Master Calendar Navigatin Scheduling> Clinic Master Calendar Use arrws t navigate: day --> week --> mnth. Mnth View Gld bar current date White n shw rate past calendar dates Grey blcked time Green appintment availability Display number f appintments bked Percent f the ttal number f appintments fr that date Day View Daily Schedule Scheduled Family Appintments Clumns Appintment Types Rws Number f cncurrent slts per time perid Nte: Number f appintments per time perid decreases as appintments are scheduled May 1, 2015: Master Calendar - Page 1 f 38
Week View Prvides infrmatin n: Clinic Hurs f Operatin Number f bked appintments per type and percent f the ttal number f appintments f that type Nutritin Educatin Classes Tpic, time, number registered/class capacity List View Displays a list view f the main calendar Srted by Family r Srt by Date Srt by Family is the Default Click inside the blck t view details f the appintment Navigatin Calendar Use the mini calendar t navigate t the desired day, mnth, and year Use the arrws t advance ne mnth at a time Click the mnth fr a list f mnths Click the year fr a list f the current decade May 1, 2015: Master Calendar - Page 2 f 38
Master Calendar View Filters Select ptins as necessary t filter the main calendar. Shws lcal agency and clinic Appintment types that exist n the clinic s Master Calendar Check every appintment type t display entire availability n the Day calendar view Uncheck appintment types as needed t display availability fr a specific appintment type May 1, 2015: Master Calendar - Page 3 f 38
Master Calendar Shw Data Enables the viewing n the Day, Week, r Mnth Views f the selected ptins: appintments, nutritin educatins classes and staff events. The detail will vary depending n the view yu select. Check appintments t enable viewing f scheduled appintments Check nutritin educatin classes fr a list f classes Check staff events t review scheduled staff events Scheduled appintments appear n the Daily Schedule May 1, 2015: Master Calendar - Page 4 f 38
Master Calendar Quick Links Availability Search Identifies a selectin f available appintments directly frm the master calendar using defined search criteria. Allws appintment scheduling fr bth new and existing families. Click Availability Search Enter infrmatin in the ptins fields Start Date End Date Day f the Week Include Overbking (if necessary) Preferred Language Preferred Time Clinic site D ne f the fllwing: Enter the Family ID r Click the magnifying glass t begin the search r Click the Create New Family icn Cmplete the new family screen and click Save T add a new participant t the selected family ->click the Add a New Participant icn and cmplete the Add Participant screen Click the Search buttn Crssrads returns a selectin f appintment dates and times May 1, 2015: Master Calendar - Page 5 f 38
Master Calendar Quick Links Scheduled Appintment Search Enables a search fr scheduled appintments. Enter the infrmatin in the data fields Start Date End Date Family ID Participant ID Last Name First Name Date f Birth Appintment type Click the Search buttn Search returns the desired infrmatin in the List View Click in the family appintment bx fr details May 1, 2015: Master Calendar - Page 6 f 38
Master Calendar Quick Links Reschedule Cancel - Open Family Under Quick Links click --> Scheduled Appintment Search. Select the Mnth calendar view ptin G t the mnth f the appintment Duble click the appintment day n the Navigatin Calendar Select the desired appintment frm the Day View f the Calendar Right click the appintment t view ptins fr Open/Reschedule, Cancel, r Open Family Select Open/Reschedule r Cancel n the Family Appintments List t cmplete the desired actin Nte: Refer t Quick Appintments fr further instructins Select Open Family t pen the recrd n the Family Demgraphics screen May 1, 2015: Master Calendar - Page 7 f 38
Master Calendar Quick Links Nutritin Educatin Class Search Enables a search fr nutritin educatin classes. Under Quick Links click n Nutritin Educatin Class Search Enter r select the desired search criteria Click Search Educatin Tpic Start Date End Date Day f Week Overbking (if necessary) Preferred Language Preferred Time Clinic Lcatin (Crssrads defaults t the lg n prcess clinic lcatin) Select any Special Needs as necessary May 1, 2015: Master Calendar - Page 8 f 38
