or Template based criteria. You can also add different schedule for future start date if any. Select Provider Add row for each available day. Give Start Date, select Type and Office. Select M OR T to set Manual OR Template based availability respectively. Click Save 7

8 Monthly Alternate Week Availability: Click on this icon to select alternate weeks. Please add two rows with the same start date for Monthly Alternate Week. Note: To setup the Alternate Week Availability enter the Start Date, Day and then click on the icon beside Day. This will open the window that allows selecting which week the provider is available or not. Example: If the Provider does not work on the 2nd and 4th Wednesday of the Month in Office 00001, un-check those corresponding days for Office Similarly, if the Provider does not work on the First, Third and Fifth Wednesday of the Month in Office 00002, un-check those corresponding days for Office To set Alternate Week Availability, add two rows with the SAME START DATE to define as Alternate Week schedule (Please see above Image). This means the first row may have the First, Third and Fifth Monday selected and the second row may have the Second and Fourth Monday selected. The alternate week will be considered based on EACH MONTH. This means that IMS checks if each month has 4 or 5 weeks, and based on that it considers the alternate week. Continuous Alternate Week Availability (Regardless number of weeks per Month): Check the box A to define as Continuous Alternate Week availability for any day. To set-up continuous alternate week availability, select the check-box A. When checked, the system will continuously alter the availability for that particular day of the week beginning on the defined Start Date. 8

9 Temporary Availability: A Provider may occasionally work a modified schedule for a period of time. To set the Temporary Availability, first add a new modified schedule for each day affected. Once the modified schedule has been added, select the O check box and define the End Date for the modified schedule. On this date, they system will revert back to the prior schedule availability. Example: The Provider s regular schedule will be different only for all the Monday s in October To set this up in IMS, the Provider will need to add a new row for Monday, check off the O checkbox and define the End Date as 10/31/2009. From November 2, 2009 forward, IMS will follow the previously defined schedule. Check O and set the End Date for temporarily set availability. You can set the Future Availability for the same provider, office and day by changing the start date. IMS will show the future availability with a Blue Bar beside it. (Please see the image below) Example: From April 2010, the Provider s schedule is going to change for Monday. A new row is added with a start date of 04/01/2010 with either new From and To times or a new template. Set the Future Start Date for the new schedule. 9

10 1.4 Room Setup > Scheduler > Room The Office may want to schedule patients by Room for visits such as Stress Test, Echo Test, Allergy Shots, etc. These rooms will be also available to select from CheckIn/Out as options for placing the patient into a Room. To add a Room, go to Setup > Scheduler > Room. From the Room window, select the appropriate Office at the top and click on the Add button. In case of Multiple Offices, add the room under All if the room description is the same for all of the Offices. (NOTE: It is recommended to create separate office for each location for added flexibility.) Define the default Interval for each room if the office will schedule patients by Room. On the Scheduler screen, each time slot for the room will show based on the default Interval defined here. If the Office does not schedule patients by Room, then it is not required to define an Interval. (NOTE: Section 1.5 describes how to define rooms To Be Scheduled ) Once all of the Rooms have been added, click the Save button. Show in Checkin (C): Un-check C for any Room that should not display appointments in the CheckIn/Out list. This is useful if these patients do not need to CheckIn, but are maintained in the schedule. Example: Providers often visit patients in the Hospital. They might want to view their schedule for hospital patients within IMS, but they won t check those patients into the Office. So, a room named Hospital might be added in order to maintain that schedule, but by leaving C unchecked, those patients will not show in the CheckIn/Out screen. 10

11 Select Provider for each Room : Providers may be selected for each Room so the system can further filter while scheduling an appointment. Click on the Select Provider icon and select the Providers associated with a specific room. When the front staff schedule an appointment for that particular Room, they can choose a Provider from the list of selected providers. Example: While scheduling an appointment for Room 1, Office 55, the Provider drop-down list in the Schedule Entry window will show only the two providers (Allee, Ronald and Ann, Jessy) that were selected above. 11

12 1.5 To be Scheduled Room Setup > Scheduler > To be Scheduled Room To set the To be Scheduled Room, go to Setup > Scheduler > To be Scheduled Room. By Default, all the rooms that are added from Setup > Scheduler > Room will be set as To Be Scheduled Room by the system. If the Office does not schedule appointments by Room, select the specific rooms in the right-hand panel and move them to the left-hand panel as a Not to be Scheduled Room using the or buttons. Not to be Scheduled Room(s) will not appear in the Scheduler, but they will be available in the CheckIn/Out screen as an available room option when clicking on In Room. 12

13 1.6 My Room Sequence Setup > Scheduler > My Room Sequence To set the My Room Sequence, go to Setup > Scheduler > My Room Sequence. From here, set the sequence number for each room in the order that the rooms should appear in the Scheduler for the All Room view and also in the Provider/Room drop down list in the left-hand panel of the Scheduler screen. This is a user level setting and each user can define a Room Sequence specific to their needs. System will also apply the same My Room Sequence to the Room drop down list of the CheckIn/Out screen. To define, enter the sequence number for each room and click the OK button. 13

