Scheduler Book Mode User Guide Version 4.81

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1 Scheduler Book Mode User Guide Version 4.81 Contents Introduction...2 Scheduler Active Tab...2 Appointment Colors and Markings...2 Setting Book Mode...3 Active Tab Options...3 Active Tab Use...3 Active Tab Navigation...4 Defining a Scheduler Book...4 Defining the Book Interface...4 Chair versus Provider...5 Book Definitions...5 Dates and Times...5 Provider Selection...6 Chair Selection...7 User Access...7 Selecting a Scheduler Book...8 Making an Appointment...8 Appointment Dialog Options...9 Standard Appointment Entry...9 Advanced Appointment Entry...9 Ortho Appointment Entry Appointment Dialog Commands Chart Requests Rescheduling an Appointment Patient Recalls Planned Treatments Notes Modifying an Appointment Deleting an Appointment Confirming an Appointment Patient Check-In and Undo Patient Check-In Patient Check in Form Patient Seated Patient Check Out and Approve / Check Out Adding and Editing Clinic Time Descriptions Multi Chair Booking Multi Chair - Weekly Tab View Multi Chair - Monthly Tab View Scheduler Book Mode User Guide 15-Jun-10 Page 1 of 15

2 Introduction The axium Scheduler book mode is a scheduler view setting used for making and changing appointments. It allows the user to see all of the appointments and other scheduling data of a clinic when using the Active tab. This is the recommended setting for schools where staff schedule appointments on behalf of the providers, or providers schedule their own appointments and are able to see the appointment data for other providers in the system. Generally, students should use the Chair mode, as it prevents them from seeing details belonging to another provider. Figure 1 - Active tab display while in Book mode (book without reserves) - all chairs are shown Scheduler Active Tab The Active tab lets the user view and manipulate appointments, for multiple providers and patients, for a group of chairs or providers that have been selected to be included in a book. Appointment Colors and Markings Grey areas are those not available for booking appointments. Pale Yellow areas are those available for making appointments. White or custom color blocks represent appointments. The appointment block can be customized to show up to five lines of data about the patient appointment. The appointment background color can also be customized in the Scheduler Options window. The colored vertical bar at the left side of the appointment box is the provider s schedule color which is set in Maintenance - Office - User - Provider tab - Schedule Color. Green text means the appointment is unconfirmed. Blue text indicates the appointment is confirmed. Red text means the patient has been checked in. Black text is displayed when the patient is seated. When a patient has been checked out the appointment box displays grey text. An A in the right bottom corner of the appointment box means the patient has an alert on file. It is set to red if the patient has a medical alert and green if the patient has a patient alert. Scheduler Book Mode User Guide 15-Jun-10 Page 2 of 15

3 Setting Book Mode Book mode is a setting that can be predefined as a user option or selected as a scheduler option. The user option sets the scheduler mode when the user logs in. The scheduler option can be used to override this setting. Active Tab Options The scheduler options for Active tab are: Time Block Length: The time blocks length to use for the active tab view of the scheduler. Sizing of Time Blocks: Indicates how to size the appointment time blocks. Small (Standard): Time blocks are displayed in the axium standard depth. Medium: Time blocks are displayed in a slightly larger depth. Large: Time blocks are displayed in a larger depth. Default Appt Code: This is the default appointment code to use when making appointments. The user can over-ride the default when needed. Check In Appts for (minutes ahead): Number of minutes before appointment that a patient can check in. This option affects two commands: 1. When checking in a patient from the Rolodex, this option limits how far in advance to look for appointments for the patient. For example: If set to 60, all appointments in the next 60 minutes for the patient will be checked in. The code looks for the earliest appointment for the day that has not yet been checked in up to all appointments in that clinic (from that first appointment) that have a starting time prior to the current time now plus This option also controls Patient Sign In/Arrivals. If using the Use Patient Sign In option (in the Patient Card options) when selecting the right-click Patient Sign In menu option in the Rolodex or Scheduler (right-click on the appointment), axium performs a sign in for all appointments based on the rules as with the check in. AxiUm finds the earliest appointment for the day that has not yet been checked in and then does the sign-in procedure on all appointments in that clinic within the time limit. The sign-in procedure first performs a check in for each appointment found and then prints out the appointment check in slip if the Patient Card option Print Sign In slip on Patient Sign In is on. Sign in also turns the User Name in the status bar button to Blue to indicate patient has arrived. Show Ideal Day Discipline Colors: show the ideal day colors on the active tab of the scheduler window. Default Appt date/clinic when Scheduling R/C & Requests: When a recall or appointment request is processed the date and clinic settings for the recall or request will be used in the appointment booking if this option is turned on. If off, the current date and clinic is used when booking the recall or request. Active Tab Use Scheduler Book Mode User Guide 15-Jun-10 Page 3 of 15

