Scheduler Chair Mode User Guide Version 4.81

Scheduler Chair Mode User Guide Version 4.81 Contents Introduction... 1 Chair Color Definitions... 1 Setting up axium for Chair Mode... 1 Setting up Users for Chair Mode... 1 Setting up Scheduler for Chair Mode... 2 Overriding to Chair Mode in Scheduler Options... 2 Selecting a Clinic... 3 Chair Label Options... 4 Multi-Chair Booking... 5 Using the Scheduler Chair Tab... 6 Reserving Chairs... 7 Moving Reservations... 8 Making Chairs Unavailable... 9 Adding & Editing Clinic Time Descriptions... 10 Synchronizing Reservations... 11 Academic Cancellations... 11 Session Layouts... 12 Daily Layout... 12 Making Appointments in Chair Mode... 13 Scheduler Displays in Chair Mode... 14 Scheduler - Active Tab... 14 Scheduler - Weekly Tab... 14 Scheduler Monthly Tab... 15 Scheduler Chair Mode User Guide Modified: 24-May-10 i of i

Introduction The axium Scheduler module s Chair mode was designed for schools where one or more of the following items are true: Providers schedule their own appointments and cannot see the appointments of other providers. Staff schedules on behalf of the providers where scheduling of appointments is dependent on the availability of a chair with coverage for the type of work to be performed, or attending faculty. There are more providers than available chairs on any given date. There are more appointments made than the clinic has the capacity to fulfill and appointments are moved from the wait list as other appointments become no-show or are cancelled (an airline reservation type system). Chair Color Definitions Chairs are displayed as colored squares in the chair tab. White - Available for reservations Light Grey - Unavailable this will be a grey horizontal strip if unavailable for a partial day only Brown/Bronze (pale taupe) - Holiday Green - Chair is reserved for current user Blue - Chair is reserved and has an appointment booked by a staff member Yellow - Chair is reserved for someone other than the current user and has no appointments Salmon/Pink Chair has appointment and the assigned student made the appointment Black line on the top - There is no status assigned to the appointment Colored Band at the top of chair- The color represents the appointment status as set in Maintenance - Basic - Status Codes Black line on the left side - Act as a visual queue indicating how much of the session has been reserved. A chair can also display user and session layout information (described below). Setting up axium for Chair Mode Setting up Users for Chair Mode To set up a user for Chair mode: 1. Go to Maintenance Office Tab Users Additional tab. 2. Go to the Scheduling section and from the Scheduler drop-down field, select Chair. Scheduler Chair Mode User Guide Modified: 24-May-10 1 of 15

3. Click Save. 4. Click Close. This defaults the user s settings to Chair mode. Alternatively, the scheduler options window can be used to override this setting. Setting up Scheduler for Chair Mode Overriding to Chair Mode in Scheduler Options To override the Scheduler module s current mode to Chair mode: 1. Open the Scheduler module 2. Click on (Options/Settings) to display the Scheduler Options window. 3. Go to the Scheduler Type section, and select Chair option. 4. Click Accept. 5. Click Close. The next time you log into axium, your settings will return to the default settings. Scheduler Chair Mode User Guide Modified: 24-May-10 2 of 15

Selecting a Clinic There are two methods for selecting a clinic in Chair mode: From the Scheduler module s toolbox From the Scheduler module s Chair tab To select a Chair mode clinic from the toolbox: 1. Go to the Scheduler module. 2. Click on the Chair tab. 3. From the toolbox, click on the Book icon. This displays the Appt. Books window. This window lists all the appointment books you have access to. 4. From the list view, highlight an item. 5. Click Select. axium closes the Appt. Books window and displays the selected clinic. To select a Chair mode clinic from the Chair tab: 1. Go to the Scheduler module. 2. Click on the Chair tab. 3. In the window, right-click to display a list of options. 4. Select Select Clinic. axium displays the Clinics window. This lists the clinics that the currently user has access to. Scheduler Chair Mode User Guide Modified: 24-May-10 3 of 15