14 1.7 Room s Availability Setup > Scheduler > Room s Availability The Office which schedules patients by Room too then it is required to setup the Room s availability. Let s say the Office which may have schedule for Allergy Shot room, Sleep Study Rooms, Pace Maker, ECG etc. generally have Room Schedule too along with Provider s Schedule. To set the Room s Availability, go to Setup > Scheduler > Room s Availability. To setup the Room s Availability, first verify that To Be Scheduled Room setup has been completed. (Section 1.5). Please click here to refer to To be Scheduled Room. Now, select the Room in the left-hand panel of the Room s Availability window. From the right-hand panel, define the Availability for each Room. This is exactly the same process used previously with Provider s Availability setup (Section 1.3). Please click here to refer to Provider s Availability Setup. 14

15 1.8 Provider/Room Group Setup > Scheduler > Provider/Room Group A Provider and/or Room Combination can be created for a particular office for simultaneous viewing. When the provider group is selected in the scheduler, it shows only the providers or rooms selected for the particular group. To set the Provider/Room Group, go to Setup > Scheduler > Provider/Room Group As shown below, click on the Add/Edit Master icon to add a new Group Within the Provider/Room Group Master window, select Add to define a new Group. If deleting an existing group, first select the group from the list and then click Delete. Select the Group Type to define where the grouping will be visible. It can be defined for Scheduler, CheckIn/Out or Both. Select the Group For to define whether you will be grouping by Provider, Room, or a combination of Both (Providers and Rooms). Select the Office for which the Group corresponds to Provide a Description for the group. This will be visible in Scheduler and/or CheckIn/Out as the Group name. If this same Group should be used by all users, select the All Users check box. Leaving unchecked will apply only to the user who created the Group. Click Save and then Close after all changes have been made. Add row for each group. Select Type, Group For, Office and All Users. Give name of Group. Click Add/Edit Master to add new group. Click Save 15

16 All created groups will appear in the left-hand panel of the Provider/Room Group screen. With the appropriate Group highlighted, select Providers and/or Rooms from the right-hand panel that belong to the selected group and then Save. (Please see below image) Select Providers or Room for selected group from here. Note: The Provider/Room Group view cannot be set as the default view when the scheduler screen opens. If the user did not select the All Users check box while creating a group, that group will appear only for the logged in user who created that group. From Scheduler screen when you click on All, it will open a menu listing all of the Groups created for that Office. Select Group from the list 16

17 Select Provider(s) AND/OR Room(s) from Scheduler Screen: IMS also provides flexibility to select a group of providers or rooms at any given time. Click on All (Step 1 below) Click on Select Providers/Rooms option (Step 2 below). A list of Providers and Rooms for the selected Office will appear. Select multiple providers/rooms to view within the Scheduler window at the same time (Step 3 below) and then click Ok. Step 1: Click All Step 3: Select Providers/Rooms that you want to see on one page and click Ok. Step 2: Click Select Providers/Rooms 17

18 1.9 Procedure Setup > Scheduler > Procedure Procedure(s) can be used to define the reason for a patient visit or the category for a visit. Some offices may choose to define by complaint and others may define by category such as new or existing patient. To define the Procedure(s), go to Setup > Scheduler > Procedure. Procedures can be defined for All offices or individually for each office location. For a single office setup, it may be beneficial to create the procedures under All in preparation for new office expansion in the future. By doing this, the new office will automatically be associated with the procedures created under All. Click on Add button to add procedures in the list. Once all the procedures are added, click Save button. (NOTE: Create separate Procedure(s) if any of the offices desire different Color, Duration, Visit Note Defaults, etc. If a Procedure is assigned to All, any change will be seen by every office.) Enter default duration for each procedure so IMS will prompt you during scheduling to set the appointment based on procedure duration when the schedule slot interval is different than the procedure duration. Also see Check Procedure duration with Appointment interval. Select particular Office or All Office Set default duration Click Save 18

19 Authorization Required should be checked and entries made for Insurance Plan or Group if a particular Procedure requires prior authorization Scheduler Columns may be used to define important questions or reminders for the front desk person when scheduling a patient. As the appointment is being scheduled, the values entered here will be presented on the screen and may be set as Required values. An example might be to Remind patient to bring a urine sample. Visit Note Defaults (VN Default) may be set for each procedure. The purpose for this is to make the Providers encounter more efficient. VN Default allows to define default Visit Note data to populate into the visit note for the current day. It also provides the ability to define a Visit Status automatically upon creation of the Visit Note, reducing clicks for the Provider while also informing office staff of the patient status. It is also a place to define the Visit Type, which will feed into the General VN template to define the visit as billable or non-billable. 19

20 1.10 Procedure Group Setup > Scheduler > Template > Procedure Group A Procedure Group is used to bundle related procedures for Scheduling. To define the Procedure Group, go to Setup > Scheduler > Template > Procedure Group. Click on the Procedure Group button to add a new Procedure group. Type a Procedure Group name in the text field and click Save. Now, click on the icon to add procedures in to that group. The Procedure Group can be used to reserve schedule slots using either the manual reserve or Schedule Template options. When you schedule an appointment for such reserved slots, IMS will show only procedures defined for that procedure group and staff cannot select any other procedures. A different color may be set for each procedure group, so Scheduler will show the selected background color when slots are reserved. Click here to select procedures under each group Add Procedure Group name here Select procedures from the drop down list and click Ok Note: If you do not select any procedures under a procedure group it means ALL the procedures are available to pick from while scheduling an appointment for those reserved slots. 20