4 A single click into an available (yellow) area of the Active tab starts the appointment creation process. The appointment start time will be based on the time block that the user clicked in. For example, to schedule a 2 PM appointment, the user will need to click in the 2 PM time block. Active Tab Navigation If the entire session is not visible in the current Active tab display, the entire dialog can be maximized by double clicking the title bar or selecting the standard Windows maximize icon in the top right corner of the dialog frame. The display can also be scrolled vertically by clicking on the top or bottom of the hour display margin on the left. If the display is in fixed column mode (see below) there may be a horizontal scroll bar at the bottom of the dialog if there are more than the maximum columns per page to display. Other mouse controls include: A single click into an available (yellow) area of the Active tab starts the appointment creation process. Double-clicking an appointment allows it to be edited. Right-clicking a yellow available area allows the axium user to make the time unavailable. Right-clicking an appointment box displays an extensive option menu. The day is selectable with the six day and date navigation tabs. The middle four are user-configurable. Defining a Scheduler Book A scheduler book is a logical definition of a collection of chairs or providers and times during which appointments can be scheduled. The times defined in a book are not sessions. Sessions are clinic definitions. The book times are a template that can be used to further restrict appointment bookings within the one, two, or three appointment periods defined. Scheduling books are defined in Maintenance - Scheduler tab - Books. A scheduling book is a collection of chairs and Active tab display definitions that are valid for a specific amount of time. Figure 2 - Defining a Scheduler Book Interface Defining the Book Interface The interface definition is the first step in creating a scheduler book. This controls the behavior of the book and the subsequent setup steps. Name: The name of the book should be unique and reflect what the book is used for. If it is defined for the first ten chairs of Clinic A morning session for the fall semester a name like Clinic A Chairs 1-10 AM Fall is easier to decipher than CA10AF. Book has reservations?: Books can be defined to allow the booking of appointments with or without provider reservations on the chairs included in the book. If this option is on the Active tab will show no available booking time unless at least one chair is reserved for the time the book is set to display. If off all chairs are displayed and are available for booking appointments whether the chair is reserved or not. Only display for book s open times?: If this option is set the Active tab will only display information for the open times defined by the book s settings, not the open times of the clinic the chairs belong to. Use fixed columns?: If there are many reserved chairs for the book the individual columns can become very small. By setting this option axium will only display the maximum number of columns defined in the current page and a horizontal scroll bar will be placed on the bottom of the dialog to scroll through the columns. Scheduler Book Mode User Guide 15-Jun-10 Page 4 of 15

5 Book for Selected: A scheduler book can be defined as being a selection of chairs or providers. Once a book is set to one selection mode it should not be changed or all appointment information associated with the book will be deleted. Columns ordered by: This option is only available for books that are made up of a selection of chairs. The display can be ordered by the names of the chairs or the ID s of the providers that have reserved the chairs. Tab #1 - #4: The date selection area in between the day selection box at the top and the date selection at the bottom has four tabs that can be customized. Chair versus Provider The Book for Selected option allows a book to be defined as a selection of either chairs or providers. A scheduler book defined as a collection of chairs and can have the need for reservations turned off. This means that all of the chairs are available without reservations having to be made for the providers. In this type of book, appointments are made in any chair that is available for the time required. If Book has reservations? is on, a column is displayed for each chair that is reserved for the day and session. In this type of book, chairs are pre-reserved and appointments are made in the provider s column during any available time. When a chair is in this type of book, but no one has reserved that chair, it does not show up in the scheduler active tab for scheduling appointments. If a book is defined as a Book for selected providers the book has reservations option must be selected. It does not matter which chairs are reserved for a provider; provider books are not limited to a set of chairs, just the set of providers. In this type of a book, you will see the provider names at the top of the column, and reserved time in any chair will be displayed for that provider. If the provider has two different chairs for the displayed date/session there will be two columns for that provider. Book Definitions Figure 3 - Defining a Book Once a scheduler book is defined the appointment periods and chair or provider selections can be made. Dates and Times As stated earlier the times defined in a book are not sessions; they are book appointment periods, times in which appointments can be made. These act as templates restricting bookings to all or part of the clinic session times. Up to three appointment periods can be defined. A book appointment period definition is valid only for a defined date span, typically a semester. Care must be taken not to overlap times, days of the week, and date spans if two or more appointment periods are defined. Scheduler Book Mode User Guide 15-Jun-10 Page 5 of 15