5. From the list view, select an item by double-clicking it. axium closes the Clinics window and displays the selected clinic. Chair Label Options To select your chair label options: 1. Go to the Scheduler module. 2. Click on (Options/Settings) to display the Scheduler Options window. Scheduler Chair Mode User Guide Modified: 24-May-10 4 of 15

3. Go to the Chair Labels section, and select from the options: Student Names Sets the chairs to display the user s name that the chair is reserved for. Student Groups Sets the chairs to display the group name from the session or daily layout. Both Sets the chairs to display both the Student Names and the Student Group labels on the chair tab Show Appt Status Color on Chair Tab Turns on/off the appointment status color. When you select this option, this axium displays a solid bar across the top of the chair block to represent the appointment status. Appointment status colors are defined in Maintenance Basic Tab Status Codes Enable Partial Reserve on Chair Tab Turns on/off the ability to create and edit partial reserve times. When you select this option, a user can reserve a chair for a portion of a session and edit those reserves. This allows providers to share a chair within a given session. For example, provider A has the chair from 8-10:00AM and provider B has the chair from 10:00AM-12:00PM. When you deselect this option, a chair is reserved for the entire session rather than a partial session. Multi-Chair Booking Sometimes faculty is set up with two or more chairs, even when using Chair mode. You must set up axium to reserve more than one chair per clinic session. In this case, axium must display: Multiple columns in the Active tab so you can easily see your schedule Ideal Day colors for Chair mode of scheduling These providers are not in the same chair from one day to the next, so creating a different book for them is not the best option. To set up a user for multi-chair booking: 1. Go to Maintenance Office Tab Users Provider Tab. 2. Go to the Scheduler section, and in the Chairs/Session drop-down field, select Multiple. Scheduler Chair Mode User Guide Modified: 24-May-10 5 of 15

axium displays a column in the Active Tab for each chair the current provider has reserves for, and this way, the user can easily see their schedules. Using the Scheduler Chair Tab Regardless of how the appointments are scheduled, Chair Mode is the recommended setting for students to view their schedules. The Chair tab is used to manage: Daily and session layouts Chair availability Chair reservations The following screen shows the Chair tab showing various chair display: Scheduler Chair Mode User Guide Modified: 24-May-10 6 of 15

When the user opens the schedule window in Chair Mode, they will be presented with a map of the selected clinic where each block on the map represents a chair. Reserving Chairs When using the Scheduler in Chair Mode, you can reserve a chair by selecting an unreserved chair, then using either left-click or right-click. A left-click displays the Providers List window where you can look up a provider. When you select a provider, you can place a reservation on the chair for the currently displayed session. A right-click displays the reservations options menu. There are various ways that a chair can be reserved. A schedule can be imported from a text file specifying the chair to be reserved. A schedule can be created in Maintenance Scheduler Tab Provider working schedules. The provider can log in to axium and left click on a chair to reserve it for them. This causes the chair to turn green. A chair can be reserved for someone other than the logged in user by right click - menu options. These options vary based on the Chair label options selected (see Chair label options above). The reserve options available are: Scheduler Chair Mode User Guide Modified: 24-May-10 7 of 15

Reserve Chair for Reserves the chair for entire session for a selected provider. Reserve Partial Session for Reserves the chair for part of the session for a selected provider. This reservation type allows multiple providers to share a chair during a session. Reserve for Second Provider Adds a selected provider as an assistant on the one reserve or selected reserves if more than one for the session. Reserves with assistants have an asterisk in front of the provide name. Unreserve Chair Removes the one reserve or selected reserves if more than one for the session. There is no warning or undo on this option. Unreserve Second provider Removes the assistant from the one reserve or selected reserves if more than one for the session. There is no warning or undo on this option. Move Reservation Allows the selected reservation to be moved to another chair in this or another clinic. A new clinic has to be selected to move the reservation out of the currently selected clinic. Click and drag the framed reservation so it is completely over another chair and double click to set the reservation on the new chair. To cancel the move right click the framed icon and select cancel. You can move a reservation onto a reserve chair and bump the current reservation to an overflow chair if one is available, otherwise the move will not be allowed. Unlike the Move Reservation (within Clinic) selection you can change clinics using the Select Clinic option once the move is selected and place the reservation of a new chair in another clinic. Reservations can also be moved between sessions, but not between different dates. Move Reservation (within Clinic) Allows the selected reservation to be moved to another chair in this same clinic. The reason there are two similar menu commands is to allow the Power Admin to disable the more powerful Move Reservation command for student level users. Edit Partial Clinic Times Allows the partial reserves to be edited. Moving Reservations This menu item is only enabled if the current clinic has overflow chairs. In order for this to work the clinic must have at least one chair set to be an overflow chair by checking the Overflow Chair check box option in Maintenance - Scheduler tab Chairs. A reservation cannot be moved if: Scheduler Chair Mode User Guide Modified: 24-May-10 8 of 15