21 1.11 Schedule Template Setup > Scheduler > Template In IMS, Provider availability can be setup primarily in two ways: 1. Manual consistent Time Intervals throughout each day 2. Template Based more flexible scheduling. It allows the ability to configure schedules with procedure reserved slots, double booking, not available slots etc. Once the templates are designed properly, they are then associated with the Provider s availability Add/Edit Schedule Template To define a Schedule Template, go to Setup > Scheduler > Template Click on the Add/Edit Template button to create a new template or edit an existing template. Give default start time, end time and interval for the template. Give a name to the template so that it easily identifies which Provider and Office it is used for. Example: Dr.James 0001 Mon, Dr.James 0001 Tue etc. Enter Start Time, End Time, default Interval and click Save Click on Add/Edit Templates to add new template 21

22 Select the template from the left-hand panel and the Schedule Template window will show available slots with default duration in the right-hand panel. You can see selected Templates slots on right side panel. All the created templates will appear on the left side Right Click Options (Reserve Procedures/Group, Set Interval, Set N/A Slots etc.) To design the template, right click on any of the schedule template slots in right side panel. Right Click on schedule slot to get the pop-up menu Select Procedures Or Group to reserve the schedule slots Set different time interval for different schedule slots Set Not Available schedule slots 22

23 You can select multiple slots together to reserve or set interval or to set N/A slots etc. To select multiple slots together, click on one of the slots and then hold pressing CTRL key from the keyboard and click on the slots that they want to select. You can see that selected slots are highlighted in blue. Select multiple slots together to reserve or set N/A or change Interval of the selected slots Once, the template is ready, you can attach the template to the Provider s Availability from Setup > Scheduler > Provider s Availability as shown below. In the image below, every Thursday and Friday follows the schedule according to the Barbara Template. Select Type T to select template from the drop down list for the Provider. 23

24 Reserve Schedule Template slots for Procedure(s) OR Group: It allows reserving the slots for a particular procedure or procedure group. When select procedure option, it gives two toggle options to reserve the slots. When scheduling an appointment for reserved slots, IMS filters the list of procedures in the drop down of the appointment and shows only reserved procedures. Select all the slots where you want to reserve Procedures Or Group and Right Click > Select Procedures Step 1: Select Option here Select Procedure Group Step 2: Select Procedures Step 3: Click Ok 24

25 Set different Time Interval: This allows to change the schedule time interval for selected slots. You can have different time slots for the same day Template. Select the slots you want to change the interval for. Right-click and then choose Change Interval. Select Time Interval and click Ok. Note: Change Interval option will be disabled if Scheduler style is set to Outlook. Set Not Available slots: This option allows setting selected slots as Not Available. Example: Lunch, Admin Time, Office Meeting (Every Friday) Select Slots > Right Click > Set Not Available Enter the Note and click Ok 25

26 Select Same Interval slots: This allows the user to select same time interval slots with one click only when template has different time interval slots set. For example, to select all 15 minutes interval slots, select one of the 15 minute time interval slots. Rightclick and then choose Select Same Interval Slots. Make any necessary edits to the selected slots and click Save. Select Same Procedure Block: This option selects all the slots that have similar procedures. 26

27 Regulate Double Book slots DB: Using Template, you can restrict double booking appointment on selected slots. Uncheck the check box DB for the slots where you do not want to allow double booking appointments. For many offices, double-booking is not allowed during the lunch hour and/or during the last hour of the workday. Uncheck DB to restrict double booking. Note: Once you apply a template to the Provider s availability, it is applicable forever unless you have an end date set for that. 27

28 1.12 Color Configuration & Procedure Background Color Setup > Scheduler > Color Configuration The color configuration is basically font colors of the scheduled appointment information (Foreground color). Based on the different status of the appointment as shown above, system changes the font color. Click on colored box to change the color and click Ok When you schedule an appointment, the back ground color of the appointment is either room color or procedure color based on the schedule parameter set. Generally, when schedule is set by Provider, background color is set for procedure and if schedule is set by room, background color is set by room. Note: We suggest selecting light colors for the procedure background color and dark colors for the Color Configuration of each appointment status, so it becomes easy for the user to read the appointment information displayed on each scheduled time slot. You can also click on any of the colored boxes directly from the Scheduler Window to change the color configuration. You can also click on any of the colored box from main scheduler screen in the bottom panel. 28

29 1.13 Holiday Office Holiday Setup > Scheduler > Holiday To enter Office Holidays, select Setup > Scheduler > Holiday. To enter Office Holidays, select Office at the top. You can select either All Office or a particular Office to add holiday. Click the Add button and select the Date when there is an Office Holiday. Enter Note for each Holiday and click Save. On the Scheduler Screen, it shows particular Office Holiday in Pink in the Calendar and It is Office Holiday message at the top in Daily View. (Please see below) You can see date in Pink for Office Holiday. It shows all the slots as Not Available on holiday. 29

30 In any of the All views within the Scheduler like All Provider, All Office it shows Holiday as Not Available (A). It shows Office and Provider (B) description in Pink Color. B A Note: The system shows Office holidays in pink color date and all Providers holidays in maroon color date in the Calendar. 30