The screen refreshes returning the first available in the Day View Use the hver feature t view class details and attendees Click the Week r Mnth and the search returns availability in that time perid May 1, 2015: Master Calendar - Page 9 f 38
Master Calendar Quick Links Add and Remve Attendees t Nutritin Educatin Classes Participants can be added r remved t a nutritin educatin class using the Master Calendar. T Add an Attendee On the Day View click in desired class Type Family ID in the Add Attendee bx Click the magnifying glass t search The Attendee aut ppulates in the Attendance bx abve Click Save OR Click the magnifying glass t cnduct a search The Select Family/Search Criteria screen displays Enter the search criteria Click Search Highlight the desired participant Click Select Yu are returned t the Nutritin Educatin Class screen The selected participant is added t the Attendance bx May 1, 2015: Master Calendar - Page 10 f 38
Master Calendar Quick Links T Remve a Participant frm a Nutritin Educatin Class Click n the desired class Click the Delete (red X) t remve the attendee Answer the questin t cnfirm remving participant frm the class May 1, 2015: Master Calendar - Page 11 f 38
Master Calendar Quick Links Mark a Nutritin Educatin Class Participant as Attended and Issue Benefits Enables staff t print Fd Instruments while participants are attending class. Search fr the desired Nutritin Educatin class On the mnth view, click the calendar day f the desired class (screen refreshes t the Day view) Duble-click the class the Nutritin Educatin Class screen displays Click Open Class The Attendance bx is updated shwing new clumns mark attendance, issue benefits, mdify issuance frequency and preview checks Select the Attended check bx fr each participant attending the class Select the Issue check bx fr each participant/family that is t receive benefits Click Preview Checks fr each participant and preview their benefits prir t issuance The Check Distributin Preview screen displays Click Cancel t return t the May 1, 2015: Master Calendar - Page 12 f 38
Nutritin Educatin Class screen Master Calendar Quick Links May 1, 2015: Master Calendar - Page 13 f 38
T Prcess Class Attendance Click Save and Issue A status message displays indicating success Yu are returned t the Day calendar view May 1, 2015: Master Calendar - Page 14 f 38
Master Calendar Quick Links Issue Benefits t Nutritin Educatin Class Participants Participants issued benefits are added t the Delayed Signature screen. Hme -> Family Services -> Delayed Signature fr Fd Issuance The Delayed Signature screen displays Select Edit buttn fr the individual signing fr the benefits Have the participant sign the signature pad Click Save The Open Class buttn has changed t Clse Class The Clse Class buttn clses the class and changes the status f the class t Cmpleted Once clicked, attendance is recrded and n additinal actins can be perfrmed A status f Cmpleted displays if all participants scheduled are marked as having attended r the class is cmpleted and clsed May 1, 2015: Master Calendar - Page 15 f 38
Master Calendar Quick Links Cancel a Nutritin Educatin Class Search fr the desired Nutritin Educatin Class On the mnth view, duble click the calendar day that includes the class Screen refreshes t the Day calendar view and displays the class All clients currently scheduled fr the class must be rescheduled befre the class can be cancelled. There are tw ways t cancel the class Optin 1 Under Quick Links, click Cancel Nutritin Educatin Class Click Yes n the cnfirmatin screen Review the Day view n the calendar and nte the class is n lnger listed Optin 2 Right click n the class and select cancel A cnfirmatin screen displays asking if yu are sure yu want t cancel the class Click Yes Review the Day view n the calendar and nte that the class is n lnger listed May 1, 2015: Master Calendar - Page 16 f 38
Master Calendar Scheduling Appintments frm the Master Calendar Hme->Scheduling->Clinic Master Calendar This feature allws the user t schedule appintments frm the day view f the Master Calendar by selecting available slts and selecting participants/families t be scheduled within thse slts. Fr a single appintment, click in the desired time perid f the appintment type. Fr multiple appintments f different types, select times that are cntinuus and that are in the clumns f the desired appintment types. Fr multiple appintments f the same type, click cntinuus times in the same clumn. Nte: Take care nt t select multiple cncurrent appintments fr family members. Instead schedule family members appintments back-t-back, if pssible. May 1, 2015: Master Calendar - Page 17 f 38
