Appointment Scheduler Set Up (DR) Provider

Transcription

1 Appointment Scheduler Set Up (DR) Provider Select Short Cut Key (F12) Type in Menu Id: DR and enter You will need to make sure all providers that you are scheduling for are Appt Providers. Make sure the Appt Provider Box is checked

2 Appointment Scheduler Set Up (FY) Facility Select Short Cut Key (F12) Type in Menu Id: FY and enter You will also need to check all facilities you are scheduling for are Appt Locations. Make sure the Appt Location Box if checked ASC Appointment Status Codes - This is part of the initial setup and should not have to be touched AT Appointment Types - This is the different types of appointments that office would like to keep track of. This will come off of the client s worksheet. Please stress to the clients to not make the IDs too long ET Event Types - This is events that the office would like to keep track off (Holidays, Vacations, Drug Reps, etc.) This will also come off of the client s worksheet RES Resources - This is for keeping track of other Resources in the office such as a Medical Assistant, Physician s Assistant. STT Schedule Types - This is to keep track of Types of Scheduling

3 Appointment Scheduler Set Up (DR) Provider Select Short Cut Key (F12) Type in Menu Id: DR and enter You will need to now set up the Provider Schedule Tab. Give the Schedule a Title, e.g. Office, Remote Office Set an Effective Date Set a Terminate Date if applicable Starts schedule on a Sunday. The normal set up would be 7 days, Sunday through Saturday

4 Appointment Scheduler New Patient Select Short Cut Key (F12) Type in Menu Id: AS and enter Double-click on the appointment time The appointment entry screen will appear An appointment entry ID will automatically be assigned On the patient field click on the ellipse and you will be brought to the Registration and Related Information screen

5 Double click on the Data Entry button in the tool bar Assign a permanent ID by clicking on the # symbol or F2 Check the Reg Status - Patient box Click on the last name field and enter the patient s last name Enter Enter the patient s first name Go to the primary phone number field and enter patient s phone number

6 Page Down to Coverage/Case Information tab Enter insurance name or pending in the Cov/Case Title CTRL T Enter for Yes This will take you back to AE Appointment Entry screen

7 The patient s registration information will default back to the Appointment Entry screen You have the option to enter the reason for the visit/chief complaint Enter the appointment type. (If not sure, click on ellipse and select from the table) The duration will automatically default, however if you need to lengthen the time you may edit the field The Appt Date/Day, Time Start/End times, and Provider will default for whom you are scheduling for You can enter additional comments if necessary but these do not display on the schedule Click on the save button (bottom right hand corner)

8 Appointment Scheduler Established Patient Select Short Cut Key (F12) Type in Menu Id: AS and enter Double-click on the appointment time The appointment entry screen will appear An appointment entry ID will automatically be assigned On the patient field click on the ellipse and you will be brought to the Registration and Related Information screen

9 Click on Lookup on the toolbar, top left hand corner Begin typing the patient s last name. (The more you type the more specific the list becomes.) Once you see the name of the patient that you are looking for in the list, highlight the name and the patient s information should appear on the right hand side of the screen. (Verify patient s DOB, phone number and insurance coverage at this time.) Click the select button on the bottom left hand side of the screen The patient s registration information will default back into the appointment entry screen

10 By entering information in the Reason for the Visit/Chief Complaint, it will display on the print out of the scheduler. Enter the appointment type. (If not sure click on the ellipse and select from the table). The duration will automatically default, however if you need to lengthen the time you may edit this field. The date, day start and end times will default. It will also default for the provider that you are scheduling for. You may also enter additional comments if necessary but these do not display on the schedule. (Patient rescheduled from ) Click on the save button at the bottom right hand corner

11 Print Daily Appointments Select Short Cut Key (F12) Type in Menu Id: ADS and enter Enter the schedule date that you would like to print in the Scheduling Date From and Thru. Enter the time you would like to start the display at in Display Time From and Thru. Click on the Preview button on the bottom left to view on the screen or select Print to send it to the printer

12 Charge Entry through the Scheduler Select Short Cut Key (F12) Type in Menu Id: AS and enter Right click on the patient that you would like to enter a charge on Click on Create Charge

13 The program will take you directly into CE - Charge Entry and default: o A Charge ID o The Patient o The Coverage Case that was selected at Appointment Entry o The Responsible Party of that Coverage Case o The Physician as the Billing and Service Provider from the Appointment Entry o It will default the Facility from the Appointment Entry o The transaction date as the date of the entry o The Financial Class from the Coverage Case Enter your Charge Class o Enter any additional information that you may need to on the general screen, ie. Referring Doctor, Accident Date, LMP, etc

