Vision 360 Appointments

Transcription

1 Vision 360 Vision 360 Appointments 2e Copyright INPS Ltd 2014 The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) F:+44 (0) W:

2 Copyright Notice 2014 INPS All Rights Reserved. No part of this document may be photocopied, reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, or otherwise, without the prior written permission of INPS. No warranty of accuracy is given concerning the contents of the information contained in this publication. To the extent permitted by law, no liability (including liability to any person by reason of negligence) will be accepted by INPS, its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document. INPS reserves the right to change without notice the contents of this publication and the software to which it relates. Product and company names herein may be the trademarks of their respective owners. INPS Ltd. The Bread Factory 1a Broughton Street London SW8 3QJ Website:

3 Contents VISION 360 APPOINTMENTS 5 Introduction 5 Prerequisites 6 Overview 7 Booking an Appointment - Quick Reference 9 Accessing Vision 360 Appointments 10 Selecting a Patient 12 Viewing Appointments 14 Patient's Appointments View 15 View All Patient's Appointments 19 DNAs Popup Screen 20 Clinician List View 21 Display Appointments by Clinician 25 Call Patient to Consultation 25 Call Display Settings 27 Disable Appointments Call Display 28 Reception View 29 Check patient in - Reception view 32 Cut and Paste an Appointment from One Slot to Another 32 Holding Slots 33 Release Held Slots 34 Refresh View 34 Clipboard View 35 Move Appointment to the Clipboard 37 Move Multiple Appointments to the Clipboard 39 Re-schedule a Clipboard Item 39 Remove Item from the Clipboard 41 Special Bookings View 42 Appointment Information Popup Screen 45 Extending the Duration of an Appointment 48 Booking Appointments 49 Book an Appointment - Patient's Appointments View 49 Book an Appointment - Reception View 53 Edit an Appointment 55 Make a Special Booking 57 Edit a Special Booking 59 Saved Free Slot Searches 59 Run Saved Free Slot Search 60 Create Free Slot Search 60

4 Edit Free Slot Search 63 Delete Free Slot Search 63 Slot Warnings 64 Slot Type Warnings 64 Slot Overrun Warnings 65 Print Appointment Label 66 Cancel an Appointment 67 Cancel Multiple Appointments (same cancellation reason) 68 Change Slot Type 69 Patient Status 70 Mark Patient has Arrived 70 Revert to Previous Status 71 Mark Patient as 'Seen' - End Appointment 74 Print Full Appointment List 75 Print Evacuation Report 79 INDEX 85 iv

5 Vision 360 Appointments Introduction Vision 360 Appointments is a cross-practice appointment viewing and booking application which allows you to access and maintain appointments for patients at multiple practices. The diagram below shows how a receptionist in a shared reception for multiple practices can view or book an appointment in any of the practices. 5

6 Prerequisites In order to use Vision 360 Appointments, practices must have a secure N3 connection. To use Vision 360 Appointments you must be: A valid Vision 3 user with appropriate access rights A staff member at each of the practices into which you need to book appointments. This must be set up in Vision 3. Setting up of books and sessions must also be performed in Vision 3 Appointments (access to Vision 3 Appointments is available from the Vision 3 Launcher icon on the Clinical Portal Application Bar): Vision 3 Launcher icon Patients may only be booked into the practice with which they are registered. In the case of un-registered patients who require an appointment, the user can make a special booking (page 41) - entering patient details in the Special Booking popup screen. 6

7 Overview The following screen describes the Vision 360 Appointments screen, when first opened and without a patient selected. Vision 360 Appointments Overview 7

8 Buttons/Icons: Patient's Appointments Clinician List Reception Clipboard Special Bookings Patient's Appointments view (page 14) Clinician List view (page 20) Reception View (page 28) Clipboard view (page 35) Special Bookings view (page 41) Print evacuation report (page 78) Print all (page 75) Displays the appointment book for the patient Displays appointments by clinician/clinic Displays multiple clinician/clinic books for a selected date Allows you to move bookings Allows you to book appointments for temporary/non-registered patients or 3rd parties Prints the emergency evacuation report Displays the Print Full Appointment List (page 75) popup screen allowing you to specify which data to include and exclude in the printed list of appointments When you already have a patient selected, the Patient's Appointments View is displayed by default. In this view you can view and book appointments for the selected patient. For more detailed information see Patient's Appointments View (page 14). 8

9 Booking an Appointment - Quick Reference The flowchart below shows the process to follow when booking a patient appointment. You may want to print this page for easy reference: The Appointment Booking Process 9

10 Accessing Vision 360 Appointments Vision 360 Appointments is accessed from the Clinical Portal: 1. To launch the Clinical Portal, double-click on the Clinical Portal desktop icon. The Clinical Portal Login Screen is displayed: Clinical Portal Login Screen 2. Enter your user name and password in the User Name and Password boxes. 3. Select your organisation from the organisation dropdown. 4. Click on Sign In to authenticate your details and log in to the Clinical Portal. Note - For English practices - Vision 3 users in practices that have moved to using Smartcards should use their original Vision 3 login name/password to log in to the Clinical Portal. Please remember that your login name should be entered in upper case eg JSMITHSON. If you have forgotten your original login name and password, it can be reset it in the Vision 3 Control Panel by a systems administrator. 10

11 After successful authentication, the Clinical Portal main screen will be displayed: Main Clinical Portal Screen 5. In the main Clinical Portal window click on the Appointments icon. The Appointments screen is displayed but displays no patient details until a patient is selected. 6. Click on the Select Patient button at the top of the window to open the Patient Select facility. For more details on how to select a patient see Selecting a Patient (page 11). Note - If you select a patient from the Clinical Portal first (before opening Appointments), the Appointments screen will display the Patient's Appointments View (page 14) on opening. 11