31 Provider s Holiday Setup > Scheduler > Provider s Availability > Provider s Holiday To enter Provider s Holidays, select Setup > Scheduler > Provider s Availability > Provider s Holiday. First, select Provider in the left-hand panel and then click the Holidays Tab in the right-hand panel. Click the Add button and set the From Date and To Date range for which the provider will be on holiday. Select the Holiday Type from the drop down or if desired type is not available, type a new value and hit Tab. A message will prompt to add the holiday type to the drop down list for future use. Select Yes to save the value. A Note describing the holiday may be added in the Note field. Once all Provider s Holiday s have been added, click Save and Close. Select Holidays. In the Scheduler view, the calendar shows provider s holiday in maroon. It shows a message at the top in Daily View and marks the holiday time slots as Not Available. It shows all the slots as Not Available on holiday. You can see date in Maroon color for Provider s holiday. 31

32 For the All view options in the Scheduler, holidays show as Not Available and the Provider s name is maroon at the top. It shows all the slots as Not Available on holiday. 32

33 1.14 Schedule Parameters Setup > Scheduler > Parameters To set Schedule Parameters, select Setup > Scheduler > Parameters. Schedule Parameters are OFFICE WIDE. The IMS user needs to set this up properly for each office. There is a Copy to ALL Offices link available at bottom of the screen. Please observe the Office selected at the top. Please set each parameter properly based on the requirement. Select Office Admin User can click on this link to copy the same parameter values for all other offices. Click Ok Office Start time, Office end time and Appointment interval: These parameters affect the schedule slots on the day(s) where the provider is not available. It shows not available slots start time, end time and interval according to parameters set here. Refresh Time: System will refresh scheduler automatically according to refresh time set for each Office. Default View: Select default View of the scheduler when you open it up. It gives you option to choose from Daily, All Provider, All Room, Week and Month. 33

34 Week View Starts from: It gives two options to choose from: o 1 st Day: It shows a 7 day schedule that includes the current date selected in the calendar and starting with either Sunday or Monday, based on the Calendar View option selected (Sun-Sat, Mon-Sun) o Current Day: This means next 7 days schedule from the current date selected in the calendar. Month View Starts from: The same as week view it gives two options: o 1 st Day: It shows a 30 day schedule for the current date selected month in the calendar, starting with the first day of the respective month. o Current Day: It shows the schedule for the next 30 days from the current date selected in the calendar. Calendar View: Select Sun-Sat OR Mon-Sun view for Schedule Calendar. Check Maximum Procedures per Day: This gives a warning message if an attempt is made to schedule more appointments than the maximum number set for a specific procedure in Provider s Availability. However, the appointment can still be made. To set this up go to Setup > Scheduler > Provider s Availability. Select provider from the list. Click the Max Procedure button and define the maximum number of appointments for specific procedures. Set maximum number that the front staff can schedule an appointment for. It prompts with a warning message when the limit is exceeded. 34

35 Default Confirm Status: This defines the default status of an appointment as Confirmed or Un-confirmed at the time of scheduling. Most offices set the appointment as un-confirmed by default and then confirm the appointment after calling patients a few days before their actual appointments. Show Canceled Appointments: System will hide canceled appointments in the scheduler list if set to No or else it will be visible with a strike-through mark on it. Check Patients Future Appointment: This prompts with a list of the patient s future appointment(s). If any exist, the user will be notified and can then decide whether scheduling would cause a duplicate appointment or if the new appointment is for a separate reason. Ask Reason when Move Appointment: When set to Yes, system will prompt a window to enter a reason while cancelling any appointments. Entered reasons will appear in the various schedule reports and Patient Appointment Window. If this is set to No, it will not prompt a window to enter reason and simply mark the appointment as cancelled. 35

36 2. Scheduler Screen 2.1 Screen Layout Activities > Scheduler OR Click on icon from the main IMS toolbar When you open the Scheduler, by default it opens for today s date and default provider set for logged in user. Please refer Set default Provider It opens Default View (Daily, All Provider, Weekly etc.) set for the default Office. Please refer Default View for Office. You can also set default Office for each user. Default Office can be setup by Employee or by Computer. Please refer to IMS Office Setup manual for more detail. Left Panel: Calendar: The user can view the calendar in the left panel. Clicking on takes the user one month back and moves one month ahead. Clicking on takes the user one year back and advances one year forward. The user can also manually type the date in Date field. Calendar view can be set for either Mon-Sun OR Sun-Sat. Please refer Schedule Parameter. 36

37 Office: It opens scheduler for default Office assigned to the logged in user. The current office can be changed by selecting from the drop down list. When selecting Office from the drop down list, the system shows Providers or Rooms that belong to the selected office in the Provider/Room drop down list below. The user can also view scheduler/appointments for All Offices for the selected provider. Provider/Room: It shows the list of To be Scheduled Providers or Room(s) for the selected Office. The user can select any provider to see appointments for him/her. When a Provider logs into IMS and opens the scheduler, by default the schedule will open for their user. Daily, Week, Month view: IMS provides different views for scheduler. Select any view to see the appointments for selected Office and Providers within the specific range. Click here to view Daily View. Week View: Click on to open week view for selected provider. It will show the next 7 days schedule or this week schedule based on the Schedule Parameter set. Please click here to reference the parameter. 37