The date of the display is in the past The session has started There are no available chairs for the reservation to be moved to To move a reservation: 1. Go to the Scheduler module. 2. Click on the Chair tab. 3. From the window, right-click on a chair to display a list of options. 4. Select Move Reservation. The reservation becomes a floating box. 5. Drag the box to a free chair. 6. Double-click on the box to save it to its new location. To cancel a moved reservation: Right-click the floating box and select cancel. Making Chairs Unavailable You may need to make a chair unavailable because: The chair requires maintenance A free chair is required that day Due to last minute scheduling changes, making a chair unavailable is easier than making changes to chairs in the clinic schedules. To make a chair unavailable: 1. Go to the Scheduler module. 2. Click on the Chair tab. 3. From the window, right-click on a chair to display a list of options. 4. Select Make Unavailable to display the Make Unavailable window. Scheduler Chair Mode User Guide Modified: 24-May-10 9 of 15

5. Enter the fields. 6. Click OK. 7. Click Close. axium makes the chair unavailable. Make Unavailable window Field Definitions All chairs in the clinic Makes all unreserved chairs in the clinic unavailable. Apply to multiple dates Makes a chair unavailable over multiple dates. Display Desc This field displays a display description as defined in Maintenance - Scheduler - Closure Reasons. The closure reason list item can be defined to set All chairs in the clinic to closed when this reason is selected. This setting is a default only and the user can override it at the time that they are indicating a closure reason. A closure reason can be set to be the default unavailable reason. The Undo Unavailable right click chair menu option removes this setting from the chair. Adding & Editing Clinic Time Descriptions When you reserve a chair, you can display a description of the reservation. This usually describes the work being done in the session reservation. By doing this, the Active tab is changed to show the reserved time in the defined description color (Maintenance - Scheduler - Clinic Time Reasons). If a clinic time description needs to be added or changed after the chair is reserved, then the chair s rightclick option Edit Clinic Time Description in the Chair tab or in the clinic time display in the Active tab can be used to add or alter the reservation clinic time description. A description other than the one in the defined list can also be entered and will be displayed with a default pale yellow background color. Scheduler Chair Mode User Guide Modified: 24-May-10 10 of 15

Synchronizing Reservations The Synchronize Reservations chair tab menu option takes each student in an overflow chair with an appointment and attempts to move them to a chair that is available (moves them into a chair for which a patient was late / no-showed). If a student is bumped, they will be placed into an overflow wait list chair in that same clinic. This will be done on a first-come, first serve basis of when the reserve was made in the wait list chair. If there are more students waiting than chairs are available in the clinic after the above process or if the bumped student s patient shows up late, the axium user can manually move a student reservation using the Move Reservation right click menu command. In order to have the system graphically show in the chair tab that a patient is late, the Scheduler Option Indicate late patients must be set to on and the number of refresh seconds indicated. With this set the Chair tab window displays all of the text in red instead of black for all chairs with late patients. The staff member can then synchronize reservations in order to move late patients out, and patients that were in the overflow chairs in to the schedule. For more detail on wait list style reservations and swapping chairs please refer to the Swap_wait_list_chairs.pdf document. Academic Cancellations The Academic Cancellation right-click option is an excuse-with-reason modification of the chair reserve. It indicates that the cancellation should not affect the student s performance record. The Right Click Academic Cancellation menu selection removes all reservations and appointments for the chair and places an X through the chair in the Chair tab display. Once an academic cancellation is made the chair is unavailable for the duration of the reservation. An Academic Cancellation can be removed only by un-reserving the chair. To make an academic cancellation: 1. Go to the Scheduler module. 2. Click on the Chair tab. 3. From the window, right-click on a chair to display a list of options. 4. Select Academic Cancellation to display the Cancellation window (set up in the Maintenance module s Cancellation Codes window). Scheduler Chair Mode User Guide Modified: 24-May-10 11 of 15