12 Selecting a Patient The Patient Select screen allows you to search for a patient using various criteria including surname, date of birth and unique patient number (NHS, CHI etc.). From the search results, you can select a patient and open that patient's record, displaying patient details in the Patient Banner. This screen can be accessed in two ways: When opening a patient-centric application (e.g. Shared Access, Practice Access) you will be prompted to select a patient When clicking on Select Patient in the Clinical Portal application bar. For example, if you have opened an application which is not patient-centric (eg Appointments) you must use the Select Patient button. Note - If you already have a patient open and you choose to select a different patient, the currently selected patient record will be closed (prompting you to save any unsaved data) and replaced by the newly selected patient. This change of patient will be reflected throughout all open applications and will be displayed in the Patient Banner. The Patient Select screen provides two search modes: Quick Patient Search 1. You can perform a quick search for a patient by entering all or part of the patient's surname and optionally forename and/or date of birth in the Search Criteria box: Patient Select - Quick Search 2. Click on Search to perform the quick search. 3. Highlight the patient you want to select and click OK. 12

13 Detailed Patient Search 1. Alternatively, to perform a detailed search, click on the expand button to display more search options and enter the required criteria: Patient Select - Detailed Search Note - To search by postcode, a minimum of two characters must be entered in the Postcode box. 2. Click on Search to perform the search. 3. Highlight the patient you want to select and click OK. 13

14 Viewing Appointments There are 5 views available in Vision 360 Appointments. You may have access to some or all of these depending on your access rights: Patient's Appointments View (page 14) Clinician List View (page 20) Reception View (page 28) Clipboard View (page 35) Special Bookings View (page 41) 14

15 Patient's Appointments View In the Patient's Appointments view you can: View all appointments for a selected patient (page 19) Book new appointments (page 49) Edit existing ones (page 54), Cancel appointments (page 67) Check patients in (page 70) If you already have a patient selected, the Patient's Appointments View is the default view when opening Vision 360 Appointments. If you do not already have a patient selected, firstly select a patient (page 11) then click on Patient's Appointments: 15

16 16 Patient's Appointments View

17 Patient Banner Patient Banner The Patient Banner displays the selected patient's surname, forename, title, date of birth, and address. Patient Notes Any Vision 3 patient notes (entered when booking an appointment in Vision 3) for the selected patient will be displayed above the Booked Appointments section. Once the note is saved for an appointment it will be displayed on all appointments for that patient until deleted from an appointment in Vision 3. Patient notes can only currently be amended or deleted in Vision 3. Booked Appointments Section Patient Notes 'Booked appointments' Section The 'Booked appointments' section displays all of today's and future appointments for the selected patient. To view all the patient's appointments click on View all to open the View All Appointments popup screen (page 19). The default date range is today +3 months and the maximum range is 2 years. Note - Even though you can only extend books in Vision 3 for up to 80 weeks ahead, you can still choose a range from today's date until 2 years from today in Vision no results will be returned past the end of the book. The DNAs(n) button is only enabled if DNAs exist for this patient. Clicking on this button opens the DNAs popup screen (page 20). When a patient has not attended an appointment booked for today, the appointment remains in the 'Booked appointments' grid and displays the status 'DNA' until the next day when it will be displayed in the DNAs popup screen (page 20). Icons: - Cancel appointment - cancels the appointment and removes it from the 'Booked appointments' section - Move appointment to clipboard - moves the selected appointment(s) to the Clipboard (page 35) - Print appointment label - prints an appointment label (page 66) for the selected appointment 17

18 - Edit/view details - opens the Appointment Information Popup Screen (page 44) - Check in patient - checks the patient in and changes the appointment status from 'Booked' or 'DNA' to 'Arrived' Confirmation Strip Confirmation Strip The confirmation strip displays confirmation details when you book, move or cancel an appointment and any warning messages if the booking system is unavailable or if a slot you are trying to book is no longer available. Book a New Appointment Section 'Book a new appointment' Section The Book a new appointment section allows you to customise and run a search for free slots and make a booking for the selected patient. You can also set up and use saved free slot searches (page 59) to save time running frequent searches. A maximum of 50 free appointment slots in the next 48 hours is displayed. For a description of the slot search filters available, see Book an Appointment (page 49). Icons Note - If the number of matching slots exceeds 50, the bottom row in the list of available slots will display the message: 'There are more than 50 available slots the first 50 only are listed here'. Please further refine your search to find suitable slots. Note - Slots with an inactive slot type are shown as black. You can currently book both active and inactive slots, but you may not be able to book inactive slots in a future release. - Make booking - Opens the Appointment Information popup screen (page 49) for the selected slot. 18

19 Note - Double-clicking on a slot will also open the Appointment Information popup screen. Note - Session types and slot types may vary across practices. Note - Changes to Vision 360 appointment data in Patient's Appointments view, Clipboard view and Special Bookings view is sent back to the relevant Vision 3 practice instantly. Changes to appointment data in Vision 3 is sent back to Vision 360 within 2 seconds. View All Patient's Appointments You can view all appointment data over a defined period of a maximum of 2 years for a selected patient (does not include appointment data which has been placed on the Clipboard): 1. In the Patient's Appointments view, click on the View all button at the top pf the 'Booked Appointments' section. This opens the View All Appointments popup screen. 2. Define a date range using the date pickers provided (maximum of 2 years - the default is today +3 months) and click on to run the search. For example, if you want to view all the selected patient's appointments in the next 2 years, select Today's date in the 'From' box and the date 2 years from now in the 'To' box. Note - Even though you can only extend books in Vision 3 for up to 80 weeks ahead, you can still choose a range from today's date until 2 years from today in Vision no results will be returned past the end of the book. All appointments in the date range will be listed in the grid. 3. Click Close to close the window. View All Appointments Popup Screen Note - Cancelled appointments are not currently displayed in the View All Appointments popup screen. This is planned for a future release of Vision 360 Appointments. 19