14 Continue entering the charge on the Insurance Coverage/Service Detail tab. Click on Save Next (instead of Save ) and type (AS) so that the program can save your charge for you and take you back to the Appointment Scheduler to continue your charge entry

15 Responsible Party Payment Entry through the Scheduler Select Short Cut Key (F12) Type in Menu Id: AS and enter Right click on the patient that you would like to apply a payment for Click on Create Responsible Party Payment

16 The program will automatically default: o A payment ID o The responsible party linked to this patient o The transaction type Payment o The Transaction Date and Deposit Date (this will default the date of the appointment, if you need to change this information you can do so). Enter the Classification Enter the Payment Method Enter the Chk No./Refer Enter the payment Amount Enter any additional comments as needed If you have already entered the charge, you can apply the payment to the charge on this screen. If not, you can save the payment as an unapplied payment and apply the payment at charge entry. Click on Save at the right corner

17 (CHL) Chart Location Select Short Cut Key (F12) Type in Menu Id: CHL and enter CHL Chart Locations Chart Locations allows a practice to track where a patient s physical chart is located. Ie: Chart Room, Dr s Office, Registration Desk, Nurse Station, etc. from within the Appointment Scheduler

18 Utilizing Chart Location Select Short Cut Key (F12) Type in Menu Id: AS and enter Chart Location allows a practice to track where a patient s physical chart is located. For example: Chart room, Dr s office, registration desk, Nurse Station, etc. Setting a Chart Location is similar to changing an appointment status. Right click on an appointment then select Change Chart Location. Then pick the location from list presented

19 Should you need to modify the Chart Location List, use the menu shortcut key F12 and type in CHL or navigate from the Windows menu drop down. Tables - Office Settings - Chart Locations Once set, the chart locations can either be viewed by setting the appointment tool tips The list of appointment characteristics that is shown when the cursor pauses over an individual appointment or by filtering the appointment display

20 Display Filters Another significant addition to the appointment display is the ability to filter which appointments are shown. By clicking on the filter icon, it will display the filter menu. Status Codes: One or more status codes can be displayed. For example, show only new patients, or don t display cancelled appointments. Chart Locations: Select one or more chart locations to display. Appointments with Charges: If a charge is entered for a patient with an appointment scheduled for a particular day, the charge associated with the appointment will be tied to that appointment. This allows after-the-fact filtering to view appointments that have no charges. This can be helpful in reconciling to assure that all charges have been entered. Appointment with/without Encounter Forms: Show only appointments that have pre-numbered encounter forms printed (or don t yet have encounter forms) Appointment with/without Chart Pull: Show which appointments have their charts already pulled, or those that still need to have a chart pulled. When a display is filtered, a copy of the filter icon ( ) appears in the upper left hand corner of the appointment grid, so a user can readily see if they are looking at all appointments or a filtered subset. Hint: Rather than change your standard appointment views, create new schedule pages that reflect the filters you most commonly use

21 Batch Printing Right clicking on an individual appointment provides printing options for the selected appointment (among other options). Printing for a batch of appointments is available by right clicking on the header of the appointment display. The appointments that will be included in the print are determined by where on the header the cursor is located. By clicking on the display for days in advance, can aid in prepping charts. Clicking in the date area of the header will include all appointments for the date Right clicking on a provider or facility header will only include the appointments for that provider for a single day The right click action produces the menu seen to the right. Print options includes Encounter Forms (this is an alternative method to using the Print Encounter Form function), Registration Summaries, a alphabetical list of Charts to Pull, Other documents that may be created for a practice (lab requisitions would typically fall into this category) or a Day Sheet Report

22 Chart Pull Right click on the header of the day you want to pull the charts for, select Chart Pulls Chart Pull Report. This report generates an alphabetic listing of appointments for the day. For example, charts in an office are typically prepped three days before the appointment date. The Chart Pull report can be ran three days prior and it would provide an alphabetical list of charts. When this report is created, each appointment in the list is then fluffed as having the Chart Pull Completed. This will also reflect in the AE Appointment Entry screen. On the day of the appointment, this report could then be run again, filtering for appointments without a chart pull. This then provides a listing of only appointments that have been created since the original report was generated