Search Optins. After selecting the time slts fr the appintments, take ne f the fllwing actins t schedule participants in the selected appintments. OR OR Duble click in any f the selected time slts t pen Quick Scheduling Results Enter the Family ID and click the magnifying glass Under Individual, select the crrect family member frm the drp dwn that crrespnds t the apprpriate appintment type If Family ID is unknwn, click the magnifying glass Cmplete the Search Criteria-> click Search Highlight the desired family and click Select Under Individual select the family member frm the drp dwn that crrespnds t the apprpriate appintment type Fr a new family click the add new family icn Cmplete the New Family screen and click Save Under Individual select the family member frm the drp dwn that crrespnds t the apprpriate appintment type Final Steps Enter the Cntact Methd frm the drp dwn Click Bk Leave the check mark fr Add t Cmmunicatin Queue The persn is added t Ntificatins if the appintment is missed Nte: Crssrads will nt allw an individual t be scheduled fr a type f appintment that is nt apprpriate Example: A child wh is within her/his certificatin perid cannt be scheduled fr an Initial Certificatin appintment May 1, 2015: Master Calendar - Page 18 f 38
Expanding Appintment Time Example: When nly ne 15 minute appintment slt is available, the end time f that slt is set. The end time cannt be expanded even if the fllwing time slt has mre than ne cncurrent slt available. If an appintment is needed that exceeds 15 minutes, the user can expand the beginning time if mre than ne cncurrent slt is available in the previus time perid. It is nt recmmended t expand ne time perid t accmmdate tw persns. Instead make tw individual appintments. Expanding the appintment time is apprpriate when the CPA indictates mre time is needed fr a particular client. May 1, 2015: Master Calendar - Page 19 f 38
May 1, 2015: Master Calendar - Page 20 f 38
Master Calendar Create Time Slt One appintment slt can be added at a time where n availability exists r availability can be increased where it currently exists Click Create Time Slt Fill in the required infrmatin n Add Master Calendar Slt Frm and T times Open access slt Appintment Types Can handle high risk appintments Can handle nline appintments Is Overbking Slt Languages Selecting Language(s) English is the default. Click the arrw that pens the slider ffering a selectin f languages. Select (highlight) the desired languages frm the Available Languages bx. Click the right arrw t mve the selected languages int the bx. Click the Mve All bx if appintments can accmmdate all languages. Click Save. May 1, 2015: Master Calendar - Page 21 f 38
The screen refreshes in the Day View shwing the added time slts. Crssrads shws the added availability created. Repeat the prcess t add additinal slts. May 1, 2015: Master Calendar - Page 22 f 38
Master Calendar Mdify a Time Slt Use this feature t Blck an appintment time(s), create pen access slts, r change an pen access slt t a regular slt. Blck Appintment Time(s) Right click in the desired time perid. Click in the Mdify Time Slt bx. In the Edit Master Calendar Slt Details. Check selected time(s) OR Check Blcked t checkmark all time slts. Click Save. Time slts selected will be reduced by ne cncurrent slt. May 1, 2015: Master Calendar - Page 23 f 38
Master Calendar Mdify a Time Slt Open Access Allws the user t prvide ne pen access slt fr selected r all f the times listed. Right click in the desired time perid. Click in the Mdify Time Slt bx. Check the times needed OR Check the Open Access bx fr all time slts. Pale Green indicates Open access slt(s) have been added. May 1, 2015: Master Calendar - Page 24 f 38
Master Calendar Mdify a Time Slt Change Open Access Slt Right click in the desired time perid. Click in the Mdify Time Slt bx. Uncheck the desired time slt(s). Click Save. Open Access slts are changed t regular slts. May 1, 2015: Master Calendar - Page 25 f 38
Master Calendar Mdify a Time Slt Clr Legend Prvides a definitin fr the clr display. May 1, 2015: Master Calendar - Page 26 f 38