20 DNAs Popup Screen When a patient has not attended an appointment booked for today, the appointment remains in the Booked appointments grid and displays the status 'DNA' until the next day when it will be displayed in the DNA popup screen: DNA Section The DNAs popup screen displays up to a maximum of ten most recent appointments that the patient did not attend. If the patient has more than 10 DNAs, the last row of the grid will display the following notification message: 'Patient has more than 10 DNAs - refer to your practice system for more details' 20

21 Clinician List View In the Clinician List view GPs and other healthcare staff can: View all booked appointments and free slots for a single clinician/clinic on a selected date. See Display Appointments by Clinician (page 24). View any comments attached to a booking in the Comment column Cancel appointments. See Cancel an Appointment (page 67). Move appointment data for single or multiple appointments to the Clipboard. See Move Appointment to the Clipboard (page 37) and Move Multiple Appointments to the Clipboard (page 39). Call a patient into consultation. See Call Patient to Consultation (page 25). Note - If you want to record the patient consultation, you must do this in Vision 3 Consultation Manager - you can use the Vision 3 Launcher to launch Vision 3. See the Vision 3 Launcher guide for more information. End an appointment. See Mark Patient as 'Seen' - End Appointment (page 74). Note - You cannot book an appointment in the Clinician List view - this can be done in the Patient's Appointments, Reception and Special Bookings views. Change the slot type of slots. See Change Slot Type (page 68). To open the Clinician List view: 1. Click on Clinician List to open the Clinician List view. 2. Select a clinician from the dropdown list to view the required book. 21

22 22 Clinician List View

23 Columns Slot Type - The slot type colour (as defined in Vision 3) is displayed in the first column. You can change the slot type (page 68) of slots by selecting a slot and clicking on the change slot type icon. Note - Slots with an inactive slot type are shown as black. Icons Time Patient - Patient SURNAME, Forename and title DoB - Patient's date of birth Slot Type - The slot type name (the slot type colour is displayed in the first column) Comment - Any comments made in the Appointment Information screen when booking or editing an appointment Arrived - The time the patient arrived at the surgery Wait Time - The amount of time calculated between when the appointment is due to start and when the consultation begins. The value is minus until the appointment is due to start. - Date picker - Cancel appointment - Cancels the selected appointment(s) - Move appointment(s) to clipboard - Moves the selected appointment(s) to the Clipboard (page 35) - Change Slot Type - Opens the Change Slot Type popup scree (page 68)n which displays all slot types and associated colours (as set up in Vision 3) and allows you to change the slot type of the selected slot (active slots only - inactive slots are shown as black) - Call patient - Calls the patient to the consulting room and sets the appointment status to 'In consultation'. If the patient exists in Vision 360, the patient context will be set in Vision 360 (ie the patient will be selected) and the practice context will be set in the Vision 3 Launcher. If the patient does not exist in Vision 360, you will be warned that the patient context cannot be set and the practice context will be set in the Vision 3 Launcher - you will be given the option to open Vision 3 Consultation Manager for the patient's registered practice. Appointment Status - End appointment - Sets the appointment status to 'Seen' and records the end time. This can be used to end the final appointment of the session. - Booked - Arrived 23

24 - In consultation - Seen - DNA - Special Booking Events Note - In the Clinician List view, changes to Vision 360 appointment data for appointments 30 minutes before and 30 minutes after the current time is synchronised with Vision 3 within 20 seconds. Appointment data of appointments outside this 1 hour window is refreshed within 15 minutes. Events (set up in Vision 3) are displayed as white bands (with darker borders) across the width of the grid with the event Start/End Time and Event Name. 'Mark as unavailable' event displayed in the selected clinician's book 'Mark as available' event displayed in the selected clinician's book Note - For this release of Vision 360 Appointments, if an appointment duration has been extended, it will not be displayed in the Clinician List view. For patient appointments that have an extended duration, you can only see this in the Appointment Information popup screen (page 44) - in the Expected Duration box. In the Patient's Appointments view, if a slot duration is extended into subsequent unbooked slots, those slots will be greyed out in the 'Book a new appointment' section - you will, however, still be able to book these slots (see Slot Overrun Warnings (page 65)). In the Reception view, if a slot duration is extended into subsequent slots, those slots will be greyed out. For special bookings, when the duration is extended, this is displayed in the Duration column in the 'Booked appointments' section of the Special Bookings view and in the Special Bookings popup screen. 24

25 Display Appointments by Clinician 1. In the Appointments window click on Clinician List to open the Clinician List view. 2. Select a date from the date picker. The default is today's date. 3. Select a clinician/clinic from the Clinician dropdown list. Note - The Clinician dropdown list contains all organisations the user has access to and all clinicians/clinics available at each of those organisations. A day view of the selected clinician/clinic is displayed. Note - If you want to record the patient consultation, you must do this in Vision 3 Consultation Manager - you can use the Vision 3 Launcher to launch Vision 3. See the Vision 3 Launcher guide for more information. Call Patient to Consultation 1. In the Clinician List view, select the clinician/clinic from the dropdown list. 2. Locate the patient who is to be called into the consulting room. 3. Click on the call patient icon. This calls the patient (if practice is using callboard software), sets the appointment status to In consultation, adds the consultation start time, and sets the patient context in the Clinical Portal (selects the patient). If the clinician has an appointment which is currently In consultation, it will be marked as Seen when the next patient is called (only one appointment at a time can be In consultation per clinician/clinic). If your practice uses callboard software (and the call display settings have not already been set up - see Call Display Settings (page 27)), when calling the first patient of the session in for a consultation, the 'Appointments Call Display - User Options for <clinician/clinic name>' screen is displayed: By default, the clinician who is calling the patient is entered in the Display text box. 25