38 Month View: Click on to view monthly appointments for the selected Office and Provider. It shows appointments for next 30 days or This Month based on the Scheduler Parameter set for that. Please click here to reference the parameter. Note: By selecting an appointment, the user can see complete appointment detail in left bottom corner. The key at the bottom explains the colors and letters associated with the appointments o X - scheduled appointments o U - Un-confirmed appointments o B Blocked Slots o V Procedure Reserved slots o I Patient Checked-In o R Patient In Room o O Patient Checked-out o M Missed appointment o P Canceled by Patient o D Canceled by Provider 38

39 All: (All Provider, All Room, All Office, User defined Group view, Select Provider/Room Group view) Click on to view the pop-up menu with various viewing options. Click on All Providers, All Offices or All Rooms to get the desired view. Please click here for more information. Click on Select Provider/Rooms to select any specific provider and/or rooms for view. Please click here for more information Bottom Panel: The Bottom Panel shows the color key that associates with the appointments. Right Panel: The Right Panel shows the appointment slots and scheduled appointments with the status of each appointment. It shows all reserved, blocked, not available slots, etc. 39

40 Classic View versus Outlook View IMS provides two different views of the Scheduler screen to the user. Classic View Outlook View You can change the parameter to view either Classic view or Outlook View. Setup > System Parameter > Scheduler > Outlook Style Scheduler View YES/NO If the above parameter is set to Yes, it will open Scheduler in the Outlook view. If set to No, the Scheduler will open in Classic view. The system provides the flexibility to switch between Classic view and Outlook view within the Scheduler window by clicking on icon at any time if the Outlook parameter is set to Yes. There are some basic view differences between the Classic and Outlook style: Outlook Style Scheduler: Daily View Scheduler Outlook Daily View Click on the icon to switch between Outlook and Classic View. 40

41 Classic View Scheduler: Daily View Scheduler Classic Daily View 41

42 Classic View V/S Outlook View: Showing appointments Classic View It automatically changes the time slot duration based on the procedure duration of scheduled appointment. Example: If the appointment is 60 minutes, it will automatically change the slot duration to 10:00 A 11:00 A even though the default interval is 15 minutes for each slot. Patient: Pease, Mike 10:00 A 11:00 A (60 mins) Williams, Surgon (30 mins) Outlook View It does not change the slot duration. It occupies the number of slots for each appointment based on the procedure duration. Example: If the appointment is 60 minutes, it will occupy 4 slots from 10:00 A to 11:00 A and shows appointment set acrpss all 4 slots. Patient: Pease, Mike 10:00 A 11:00 A (60 mins) Williams, Surgon (30 mins) Observe the difference in Outlook and Classic view for 60 mins appointment. 42

43 Classic View V/S Outlook View: Showing Double Book appointments Classic View It shows double booked appointments each on different slot. It automatically changes the slot duration for each appointment. Outlook View It shows all double booked appointments on the same slot side by side and does not change slot duration for any. Example: William, Jennet and Marquez, Merry appointments are double booked. Classic View It shows DB flag for Double book in Classic View. Outlook View In Outlook view it shows double booked appointments side by side. 43

44 Classic View V/S Outlook View: Showing Canceled appointments Classic View It shows strike mark against canceled appointment. Outlook View It does not show strike mark and show Red Cross against canceled appointment. Example: Johns, Jennet appointment shows canceled by patient. Classic View Outlook View It shows strike mark on the canceled appointment in Classic view. Canceled appointment shows with a red X in Outlook. 44

45 Classic View V/S Outlook View: All Provider View Scheduler Classic View It shows individual time slots with respective default duration for each provider besides provider. Outlook View It does not show the time slots for each individual provider in the All Provider view. It will show the common start time and end time slots in All Provider view considering the earliest start time of any of the providers and latest end time of any of the providers. Example: Allee, Ronald and Ann, Jessy Classic View Classic All Provider View It shows each provider s time slot individually based on provider s availability. Outlook View Outlook All Provider View Note: Here it has a common time slot on the left side for All Providers. Note: If the user has the need to see the time slots by each provider's individual schedules, they will need to click the Switch to Classic View Button in the activity tool bar. 45

46 3. Scheduling an Appointment Scheduler Activities > Scheduler OR Click F9 OR click on icon from main toolbar Click F9 or click on the icon in the main toolbar to open the Scheduler. Click on icon to open Scheduler Scheduler opens for the default Provider and Current Date Double click on any slot to schedule an appointment 46

47 Double click on the slot where you want to schedule an appointment. Schedule Entry window opens. Select the Patient. Select the appropriate Procedure for the appointment. Select the appropriate Case for the appointment if needed. Case is very useful for workmen s comp patients, or when an authorization is needed for a particular procedure. To search patient start typing lastname,firstname and click tab. Select patient. Select Procedure Click Ok 47

48 3.1 Existing Patient Appointment First, double-click the desired appointment slot. Within the Patient field, search for an existing patient by typing a couple of letters of the patient s last name followed by a comma. Next, type in a couple of letters of the patient first name and then click Tab. Example: smit,will to search patient with name Smith, William. (There is no space required after the comma to search for a patient.) IMS will automatically bring a note into the schedule note field from the Patient Master Note field if one exists. 48