6 Figure 4 - Setting the Book Time Definitions Once the periods are defined the provider or chair selections can be made. Provider Selection Figure 5 - Defining Book Providers If a book is defined as a collection of providers the providers can be searched for by group and type and then selected and added to the book s inclusion list. Figure 6 - Selecting Book Providers Selected providers are added or removed using add and remove arrow buttons. Multiple lines can be selected by using the Shift or Ctrl keys with the mouse click. Scheduler Book Mode User Guide 15-Jun-10 Page 6 of 15

7 Chair Selection Figure 7 - Defining Book Chairs Chair based books are defined as collections of chairs. Chairs do not have to be from the same clinic to be in the same book. Figure 8 - Selecting Book Chairs All of the defined chairs are shown ordered and grouped by clinic name. Multiple selections can be made using the Shift or Ctrl keys with the mouse click. The Columns ordered by option controls the selected chairs list order and has no effect on the book display selection. User Access Figure 9- Defining Book Access This is where access to books is controlled. Scheduler Book Mode User Guide 15-Jun-10 Page 7 of 15

8 Figure 2 - Selecting Users for Book Access Selecting a Scheduler Book In the main scheduler window, to select a book to be displayed in the Active tab, click on the Book icon. This icon will display the Appt. Books window listing available books to select. Highlighting a row and clicking on Select will refresh the scheduler window and display the selected book with any appointments, nonclinic times, ideal day settings etc. Highlighting a row and clicking on Modify will display the Books Maintenance Set Up window for editing of the definition for the selected book. Making an Appointment An appointment is made by clicking on an available time in the Active tab and selecting a patient from the Scheduler s Rolodex by double-clicking. The New Appointment dialog (this is the same as the Edit Appointment dialog which is displayed if an existing appointment is double clicked) will then be displayed. Scheduler Book Mode User Guide 15-Jun-10 Page 8 of 15

9 Appointment Dialog Options There are three different types of appointment windows (Standard, Advanced and Ortho). Each window has a different set of options. Standard Appointment Entry Appt. Code - A required field. This indicates the type and/or length of the appointment. These codes are defined in Maintenance Scheduler - Appt. Codes. Tx Discipline - The discipline of the appointment (set in Maintenance - Clinical - Tx Disciplines) is important to set for reporting and statistical purposes. Appt. Status - The appointment status (defined in Maintenance - Basic - Status Codes) defines the nature of the appointment. Typical definitions are Provider The ID code of the provider that will treat the patient during this appointment. 2nd Provider - The ID code of an assistant or second provider that will treat the patient during this appointment. Reason - A short description (up to 200 characters) of the reason for the appointment. Sooner if possible - This is checked if a rescheduling to an earlier time is desired. This can be used to generate reports of people that are willing to come in earlier that can be sued by staff to create short notice appointments. Recall - This should be checked if the appointment is a recall for treatment follow up (see the Recall command below for more information). If this appointment is a recall but there are no listed recalls for the patient this appointment option can be selected without an associated recall entry. Advanced Appointment Entry Scheduler Book Mode User Guide 15-Jun-10 Page 9 of 15