26 4. In the Display text box, enter the consulting room alongside the clinician/clinic name so the patient knows where to go for the consultation (the preview window updates to show the changes): Note - A maximum of 50 characters is allowed in this box, however some callboard suppliers may only admit a maximum of 30 characters. If you enter more than 30 characters you will receive a warning that the display may be affected. 5. See the Call Display Settings popup screen (page 27) for information on options in this screen. 6. Click OK to save your settings. Note - If you want to record the patient consultation, you must do this in Vision 3 Consultation Manager - you can use the Vision 3 Launcher to launch Vision 3. See the Vision 3 Launcher guide for more information. If Patient does not Exist in Vision 360 If the patient does not exist in Vision 360, the system will not be able to set the patient context. In this situation, after clicking on the call patient icon, you will be prompted: 'This patient does not exist within Vision 360. Would you like to open Vision 3 Consultation Manager for this patient? (Please note, this will not affect your currently selected patient within Vision 360).' Click Yes to open Vision 3 Consultation Manager using the Vision 3 Launcher. See the Vision 3 Launcher help for more information. 26

27 Call Display Settings The Call Display Settings screen allows you to configure display settings for each clinician/clinic when using callboard software. 1. Click on the call display settings icon at the top right of the Appointments screen: 2. Firstly, select the clinician or clinic you want to define settings for in the Clinician/Clinic dropdown. 3. Select the Display text option to enable the call display. 4. In the adjacent box, enter the text that will be displayed to the patient in the waiting room when they are being called to the consulting room. 5. Choose from the following display text alignment options: Centred Left-aligned. A preview is displayed in the Preview box. 6. If you want to confirm these display settings each time you call a patient, tick the 'Confirm settings before calling in each patient' checkbox. Leave unticked if you are happy to apply these settings to all call displays for the selected clinician/clinic. 7. Click OK to save your changes and close the popup. Note - Every time each clinician logs in to appointments and calls the first patient into consultation, the 'Appointments Call Display - User Options for <clinician/clinic name>' screen is displayed automatically. See Call Patient to Consultation (page 25). 27

28 Disable Appointments Call Display To disable call display: 1. Click on the call display settings icon at the top right of the Appointments screen to open the Call Display Settings popup screen: 2. Select the clinician or clinic you want to disable call display for in the Clinician/Clinic dropdown. 3. Select the 'Disable call display' option. 4. Click OK to save and close the popup. 28

29 Reception View The Reception view displays all appointments on a specified date for all clinicians/clinics per organisation. In this view you can: Book appointments. See Book an Appointment - Reception View (page 52). Cancel appointments. See Cancel an Appointment (page 67). View/edit appointment details. See Appointment Information Popup Screen (page 44). Move single or multiple appointments to the Clipboard. See Move Appointment to the Clipboard (page 37). Cut and paste a single appointment to a different clinician/clinic (and different organisation if required). See Cut and Paste an Appointment from One Slot to Another (page 32). Hold slots and release held slots. See Holding Slots (page 33) and Release Held Slots (page 34). Change slot type. See Change Slot Type popup screen (page 68). 1. Click on Reception to open the Reception view. 2. Select an organisation from the Organisation dropdown list to view the clinician and clinic journals at that organisation. 29

30 30 Reception View

31 Icons - Refresh - Auto refresh occurs every 5 minutes. The refresh icon allows you to manually refresh the Reception view at any time. - Make booking - Allows you to book an appointment in the selected slot by first opening the Patient Select screen to select a patient. See Book an Appointment - Reception View (page 52). - View/edit appointment details - Opens the Appointment Information (page 44) popup screen for the selected appointment. - Cancel appointment - Cancels the selected appointment(s). - Move appointment(s) to clipboard - Moves the selected appointment(s) to the Clipboard (page 35) - Hold slot(s) - Holds selected slots and prevents other users from booking them (while still allowing you to book them). See Holding Slots (page 33). - Release slot(s) - Releases held slots. You can only release slots that you have held. See Release Held Slots (page 34). - Change Slot Type - Opens the Change Slot Type popup screen (page 68) which displays all active slot types and associated colours (as set up in Vision 3) and allows you to change the slot type of the selected slot. - Cut appointment - Cuts the selected appointment. See Cut and Paste an Appointment from One Slot to Another (page 32). Columns - Paste appointment - Pastes the cut appointment into the selected slot. See Cut and Paste an Appointment from One Slot to Another (page 32). Each Clinician/Clinic journal displays the following columns: Time Slot Type - The slot type colour (as defined in Vision 3) is displayed in the second column. You can change the slot type (page 68) of slots by selecting a slot and clicking on the change slot type icon. Note - Slots with an inactive slot type are shown as black. You can currently book both active and inactive slots, but you may not be able to book inactive slots in a future release. Appointment Status Patient - patient's SURNAME, forename, title and date of birth Appointment Status (see below) - Booked - Arrived 31

