How to Use Scheduler

This includes demos of the following scheduler functions:

 

Managing Facilities

To Color Code the Business Hours Management

Adding a Resource to be Scheduled

Managing Scheduplates

Creating a New Chart in Scheduler

Active Facility

Scheduling an Appointments

Selecting different views of your Appointments

Selecting Time Increments

Generating Reports with Scheduler

Printing Simple or Advanced Schedules

Edit or Delete Future Appointments

Finding Open Appointment Slots

 

  In order to go to the Scheduler:
 

 

 

Managing Facilities

Within the scheduler, you have the ability to manage multiple facilities.

• Click on Tools in the menu bar > Manage Facilities.    
   

 

 

• Type in the name, address, NPI# and select "Place of Service" by clicking on the drop down arrow.   

 

 

• Click on the Scheduler tab > double click on the providers that are included in this facility, this will display the Resource editor Dialog box.

 

 

 

• To edit the providers hours, Click on the day > Click on the edit icon.  Edit the hours as needed > Click OK.

 

• You can also edit the Recurrence Management hours at this time.  For example, this could be used for locking out time for lunch or hospital rounds, etc... for the provider.

 

• Click on the Create Recurrence icon > fill out the start & end time, pattern, range, & end after occurrences OR end by Clicking Save.

 

**Note: there is no limit to how many days, or occurrences, you can add in.

 

• Click the box marked Visible.

• Click OK.

 

 

 

To color code the Business Hours Management

   Click on the color wheel.

• Select the colors.

 Click Save.

 

 

Adding a resource to be scheduled

**Resource to be scheduled could include, for example... Lab, Bone Marrow Density Test (BMD), Injections, Nurse Visits, Radiology test etc.

• Go to Tools > Manage Facilities.

 

 

 

• Click on the Facility you wish to add the resource to
• Click Edit
• Click on the resources tab

• Click on Add resource icon

• Name the resource
• Double click on each day to edit the start and end time.
• Highlight the day
• Click on the Select Color icon > Select the color
• Place a check in the box next to Visible
• Click OK

 

 

  

• Update

 

 

• Close

 

 

Managing Scheduplates

**Scheduplates are templates that can be made for specific providers, resources and types of visits i.e. new patient, follow up.

 

• Go to Scheduler in the Menu bar > Click on Manage Scheduplates

 

 

• Create New Template icon

 

 

 

• Name your Scheduplate
• Type the abbreviation in the "ABBRS" box
• Select your background & foreground colors. (The sample text box will display your choices).

 

 

• Click Create New

 

 

 

 

• Select your clinician or resource by using the drop down menu.

 

• Select Start Time > Duration > Start Cushion > End Cushion

 

 

• Save

**Scheduplates can be inserted when making your patient's appointment.

NOTE: You can color the schedule by Status or Scheduplate. (Not Both)

 

Creating a New Chart in Scheduler

• Click on Scheduler in the Menu bar > New Chart

 

 

• Type in Patient's First & Last name.

 

• OK

**The Patient Demographic dialog box will be displayed.  You have the option of completing the demographics now or close and come back at a later time to complete this section.

(If you choose to complete Demographic area)

 

• Click Close when data is entered

 
 

• Appointment can now be scheduled.

   

 

Active facility

 

• Click on Scheduler in the menu bar

 

• Select Active Facility

**All of the facilities that you have entered will be in the drop down for selection.

 

• Select a facility

• Providers will appear to the right of the schedule with a box inside them.  To include providers as part of this schedule, Click in the box to place a check beside their name.

 

 

•   If Resources were entered, Click on Resources tab > click in the box to include them on this schedule.

 

 

 

 

Scheduling an Appointment

• Double click on the appointment time.  (This will automatically display your Chart Rack.)

 

**It is also possible to make an appointment when in the patient's chart.

• Double click on "Follow Up" header within a SOAP encounter note
• Type in patient's name
• Double click on Patient's Name
• Make Appointment dialog box will be displayed

 

• Select Scheduplate or Status

 

 

• Click on appointment Information (located in the resource box) > Highlight

**You can edit here if needed by clicking on the Edit button > Click Save.

 

 

Selecting different views of your Appointments

Click on Scheduler.

• Select View
• Click on the View you want

 

 

 

Selecting Time Increments

Click on Scheduler on menu bar > View > Select Days, Weeks, Months, Work Weeks

 

Generating Reports with Scheduler

• Click on Scheduler in the menu bar > Reports
• Status Reports will allow you to generate Reports on the different status within the scheduler, for example, "No Shows or Cancellations."

 

• Individual patient reports can also be generated by Click on Scheduler > Reports > Patient Report.

 

• On 1st page is listed all Appointments, Past & Future for the patient.
• 2nd page is a break down of the Appointments, i.e. Confirmed, Cancelled, No Shows.

 

Printing Simple or Advanced Schedules

• Click on Scheduler > Reports > Print Simple Schedule
• Pick the resource from the drop down menu > Start & End Dates
• Click to place a check in the box "include comments"
• Select

 

• Click on Scheduler > Reports > Print Advanced Schedule
• Print/Export Schedule dialog box will be displayed
• Place a check beside the Facilities & Resources to be printed
• Select > Start date, End date (select to include comments if needed)
• Click Select

 

 

 

Viewing All Appointments for a Selected Patient

• Select Scheduler on the menu bar > Patient Appointments

 

• You have the ability to select a patient from the Chart Rack

 

 

• View all appointments for that patient

 

 

Edit or Delete Future Appointments

• Patient Appointments dialog box 
• Select icon to Edit Appointments

 

• Select icon with red X to Remove Appointments

 

Finding Open Appointment Slots

• Click on Scheduler from the menu bar
• Click Find Open Appointments

 

 

 Search for Providers/Resources to locate open appointment slots