5. In the Reason drop-down list, select a reason. 6. Click OK to close the Cancellation window and return to the Scheduler module. Session Layouts Session Layouts allow the user to define discipline, group and instructor assignments that will be displayed for the chairs in a clinic for a session and date range. Once the layout parameters are set (Clinic, description, duration, days of the week, and session) select the <i> icon to display the Session layout window. Here the settings for the discipline, group and instructors for the chairs are made. When finished select the Modify Record icon to save the changes. Daily Layout This right-click menu option displays a window like the Session Layouts but does not allow a selection of clinics defaulting to the currently selected clinic. And, unlike Session Layouts, the Daily Layout window allows the making of chair reservations for providers as well as setting the discipline, group and instructors for the chairs. Note: Daily layouts override session layouts. Scheduler Chair Mode User Guide Modified: 24-May-10 12 of 15

The user can optionally set the discipline, group, instructor, or find and select the student to stamp on a chair. Left click the chair to set the reservation (or just the options if a student is not selected) and right click to remove the settings from the chair. Making Appointments in Chair Mode To make an appointment in chair mode when logged in as the provider: 1. Open the scheduler window and navigate to the desired date. Verify that a chair is reserved for you. Your chair will be green on this date if you have a chair but no scheduled appointments. 2. Click on the active tab and then click anywhere inside the column displayed. This will open the appointment Rolodex window for you to search for a patient. Once the patient is selected, the Rolodex will close and the New Appointment window will open. 3. Select an appointment code. Usually this is the length of the appointment. 4. Optionally enter a discipline of work to be done, an appointment status, an appointment assistant (second provider), recall information, Tx Plan information (the work that you will do during this appointment), a note, and a reason. 5. Click Accept to save your entries and close the window. The appointment will become a floating yellow block that you can click and drag to the start time for the appointment. Scheduler Chair Mode User Guide Modified: 24-May-10 13 of 15

6. Drag the block over the active tab, position the leftmost corner of the appointment block at the start time that you require and double click to schedule it. The appointment block will then become white and will be anchored to the time slot. To make an appointment in chair mode for a different provider (not yourself), the steps remain the same except that to reserve a chair you will right click and select Reserve Chair for. Then proceed to the active tab and follow the instructions above. Scheduler Displays in Chair Mode Scheduler - Active Tab In Chair Mode, the user will see only the reserved chairs for the selected provider on the active tab. When a provider is logged in, and using chair mode, they will see only their own schedules. Scheduler - Weekly Tab The weekly tab allows you to see the full week in one view. If providers have Multiple Chairs reserved the weekly view will load as shown below. For each chair reserved within a weekday, axium displays a gray line to divide the weekday into columns equal to the number of reserved chairs for the day (see Tuesday, Thursday and Friday below for example). Each day of the week is limited to displaying only the first 10 reserved chairs for the provider. Scheduler Chair Mode User Guide Modified: 24-May-10 14 of 15

Scheduler Monthly Tab The monthly tab allows the user to see the full month at a glance. In this case, each reserved time or non-clinic time is listed in text format. When the mouse hovers over the date, the details will be displayed. The current date will display in pink text. By clicking on a date the user is taken to the active tab for the selected date. In the Monthly tab multiple chairs will be indicated by an asterisk ( * ) beside the reserve time. When the mouse is held over the block a pop up window will display the reserve information, including each chair that is reserved by the provider. A left click on the time block will cause the system to navigate to that date in the active tab. Scheduler Chair Mode User Guide Modified: 24-May-10 15 of 15