32 - In consultation - Seen - DNA - Special Booking Note - Double-clicking an empty slot, allows you to book an appointment. Double-clicking a booked slot checks the patient in. Check patient in - Reception view 1. Click on Reception to open the Reception view. 2. Select the relevant organisation from the Organisation dropdown list to view the clinician and clinic journals at that organisation. 3. In the appropriate journal, locate the booked appointment that the patient has arrived for. 4. Double-click the slot to check the patient in. The icon changes to 'Arrived' displayed: and the following confirmation is Cut and Paste an Appointment from One Slot to Another The cut and paste functions provide a quick means of moving one appointment at a time from one clinician to another. For example, a GP at one practice would be able to quickly pick up appointments for GPs at another practice at the end of a busy day. Note - Only single appointments for today or in the future, with the 'Booked', 'Arrived' or 'DNA' status may be cut and pasted. 1. Click on Reception to open the Reception view. 2. Select the relevant organisation from the Organisation dropdown list to view the clinician and clinic journals at that organisation. 3. In the appropriate journal, select the appointment you want to move to a different slot. 4. Click on the cut icon. The appointment will remain in the original slot until pasted into a different slot. Note - the cut appointment will only be removed from the original slot once it has been pasted. 5. If you want to paste the appointment into the appointment book of a clinician in a different organisation, select the new organisation from the Organisation dropdown. The clinician/clinic appointment books will be displayed for that organisation. 32

33 6. Locate and click on the empty slot you want to paste the appointment into and click on the paste icon. The following confirmation message is displayed: ' 7. Click Yes to confirm. The appointment is pasted into the slot (retaining any free text comments and booking information) and a confirmation message is displayed. Note - The Clipboard view (page 35) allows you to move and reschedule multiple appointments across sessions and users. Holding Slots You can hold slots if you want to prevent them from being booked by another user. Note - Held slots can only be booked by the user who held them. 1. In the Reception view, click to highlight the slot(s) you want to hold. 2. Click on the hold icon. The 'Slot(s) held successfully' confirmation message is displayed and the held slots show contain the text 'Held by <username>': 33

34 Confirmation message Held slot Note - Currently, held slots will not be included in the free slot search in any of the views. Release Held Slots You can only release slots that you have held. Note - Users with full access rights to Vision 360 Appointments can release slots held by different users. The practice must also ensure that the 'Allow override of held slots by users with administrator rights' setting is checked in Vision 3 > Appointments > Maintenance > System Constants > Practice. 1. Click to highlight the held slot. 2. Click on the release icon. The 'Slot(s) released successfully' confirmation message is displayed: Refresh View Automatic refresh of the Reception view occurs every 5 minutes. Click on the refresh icon to manually refresh the Reception view. 34

35 Clipboard View The Clipboard view holds appointment data from previously booked appointments, for all organisations that you have access to, that have been moved to the Clipboard for re-scheduling (page 39) or removal (page 41). When first displayed, the Clipboard view shows a grid containing all items that have been moved to the Clipboard. Items are sorted alphabetically by organisation then ordered chronologically ascending by original appointment date and time. Once you run your search for slots in the 'Slot Search' section, available slots will be displayed in the bottom grid. Click on Clipboard to open the Clipboard view: 35

36 36 Clipboard View

37 For a description of the slot search filters available, see Book an Appointment (page 49). Icons Note - Slots with an inactive slot type are shown as black. You can currently book both active and inactive slots, but you may not be able to book inactive slots in a future release. - Make booking for selected Clipboard item - See Re-schedule a Clipboard Item (page 39) - Remove item from Clipboard - See Remove Item from Clipboard (page 41) Note - Changes to Vision 360 appointment data in Patient's Appointments view, Clipboard view and Special Bookings view is sent back to the relevant Vision 3 practice instantly. Changes to appointment data in Vision 3 is sent back to Vision 360 within 2 seconds. Note - The cut and paste functions in the Reception view provide a quick means of moving one appointment at a time from one clinician to another. For example, a GP at one practice would be able to quickly pick up appointments for GPs at another practice at the end of a busy day. See Cut and Paste an Appointment from One Slot to Another (page 32). Move Appointment to the Clipboard When you want to re-schedule an appointment, you can move it to the Clipboard from any of the views available and then re-schedule (page 39) when necessary. Note - Only appointments for today or in the future, with the 'Booked', 'Arrived' or 'DNA' status may be moved to the Clipboard. From the Patient's Appointments View: 1. Select the patient who has an appointment you want to move to the Clipboard. 2. Click on Patient's Appointments to display the Patient's Appointments view. 3. In the 'Booked appointments' section, alongside the booked appointment that you want to move to the Clipboard, click on the 'Move appointment to Clipboard' icon : The appointment is removed from the grid and placed on the Clipboard and a confirmation message is displayed: 37

38 Note - The slot that has now become free will not be updated automatically in the Patient's Appointments view and will only be displayed in the 'Book a new appointment' section once you click on the Find Slots button. If you click on Clipboard to display the Clipboard view, you will see the appointment has been placed on the Clipboard: From the Clinician List view: 1. Select the Clinician from the Clinician dropdown list to display the clinician's journal. 2. Highlight the appointment that you want to move to the Clipboard and click on the 'Move to Clipboard' icon alongside the Clinician box. Clinician List View - Move Appointment to Clipboard The appointment is removed from the journal and a confirmation message is displayed: 38