49 3.2 New Patient Appointment First, double-click the desired appointment slot. An appointment can be scheduled by just typing the patient's lastname, firstname. Even if the patient doesn t exist in IMS, the user can schedule an appointment with just the patient name and IMS will prompt to enter that patient s demographics when the patient checks in. Note: You cannot assign a Chart Number without saving the patient demographic information in IMS You cannot assign the patient an insurance plan without first saving the patient's demographics in IMS 49

50 3.3 Waiting Appointment Select the appropriate Office where patient wants to be seen. Right-click on the any slot of the desired provider s schedule. Select Add to Appt. waiting. Select the patient name, provider, preferred time etc and add a note in the appointment if desired. Add to Waiting list. Select Office, Preferred Provider, and Procedure and click Ok. 50

51 Once, the appointment is scheduled as waiting, it shows in the bottom right corner of the schedule. It also shows in All Provider view of the schedule. When the user clicks on Waiting Appointment from the right bottom corner, it opens a list of all the patients waiting to be scheduled. Right click on the waiting appointment from the list and select the slot to schedule the appt or drag and drop on the available slot. Right click to set as an appointment for selected slot on scheduler 51

52 3.4 Multiple Appointments For The Same Patient IMS allows the user to schedule one patient for multiple appointments on the same day. (Observe the Date at top of the Add Multiple Appointments screen.) Right click on any of the slot of the scheduler. Click Add Multiple. The Add Multiple Appointment screen will open as shown below. Select Patient and Appointment detail for all. Select Slots for each appointment. Click Add Appointment Select the Patient in the top left corner. Select the Provider for each appointment. Now as soon as provider is selected, it displays the schedule slots at the bottom. Now, select time slot to schedule an appointment as shown in the above screen. Example: 52

53 Note: Scheduler 8:30 AM 8:45 AM for the first appointment. 9:30 AM 9:45 AM for the second appointment. Select Procedure, Case for each appointment. A maximum of 3 appointments can be scheduled for the same patient from this screen. Once the appointment information is filled, click on the Add Appointment button in the bottom right corner of the screen to save the appointments. Please make sure to choose the correct Office to schedule appointments. You can select the office at the top of the screen beside the Date field. Using the Multiple Appointments screen, appointments can be scheduled with different providers but not for different Offices. 3.5 Double Book Appointment You can double book patient s appointment that means, on the same time slot, they can schedule multiple appointments. For this, right click on the first appointment > Doublebook You will see DB flag in the same slot of appointment where it s double booked in Daily View of Classic View of scheduler screen. Note: Double book appointment does not restrict to two appointments on the same slots only. It allows scheduling as many as user wishes on the same slot. You can restrict any employee for double booking an appointment by setting up the below parameter for that particular user: Setup > User Parameters > Schedule/Checkin-out > Allow double book appointment You can restrict any user for double booking an appointment on just certain schedule slots using Schedule Template. The user needs to un-check the box against the slot time that should not have double booked appointments on it in the schedule template. Please refer more about Schedule Template in above section. 53

54 4. Re-Schedule Appointment To Re-Schedule any appointment, there are two ways in IMS: o Cut Appointment o Drag and Drop Appointment (Classic View) Cut Appointment: Right click on appointment. Select Cut. Select a new schedule date and time for the appointment. Right click on the new schedule slot. Select Paste. If you want to re-set the appointment back to the same slot, you have an option before you paste to new slot. When you cut the appointment, the Scheduler shows the cut appointment in the bottom left corner. Click on it and a message will prompt to reset the cut appointment. Clicking Yes will reset the appointment or else click No and can continue to paste to the new slot. Click here to reset Cut OR Copied appointments Drag and Drop the Appointment: This feature is available in Classic View only. To drag and drop the appointment to a new schedule slot, select the appointment by holding down the left mouse button. With the left mouse button pressed, move the cursor to the desired appointment slot and then release the mouse button. While re-scheduling the appointment, system will prompt with a window to enter a reason for the appointment move. The reason entered can be viewed from the Patient Appointment window OR Schedule related reports. 54

55 The Patient Appointments window can be opened from the Walley icon from anywhere in IMS or by clicking on the Patient Appointment icon from the Scheduler toolbar. 5. Recurring Appointment(s) The Copy feature can be used to schedule recurring appointments and save time. To copy any appointment, Right Click on the appointment. Select Copy. Go to New appointment slot. Right click and then choose Paste. Click on the left bottom corner to reset the copied appointment if the copy is no longer desired. Once Paste is selected, IMS will open a Schedule Entry window with all of the detail of the patient s appointment so any changes can be made before scheduling that appointment. Click here to reset Cut OR Copied appointments 55

56 6. Cancel Appointment IMS provides two options to keep track of canceled appointments. o Cancel by Patient o Cancel by Provider Canceled by Patient: Right click on the appointment. Select Cancel by Patient. Schedule will show the appointment with a strike-through on it and flag P against it. P = Canceled by Patient Canceled by Provider: Right click on the appointment. Select Cancel by Provider. Schedule will show the appointment with strike-through on it and flag D against it. D = Canceled by Provider When the appointment is canceled, a prompt will appear to enter Reason for cancellation. You can also add appointment in Re-schedule list (Right bottom corner of scheduler window Waiting List) as indicated by a C. Check the box to add in Re-Schedule list while cancelling the appointment and click Ok C indicates canceled appointments added in re-scheduled list. Click here to view all canceled and waiting appointments. 56