10 Appt. Code - A required field. This indicates the type and/or length of the appointment. These codes are defined in Maintenance Scheduler - Appt. Codes. Tx Discipline - The discipline of the appointment (set in Maintenance - Clinical - Tx Disciplines) is important to set for reporting and statistical purposes. Rank - This field has no function other than internal notation. It is used to set a numeric importance ranking of an appointment that can be used for cancellations in a triage situation where available chairs are limited. Appt. Status - The appointment status (defined in Maintenance - Basic - Status Codes) defines the nature of the appointment. Typical definitions are New Patient, Short Notice, or Emergency. Appointment codes have colors associated with them that can be displayed in the Chair tab of the scheduler as a colored band at the top of the chair box. Reason - A short description (up to 200 characters) of the reason for the appointment. Sooner if possible - This is checked if a rescheduling to an earlier time is desired. This can be used to generate reports of people that are willing to come in earlier that can be sued by staff to create short notice appointments. Recall - This should be checked if the appointment is a recall for treatment follow up (see the Recall command below for more information). If this appointment is a recall but there are no listed recalls for the patient this appointment option can be selected without an associated recall entry. Estimate - This is used for informal estimation of the appointment treatment(s) costs. Provider The ID code of the provider that will treat the patient during this appointment. 2nd Provider - The ID code of an assistant or second provider that will treat the patient during this appointment. Minutes - Minutes allows the user to change the appointment duration as a sum of the minutes required by a set of up to three assistant and doctor (provider) pairs. Ortho Appointment Entry Is Ortho Stage Appointment Indicates this appointment satisfies a specific stage of ortho care. This is the default for an ortho patient appointment. This can be unchecked in order to make a regular appointment fro an ortho patient. I.E a hygiene appointment. Appt Code - With Is Ortho Stage Appointment checked, this field is disabled and set to the default code for ortho appointments as defined in Maintenance Office Tab Practice Address Practice Options. Otherwise, this indicates the type and/or length of the appointment. These codes are defined in Maintenance Scheduler - Appt. Codes. Tx Stage - Appt. Status - The appointment status (defined in Maintenance - Basic - Status Codes) defines the nature of the appointment. Typical definitions are Scheduler Book Mode User Guide 15-Jun-10 Page 10 of 15

11 New Patient, Short Notice, or Emergency. Appointment codes have colors associated with them that can be displayed in the Chair tab of the scheduler as a colored band at the top of the chair box. Provider The ID code of the provider that will treat the patient during this appointment. 2nd Provider - The ID code of an assistant or second provider that will treat the patient during this appointment. Minutes The number of minutes the appointment is to be scheduled for. This field will be defaulted based on the selected Tx Stage, but can be overridden by typing a different number of minutes. Recall - This should be checked if the appointment is a recall for treatment follow up (see the Recall command below for more information). If this appointment is a recall but there are no listed recalls for the patient this appointment option can be selected without an associated recall entry. Reason - A short description (up to 200 characters) of the reason for the appointment. Appointment Dialog Commands Accept - The information is saved and the appointment booked. Cancel - The dialog is cancelled and no appointment is made. Reschedule- An existing appointment can be rescheduled by selecting this button. Tx Plan- Planned treatments for the patient can be linked to the appointment (details below). Notes - Any number of detailed treatment notes can be entered for the appointment. Confirm (Advance option). This indicates that the patient has been contacted and has confirmed the appointment. Recalls - Recalls for the patient can be linked to the appointment. Check in - This indicates that the patient has been checked into the clinic. Check out - This indicates that the patient has been checked out of the clinic. Failed - A failed appointment is one that either the patient did not attend and did not provide notice for. They did not cancel and did not show up. Cancelled - A cancelled appointment is one that either the patient or the provider does not want to attend at this time. On cancel, axium provides an option to reschedule. The difference between a failed and a cancelled appointment is a matter of policy and/or judgment. A cancelled appointment can be flagged with a reason and the reason is available as an optional reporting field in the Info Manager - Appointments report. Chart Requests When an appointment is made a chart request is automatically generated except in the case of an appointment made in the past. In this case a Past Appointment Question asking if a chart request is needed will be displayed. For more information see the Chart Tracking Manual. Rescheduling an Appointment An appointment can be rescheduled in several ways: By double-clicking on the appointment and selecting the Reschedule button in the advanced Appointment Edit dialog. By canceling or failing the appointment and selecting Yes to reschedule when prompted. By selecting the patient in the scheduler rolodex, and clicking the reschedule button. By right-clicking on an appointment (in the scheduler active tab, or in the Appointment List window) and selecting the Reschedule menu option. Scheduler Book Mode User Guide 15-Jun-10 Page 11 of 15