39 If you click on Clipboard to open the Clipboard view, you will see the appointment listed in the top grid. From the Reception View 1. Click to select the appointment in the relevant clinician/clinic book. 2. Click on the 'Move appointment to Clipboard' icon to move the appointment to the Clipboard. Note - You can move multiple appointments by using by using SHIFT+Click for a block of adjacent appointments; or CTRL+Click for non-adjacent appointments; or click on the session name to select every appointment in the session. From the Special Bookings view: 1. Click on Special Bookings to display the Special Bookings view. 2. In the 'Booked appointments' section, alongside the special booking that you want to move to the Clipboard, click on the 'Move appointment to Clipboard' icon. A confirmation message is displayed and the appointment is removed from the grid and placed on the Clipboard. If you click on Clipboard to display the Clipboard view, you will see the appointment has been placed on the Clipboard. Move Multiple Appointments to the Clipboard You can move multiple appointments to the Clipboard simultaneously in the Clinician List and Reception views: 1. In the appropriate clinician/clinic's book, highlight multiple appointments by using SHIFT+Click for a block of adjacent appointments; or CTRL+Click for non-adjacent appointments; or click on the session name to select every appointment in the session. 2. Click on the 'Move appointment(s) to Clipboard' icon. The following message will be displayed: 'Moving appointments to Clipboard...' The appointment is removed from the journal(s) and a confirmation message is displayed: Re-schedule a Clipboard Item 1. Click on the item you want to re-schedule in the top grid of the Clipboard. 2. In the 'Slot Search' section, search for a slot using the filters provided (you must at least choose an organisation before the Find Slots button is enabled). 3. Click on Find Slots to run the search. 39

40 By default, the list of available slots is ordered by date and time ascending. If you select another column to sort by, the system applies the date and time sort as a secondary sort. Note - If the number of matching slots exceeds 50, the bottom row in the list of available slots will display the message: 'There are more than 50 available slots the first 50 only are listed here'. Please further refine your search to find suitable slots. 4. Once you have located the slot you want to book, click on the 'Make booking for selected clipboard item' icon : Re-schedule Clipboard item The Appointment Information popup screen (page 44) displays: Appointment Information Popup Screen 5. You can optionally, select from the Booking Information dropdown list and enter a comment in the Comment box. 6. Click on OK to confirm the booking or OK & Print to confirm the booking and print an appointment label. 40

41 A booking confirmation message is displayed and the re-scheduled item is removed from the Clipboard. You can now view the booked appointment in the relevant view. Remove Item from the Clipboard You can remove any Clipboard item for any organisation that you can access. Removing an item permanently deletes the appointment. 1. In the top grid, locate the item you want to remove from the Clipboard. 2. Click on the 'Remove from Clipboard' icon alongside the item in the grid: 3. Confirm by clicking Yes in the confirmation popup screen: The item is removed from the Clipboard and a confirmation message is displayed showing successful removal of the item: 41

42 Special Bookings View The Special Bookings view displays all future special bookings for the selected practice and allows you to book: Appointments for non-registered patients. Non-patient appointments eg appointment with drug rep See Make a Special Booking (page 56). Click on Special Bookings to open the Special Bookings view: 42

43 Special Bookings View 43

44 Booked Appointments Section The 'Booked appointments' section displays all of today's and future special bookings. The Organisation dropdown allows you to filter special bookings by organisation. The Time Period dropdown allows you to choose from the following filters: Next 48 hours - All special bookings in the next 48 hours Next week - All special bookings in the next week (from today) Next month - All special bookings in the next month (from today) Book a New Appointment Section For a description of the slot search filters available in the 'Book a new appointment' section, see Book an Appointment (page 49). Icons - Cancel appointment - Move appointment to clipboard - Print appointment label - Edit/view details - opens the Special Booking popup screen - Check in patient - changes the appointment status from 'Booked' or 'DNA' to 'Arrived' - Make booking - Opens the Special Booking popup screen for the selected slot. Note - Changes to Vision 360 appointment data in Patient's Appointments view, Clipboard view and Special Bookings view is sent back to the relevant Vision 3 practice instantly. Changes to appointment data in Vision 3 is sent back to Vision 360 within 2 seconds. 44

45 Appointment Information Popup Screen The Appointment Information popup screen allows you to create, view and edit booking details and is accessed in the following ways: When you click on the Make Booking icon in the Reception view and the 'Book a new appointment' section in the Patient's Appointments view. See Book an Appointment - Reception View (page 52) and Book an Appointment - Patient's Appointments View (page 49). When you click on the Edit Booking icon in the Reception view and the 'Booked appointments' section in the Patient's Appointments view. See Edit an Appointment (page 54) for details on how to edit a booking. 45

46 Appointment Information Screen When Booking an Appointment Appointment Information Screen When Editing an Appointment Patient details - The patient's name, date of birth and address are displayed on the title bar at the top of the screen Date - The appointment date Start Time - The appointment start time Expected Duration - The duration of the booking - this can be increased or decreased. See Extending the Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65) for information on what happens if you increase the duration so that it overruns into one or more subsequent slots. Appointment Status (only displayed when editing an appointment) - Booked, Arrived, In consultation, Seen or DNA. Note - Currently, increasing the duration of a patient appointment in the Appointment Information popup screen (page 44) is not displayed in any of the views. The only way to see the extended duration is in the Appointment Information popup screen. Revert (only displayed when editing an appointment) - The Revert button allows you to revert the appointment status from 'Arrived' back to 'Booked' and from 'In Consultation' back to 'Arrived' Booking Information - How/why the booking was made (optional) - these options are defined in Vision 3 for each practice Comment - Any booking comment (optional) - can be edited 46