Master Calendar Staff Events Display f Staff Events n the Master Calendar 1. Navigate t the Master Calendar. 2. Under Shw Data, check the bx next t Staff Events. This will allw staff events t shw n the calendar. If the staff events bx is checked, staff events will shw up n the calendar in every view: day, week, mnth, and list. 3. Shwn n this page is the mnth view with nly Staff Events selected fr viewing in Shw Data. Nte: The number beside Events in the day bx n the mnth view indicates the number f staff events scheduled n that day. May 1, 2015: Master Calendar - Page 27 f 38
4. Shwn n this page are week, day, and list view f the staff events n the calendar. Nte: Hvering ver the event n the day view will allw details f the staff event t display. May 1, 2015: Master Calendar - Page 28 f 38
Master Calendar Staff Events Creating Staff Events n the Master Calendar May 1, 2015: Master Calendar - Page 29 f 38
1. Navigate t the Master Calendar. 2. Under Quick Links, select Create Staff Event. 3. The Staff Event Details screen displays. 4. Enter a Title fr the event. 5. Enter r select the event Date. It defaults t the current date. 6. Enter r select Start and End Times. Duratin will display upn entry f Start and End Times. Nte: Staff Events can be scheduled utside f the clinic s hurs f peratin. 7. Enter a Descriptin (ptinal). 8. Enter Lcatin (if set up in assets) r Other Lcatin (if nt set up in assets). May 1, 2015: Master Calendar - Page 30 f 38
9. Enter Capacity. 10. Enter Maximum Capacity. It defaults t equal Capacity. 11. Select Assets if assets are set up and needed (ptinal). 12. Click the Add (green +) buttn t add staff t the event. The WIC Staff Search screen displays. 13. Enter r select ne r mre f the fllwing search criteria: a. State b. Lcal Agency c. Clinic d. Last Name e. First Name Nte: When lgged in at clinic level, the Clinic is the aut- selected lcatin and cannt be changed. Users with assigned rles in the clinic will appear as a result f the search. 14. Click Search. The screen refreshes t display the search results. See next page. May 1, 2015: Master Calendar - Page 31 f 38
May 1, 2015: Master Calendar - Page 32 f 38
15. Select ne r mre staff members t add t the staff event. Nte: If search is narrwed using the last and/r first name fields, adding multiple staff t the staff event will require searching and adding in multiple steps. 16. Click OK. Yu are returned t the Staff Event Details screen and the previusly selected staff members display within the Assigned WIC Staff grup bx. 17. Click Save. A status message displays indicating success and yu are returned t the Clinic Master Calendar. 18. The event shws n the Master Calendar. May 1, 2015: Master Calendar - Page 33 f 38
Master Calendar Staff Events Searching fr Staff Events n the Master Calendar 1. Navigate t the Master Calendar. 2. Under Quick Links, select Staff Event Search. Nte: Staff Event Search can be cnducted even if Staff Events are nt selected in the Shw Data area. May 1, 2015: Master Calendar - Page 34 f 38
3. The Search- Staff Events panel displays. 4. Enter r select Start Date. 5. Enter r select End Date. 6. Enter Title. Check the bx next t Title fr an exact title match search. Nte: Start and End dates are aut ppulated. Nte: If nthing is entered in the search parameters, a brad search will be executed and results returned. 7. Click Search. The screen refreshes and displays the results f the search in a list view. 8. Fr details f a staff event in the results list, click within the yellw shaded area f the desired event. Lcatin and attendees are displayed. May 1, 2015: Master Calendar - Page 35 f 38
Master Calendar Staff Events Mdifying Staff Events 1. Navigate t the Master Calendar. 2. Perfrm a Staff Event Search as described n previus pages. 3. When results display, click the pencil icn beside the staff event yu wish t mdify. May 1, 2015: Master Calendar - Page 36 f 38
4. The Staff Event Details windw pens. 5. The user can mdify the event by adding, deleting, r changing infrmatin in the fields. May 1, 2015: Master Calendar - Page 37 f 38
6. Save changes r Cancel t exit the screen withut mdifying the staff event. Nte: In the example shwn, the Other Lcatin was mdified and saved. 7. A subsequent Staff Event Search shws that mdificatin was successful; lcatin was changed. May 1, 2015: Master Calendar - Page 38 f 38