12 Patient Recalls If the appointment is a recall, the recall record can be associated with the appointment by selecting the Recalls button and then selecting the recall with a double click from the Patient Recalls dialog list. New recalls can be entered in the Patient Recalls dialog which is accessible from the Rolodex by right-clicking on a patient listed in the selected list on the right of the window. Planned Treatments The Tx. Plan button in the New/Edit Appointment dialog is used to assign planned treatments to the appointment. If there are no planned treatments to assign or the treatment that is to be performed is not listed, the Planned Procedure field can be used to indicate the procedure for the appointment. This can only be done this way if the procedure is set up as does not require approval. This does NOT plan the procedure in the patient chart; it is used only for the appointment and to order the required equipment from the dispensary. Notes Appointment notes are a series of prior, in process and post appointment notes. Clinical notes should be entered in the EHR module, rather than in the appointment note. The Appointment Notes dialog records the user who entered the note and the date of entry. Appointment notes can not be edited once entered, they can only be deleted if the user has the required access to the delete button as defined for the user s security level in Power Admin. Modifying an Appointment To edit an appointment simply double click on the appointment in the Active tab. Only the patient and the provider can not be altered in this method, all other appointment details can be changed up to the end of the date for which the appointment is scheduled. Appointment details for past appointments cannot be altered. If the user needs to change the provider for an appointment they will need to use the Reschedule option rather than Edit. Deleting an Appointment Scheduler Book Mode User Guide 15-Jun-10 Page 12 of 15

13 To delete an appointment, right click on the appointment and select the Delete option. If an appointment is deleted it is removed from the scheduler window. If an appointment was accidentally deleted, it can be resurrected by going to the Patient Appointment History, or the scheduler Appointment List and rescheduling it. Confirming an Appointment An appointment that has been confirmed can be set to indicate that fact by double-clicking on the appointment and selecting the Confirm button in the advanced edit appointment dialog or right-clicking on the appointment and selecting the Confirm option. The confirmation is now indicated by blue text in the appointment box. Patient Check-In and Undo Patient Check-In When a patient is checked into the clinic for an appointment, providers can be alerted by having the appointment box show the text in red when the Check in button in the advanced edit appointment dialog or the right click menu item Patient Check In is selected. If the check in was erroneous the right click menu item Undo Patient Check In will reverse the setting. Patient Check in Form The right-click Patient Check In Form option is used to print a form like the one below that contains pertinent patient and appointment information. Figure 3 - Patient Check In Form Example Scheduler Book Mode User Guide 15-Jun-10 Page 13 of 15

14 Patient Seated The appointment right click menu option Patient Seated sets the appointment status to patient seated. This is visually indicated in the Active tab by black text in the appointment box. This option is only available if the patient is already checked in. Patient Check Out and Approve / Check Out When the appointment is over it is concluded with the patient being checked out in axium. This can be done using the Patient Check Out and Approve / Check Out right click menu items or the Check out... button in the advanced edit appointment dialog. If approvals are required the Patient Approvals dialog is displayed. Figure 4 - Check Out Patient Dialog At this point an instructor can swipe her/his access card to approve the treatment(s) and finish the approval process. Adding and Editing Clinic Time Descriptions When clinic time is reserved a description of the reservation can be added. This usually describes the work being done in the session reservation. By doing this the Active tab display is changed to show the reserved time hours in the defined description color (Maintenance - Scheduler - Clinic Time Reasons). Figure 5 Edit Clinic Time Description window The clinic time description is displayed at the top of the chair reservation column and if a clinic time description needs to be added or changed after the chair is reserved then the chair right-click 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 be entered and will be displayed with a default pale yellow color. Scheduler Book Mode User Guide 15-Jun-10 Page 14 of 15

15 Multi Chair Booking In some axium installations the faculty is set up with two or more chairs. Each provider that will use multiple chairs must have the Chairs/Session field set to Multiple in Maintenance Office Tab Users Provider Tab. Multi Chair - Weekly Tab View For each chair reserved within a weekday, there will be a gray line drawn to divide the weekday into columns equal to the number of reserved chairs for the day. Multi Chair - Monthly Tab View 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. Scheduler Book Mode User Guide 15-Jun-10 Page 15 of 15

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