47 Arrived in Surgery (only displayed when editing an appointment) - The time the patient was checked in (if applicable) (in Phase 2 you will be able to edit if necessary) Start Consultation (only displayed when editing an appointment) - The time the patient consultation started (if applicable) (will be editable in a later release) End Consultation (only displayed when editing an appointment) - The time the consultation ended (if applicable) (will be editable in a later release) Actual Duration (only displayed when editing an appointment) - The amount of time the patient was in consultation (will be editable in a later release) Waiting Time (only displayed when editing an appointment) - The amount of time elapsed between the patient arriving and going into consultation (if applicable). The date and time the appointment was booked and the user who booked the appointment (bottom right) (only displayed when editing an appointment) Carers - Lists all carers the patient has. Displays surname and forename and will also display the unique patient number if the carer is also a patient at the practice. Patients Cared For - Lists all patients (registered at this practice) that this patient cares for. Displays surname, forename and unique patient number (NHS). Outstanding Recalls - Lists all active outstanding recalls the patient has within the recall range defined in Vision 3 > System Constants. Displays: Date - 'Recall date' from Vision 3 Reason - 'Read term for recall reason' from Vision 3 Actioned GP - The Clinician who is set to action the recall. Note - Immunisation alerts are not included in this unless they are specifically added as a recall on the patient record in Vision 3. OK & Print - confirms the booking and prints an appointment label (page 66) for the patient OK - confirms the booking without printing an appointment label. 47

48 Extending the Duration of an Appointment You can extend the duration of a slot while booking on appointment or afterwards when editing an appointment. If the extended slot overruns into subsequent slots, warnings will be displayed, see Slot Overrun Warnings (page 65). The following applies to each of the views: Patient's Appointments View In the Patient's Appointments view, if a slot duration is extended into subsequent unbooked slots, those slots will be greyed out in the 'Book a new appointment' section - you will, however, still be able to book these slots (see Slot Overrun Warnings (page 65)). Clinician List View If an appointment duration has been extended, it will not be displayed in the Clinician List view. For patient appointments that have an extended duration, you can only see this in the Appointment Information popup screen (page 44) - in the Expected Duration box. Reception View In the Reception view, if a slot duration is extended into subsequent slots, those slots will be greyed out. Special Bookings View For special bookings, in the 'Book a new appointment' section, the extended duration is displayed in the Duration column and slots that are overrun by a previous slot's extended duration are greyed out. 48

49 Booking Appointments You can book appointments in the following views: Patient's Appointments view. See Book an Appointment - Patient's Appointments View (page 49). Reception view. See Book an Appointment - Reception View (page 52). Special Bookings View. Instructions on how to make a Special Booking can be found in Make a Special Booking (page 56). Book an Appointment - Patient's Appointments View 1. Select the patient (page 11) for whom you wish to book an appointment. 2. If the Patient's Appointments view is not already displayed, click on Patient's Appointments to display the Patient's Appointments view. Note - Any Vision 3 patient notes (entered when booking an appointment in Vision 3) for the selected patient will be displayed above the Booked Appointments section. Once the note is saved for an appointment it will be displayed on all appointments for that patient until deleted from an appointment in Vision 3. Patient notes can only currently be amended or deleted in Vision In the 'Book a new appointment' grid at the bottom of the screen, using the default filters, a maximum of 50 free appointment slots in the next 48 hours is displayed: 'Book a new appointment' Section 4. To use one of your pre-defined, free slot searches, click on the Find Slots dropdown to display your list of slot searches and select the search you want to run. For information on how to define, save and maintain free slot searches, see Saved Free Slot Searches (page 59). Alternatively, If you are not using a pre-defined search, refine your search, if necessary, using the filters available: Date period - Choose from: 49

50 Next 48 hours (default) This week - This Monday to Sunday Next week - Next Monday to Sunday This month - 1st to end of this month Next month - 1st to end of next month Specific date - Opens the date picker Date range - Opens the date picker Day - Choose from: Any (includes all days Monday-Sunday) (default) Monday Tuesday Wednesday Thursday Friday Saturday Sunday Organisation - The organisation where the slot is held (this defaults to the selected patient's registered practice). Slot Type - All active slot types available as set up in Vision 3 per organisation. Multiple select is available. Default = Any. Note - Inactive slot types are not displayed in the Slot Type dropdown (but will be displayed in search results and can be booked) Viewable Only - This option when selected will not display slots that have the 'Non-viewable' checkbox selected in the Slot Type set up in Vision 3. Note - Slot types which are set up as 'Non-viewable' in Vision 3 cannot be viewed by patients using Vision Online Services (VOS) or My Health Online (MHOL). Time of day - Choose from: Any (default) AM PM Session Type - The session types available as set up in Vision 3 per organisation. Multiple select is available. Default = Any. Clinician/Clinic - The clinicians/clinics set up for the selected organisation. Multiple select is available. Default = Any. Gender - The clinician's gender, choose from: Any Male Female 50

51 Note - see Slot Type Warnings (page 64) for details on slot types and associated warnings. Duration - Choose from (available in a later release): 1 min 2 min 3 min 4 min 5 min 10 min 15 min 20 min 30 min 60 min Any Note - Options available in the Session Type and Clinician/Clinic filters are likely to vary between practices. 5. Click on the Find Slots button to display all matching available slots. 6. By default, the list of available slots is ordered by date and time ascending. If you select another column to sort by, the system applies the date and time sort as a secondary sort. Note - Changes to Vision 360 appointment data in Patient's Appointments view, Clipboard view and Special Bookings view is sent back to the relevant Vision 3 practice instantly. Changes to appointment data in Vision 3 is sent back to Vision 360 within 2 seconds. Note - If the number of matching slots exceeds 50, the bottom row in the list of available slots will display the message: 'There are more than 50 available slots the first 50 only are listed here'. Please further refine your search to find suitable slots. 7. Once you have found the slot you would like to book, click on the Make booking icon alongside the slot in the grid. Alternatively, you can double-click the slot to make the booking. Note - You can book inactive slots (shown with the black slot type colour) as well as active slots. 51