57 Canceled appointments and reasons for cancellation can be viewed from the Patient Appointment window. The Patient Appointment s window may be opened from the Walley icon from anywhere in IMS or by clicking on Patient Appointment from the Scheduler toolbar. Note: Canceled appointments will disappear from the scheduler screen if the parameter is set to hide them from scheduler. Go to Setup > Scheduler > Scheduler Parameter > Show Canceled Appointment > No. You can then see canceled appointments either from Patient Appointment window or from Scheduler related reports. Reset to Active: A canceled appointment can be reset to active if it appears still on the scheduler with a strike-through. Right click on the cancelled appointment. Select Reset to Active. 57

58 7. Other Right Click Menu Options Scheduler 7.1 Patient Menu (Document, Face sheet, Letter Templates, Demographic etc..) Right Click on the Appointment > Patient Gain access to the Patient Menu (Menu that opens while clicking on Wally Icon too). This option makes it easy for users to find out most the patient s related information right from here. The user can see documents, patient s chart view, appointments, face sheet, insurance information, billing information, reminders, schedule letters, case detail, demographic etc using this menu. Click on Edit to make any change in Patient s demographics. Patient Menu opens by Right clicking on appointment > Patient 58

59 7.2 Appointment Menu Options Right Click on the Appointment to open up the menu items. Add: To add an appointment. (Shortcut: Double click on the empty slot) Add Multiple: To add multiple appointments of the same patient on the same day. Please more information, please see Multiple Appointment. Double book: To add another appointment in the same time slot. Edit: To edit the scheduled appointment. (Shortcut: Double click on the appointment) Delete: To delete the appointment. (NOTE: Unless an error, we recommend cancel instead of delete.) Find: To find the empty or available slots to schedule an appointment. Confirmed: To change the status of the appointment to Confirmed if it was set as un-confirmed Unconfirmed: To change the status of the appointment to Unconfirmed. (It will show the flag U against that appointment on the schedule slot.) U = Un-confirmed Missed: To mark the appointment as Missed appointment. (It will show the flag M against Missed appointment) M = Missed 59

60 Driving Direction: It will redirect the user to either Yahoo map or Mapquest as per the parameter set for Driving Direction. The user does not need to type the patient s address and Office address manually. The system will automatically set the To and From address when Driving Direction is clicked. You can see Patient and Office address auto populated. Click Get Direction Note: Users can set the Driving Direction URL from Setup > System Parameter > Other > Default URL for Driving Direction = map.yahoo.com OR mapquest.com 60

61 8. Message/Option prompts (Alert Note, Reminder ) while Scheduling an Appt Alert Note, Reminder, HM Reminder: IMS presents Patient s Alert Note, Alert Reminder, and Health Maintenance Reminders as soon as select patient is completed in the schedule entry screen. It shows all three alerts in the same window. A Patient note may be entered from Activities > Note OR by clicking on the Note Icon from the IMS main toolbar at the top. After clicking the icon, select Patient. Enter the Note and any other pertinent details. Check the Alert box for Schedule. Similarly, a Reminder can also be set for the Patient with the Alert box checked for Schedule. If any Health Maintenance Reminders are generated for this patient, an alert for Schedule will be presented also. Selected Patient related Alert Note, Reminders OR HM Reminders will pop up. Instruction: Users can also set Instructions that prompts when user clicks OK to save an appointment. To set Instructions for schedule, go to Setup > Other > Instruction. Select filter criteria if appropriate. You can add more than one Instruction by clicking on F11 Add row link or press F11 key from keyboard. Check the box for S that is for scheduler instructions. Forms to be filled: This prompts the user with a list of Forms to be Filled that match the criteria from Setup > Other > Forms to be Filled. The user can also right click on the appointment once it has been scheduled and then click on Forms to be Filled. Required forms can then be printed. 61

62 9. More Features 9.1 Patient s Phone number on Scheduler The phone number that appears on the appointment screen is based on the Preferred Phone set for that patient in Patient Master. The user can change this in the Patient Master if needed. Scheduler will show Patient s Preferred Phone number selected in Patient Master Screen. Note: Users can see patient s appointment information including phone number in the bottom left corner of Scheduler while in All Provider view. 9.2 Print Daily Schedule Open Daily View of Schedule. Click the Print Icon in the top left corner of tool bar. Users can also print the daily schedule from Reports > Front Desk > By All option. Here, set the daily report criteria as report parameters and save that report in My Favorites. 62

63 9.3 Find Available Schedule Slots Scheduler Users can right click on any slot and select Find or click on the Binoculars Icon from the schedule tool bar. Set appropriate search criteria for Time, After how many days, Procedures, Office, etc... and then click on Find button to find empty slots on scheduler. If desired, the user specify a value for Reserved to find any reserved procedure slots on the scheduler. Example: User wants to find an available slot that is 3 days after 1 st July, 2009, 60 minutes in duration, and between 10:00AM 12:00PM. For this, set focus first on 1 st July and enter 3 days after, give time between and from as shown in below image. Now, click on Find button. Results show that after 3 days, it is a Saturday and the provider is not available, so the system prompts the user with a message that the slot is not available on 07/04 as shown in below image. The user can then decide whether or not to continue finding the next available slot after the 4 th July. If No is clicked, the system will stop searching. If Yes is clicked, the system will keep searching each day one by one and prompt the user with a message to continue or stop until it finds an available slot. When an available slot is found according to the criteria set, the system will set the focus on the available slot and will stop prompting with the message. Give different criteria to find out empty slots on Scheduler. 63

64 9.4 Find Patient s Future and Past Appointments From the main scheduler screen, click on the Patient Appointment icon scheduler. Search for the patient. It will show the latest appointment at the top. on the top tool bar of the Users can also right click on the appointment in the scheduler and select the Patient > Appointment menu OR if the scheduler screen is not opened, click Utilities > Patient > Appointment. This screen shows each appointment status with Reason OR Note entered. Click on With Other detail and walk in check box to see if the patient was ever walked in, who created the appointment, and who made the changes last for that appointment along with the date. The user can open the Patient Appointment screen for any of the patients and change the patient name to find out another patient s appointment information from the same screen without closing the screen. IMS will then show the newly selected patient s appointment information. Search Patient Patient s all past and future appointment list. You can see canceled appointment s status and reason too. Print letter templates for selected appointment Re-Schedule future appointment if needed. Click on Print to print this list. Note: Users can Re-Schedule an appointment right from the Patient Appointment screen by selecting the appointment and clicking on the Re-Schedule button at the bottom of the screen. 64

65 9.5 Block/Reserve multiple slots Right click on any of the slots and click Multi Block/Reserve. If on Daily view, user can see two tabs. Daily and Multiple Days. For Multiple days block o Select Date Range properly o Select time interval and click ADD o Select Days, Week OR Month based on need o Select Block OR Reserve Option o Click Block/Reserve Button Block/Reserve works for the Office selected, so please be sure the proper Office is selected at the top in the multi block/reserve screen. To Unblock/Un-reserve the slots, the user needs to provide the same criteria and click Unblock/Unreserved button. Block Option: Click an icon here to select multiple providers and block the slots for them together. Select Block option to block the slots and click Block/Reserve button. Note: IMS also allows blocking the slots on top of the Template Reserved Procedures slots. This means if the schedule template is applied which has reserved procedures on the template slots, and if you want to block such slots, this will over-ride the Template settings. 65

66 Reserve Option: Same as Block, to reserve slots for different Procedures or Group, select Reserve and click Block/Reserve Note: IMS also allows reserving procedures on top of the Template Reserved procedures slots. For this, Right click on the slots. Select Multiple block/reserve. Select the time slots. Select the Reserve option from the drop down. Select the new procedures that the user wants to reserve the slots with. Check the box Override Template Reserve Slots. Click Block/Reserve Button. Users can give rights to certain employees only to block/unblock/un-reserve the slots by setting up the below user parameter for them. Setup > User Parameters > Scheduler/Checkin-out > Allow to Block/Unblock/Un-reserve the slots 66

67 9.6 Print Forms to be filled for Single/Multiple scheduled Appointment(s) Right click on Appt > Print Forms to be filled for Single Appointment Users can print forms for Multiple Appointments together from Utilities > Print Forms to be Filled > Select Schedule OR Schedule/Walk-in from Status field drop down in this screen. Note: User can set Forms to be filled from Setup > Other > Forms (To be Filled). User can set Forms for different Office, Procedures, Insurance, Provider and Room from here. 9.7 Print Letter(s)/Labels for scheduled Appointment(s) User can print letters for each appointment one by one OR print letters for multiple appointments all at once. For Single Appointment: Right click on appointment slot > Patient > Letters (Schedule). Click on Letter (Schedule) to print letter for selected patient s appointment. 67

68 Select the correct Letter Template from the list by double clicking on the letter or click the Select button and choose either: Print, Fax, Save or Save As Select letter from the list by double clicking or click Select button If the user has saved the first letter, to select a second letter for the same appointment, click on the New button and that will open the letter list again. Select another letter and it will not overwrite the previously saved letter. If the user has not saved a previous letter and wants to select another letter, simply click on Select Template from the Top Right corner of the letter screen. (ex: incorrect letter selected the first time). Note: When the user clicks Save after selecting the letter, IMS saves that in the patient's documents section. Users can add the signature on the letter by clicking on the Signature button. It will add the signature where the cursor is focused, or where the <signature> tag is set from the setup of the letter. 68

69 For Multiple Appointments: Right click on any slot of scheduler > Multiple Letters (Schedule) Right Click on any slot > Multiple Letters (Schedule) Print Letter window opens. Note: o Select the specific office o Select Procedure o Select Status o Select the Letter Template to print, and click Print Letters. IMS will show the total number of appointments matching the above selected criteria, and it will print the respective letter for all appointments that fall under the above criteria. While printing multiple letters, users can click on the Save Letter check box. This will save the printed letters in each patient's document section. 69

70 Print Patient Label: For Single Appointment labels: Right click on Appointment > Patient > Print Label For Multiple Appointment labels: Right click on Appointment > Multiple Letters (Schedule). As described above, select the appropriate criteria or simply click on Print Label. It will show all patients' appointments that meet those criteria. Note: Users can set the default label printer for this from Setup > Other > Set Printer/Scanner > Add > Print Label for the particular machine and office. Then, IMS will always print labels on that printer, instead of the default printer. Users can design Labels from Reports > Label Users can set the default label type to be printed from Setup > System Parameters > Check In/Out > Print Label 70