52 The Appointment Information popup screen opens displaying the appointment details: Appointment Information Popup Screen You can choose to extend the slot duration in the Expected Duration box. If the extended slot overruns any subsequent slots, you will receive a warning but you will still be able to carry on with the booking. See Extending the Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65). If required you can select from the Booking Information dropdown menu and enter a comment for this booking in the Comment box. (The options available are defined in Vision 3 by each practice). 8. Confirm the booking and print an appointment label (page 66) by clicking on OK & Print. Note - If you want to confirm the booking without printing an appointment label, click on OK. A booking confirmation message will be displayed in the 'Book a new appointment' section: 52

53 Book an Appointment - Reception View 1. Click on Reception to display the Reception view. 2. Once you have found the slot you would like to book, click to highlight the slot and click on the Make booking icon. Note - You can also double-click the empty slot to make the booking. Note - You can book inactive slots (shown with the black slot type colour) as well as active slots. 3. The Patient Select screen opens allowing you to select a patient (page 11). Note - Selecting a patient here, while making a booking in the Reception view, does not change the patient context (ie does not change the patient that was selected before making the booking). The Appointment Information popup screen opens displaying the appointment details: Appointment Information Popup Screen You can choose to extend the slot duration in the Expected Duration box. If the extended slot overruns any subsequent slots, you will receive a warning but you will still be able to carry on with the booking. See Extending the Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65). If required you can select from the Booking Information dropdown menu and enter a comment for this booking in the Comment box. (The options available are defined in Vision 3 by each practice). 4. Confirm the booking and print an appointment label (page 66) by clicking on OK & Print. 53

54 Note - If you want to confirm the booking without printing an appointment label, click on OK. The booking confirmation message is displayed 54

55 Edit an Appointment You can edit patient appointments in the Patient's Appointments View and the Reception View. To edit a special booking, see Edit a Special Booking (page 59). To edit a patient appointment: 1. In the 'Booked appointments' section of the Patient's Appointments view (page 14), click on the edit icon edit or, alongside the appointment you want to in the Reception View (page 28), highlight the appointment in the clinician's journal and click on the edit icon. The Appointment Information popup screen is displayed: Appointment Information Screen - Edit 2. You can choose to extend the slot duration in the Expected Duration box. If the extended slot overruns any subsequent slots, you will receive a warning but you will still be able to carry on with the booking. See Extending the Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65). 3. If an appointment has been mistakenly checked-in, you can revert the status of an appointment from 'Arrived' back to 'booked' and from 'In Consultation' back to 'Arrived' by clicking on the Revert button. 4. Optionally, you can add or edit an existing comment in the Comment box. 55

56 The Actual Duration displays the amount of time in consultation. The Waiting Time displays the time elapsed between the patient arriving and going into consultation. 5. Click on OK to make the changes and close the popup. You can also Move an appointment to the Clipboard (page 37) for re-scheduling (page 39) later on. 56

57 Make a Special Booking You can make special bookings for: Non-registered patient appointments (please check carefully that a patient is not registered before creating a special booking for them) Non-patient appointments eg appointment with drug rep 1. Click on Special Bookings at the top of the window to display the Special Bookings View (page 41). The 'Booked appointments' section of the screen displays all future special bookings for all organisations to which you have access. Using the Organisation(s) and Time Period dropdown lists, you can filter the list of special bookings by Organisation(s) and/or Time Period. The default is 'All' organisations in the 'Next 48 hours' time period: 2. In the 'Book a new appointment' section, from the Organisation drop-down list, select the organisation in which you want to make the booking. 3. Using the filters as described in Book an Appointment (page 49), further refine your search for appropriate slots or choose from the list of saved free slot searches. 4. Click on Find Slots to search for slots based on the criteria you have entered. Available, matching slots are displayed in the grid. By default, the list of available slots is ordered by date and time ascending. If you select another column to sort by, the system applies the date and time sort as a secondary sort. Note - Changes to Vision 360 appointment data in Patient's Appointments view, Clipboard view and Special Bookings view is sent back to the relevant Vision 3 practice instantly. Changes to appointment data in Vision 3 is sent back to Vision 360 within 2 seconds. Note - If the number of matching slots exceeds 50, the bottom row in the list of available slots will display the message: 'There are more than 50 available slots - the first 50 only are listed here'. Please further refine your search to find suitable slots. 5. Once you have found the slot you would like to book, click on the Make booking icon alongside the slot in the grid. Alternatively, you can double-click the slot to make the booking. Note - You can book inactive slots (shown with the black slot type colour) as well as active slots. 57

58 The Special Booking popup screen opens displaying the appointment details: Special Booking Popup Screen 6. In the Booking Description box, enter the description for this booking eg Drug rep - Sally Walker 7. In the Comment box, optionally enter details of the booking. 8. Confirm the booking and print an appointment label by clicking on OK& Print - or click on OK to confirm without printing a label. The booking confirmation message is displayed. The special booking is now displayed in the 'Booked appointments' section of the Special Bookings view. You can also view the special booking in the Clinician List view (page 20) - shown with the special booking icon below: Special Booking in Clinician List View 58

59 Edit a Special Booking 1. In the 'Booked appointments' section of the Special Bookings view, click on the edit icon alongside the special booking you want to edit. The Special Booking popup screen is displayed: Special Booking Popup Screen - Edit 2. You can choose to extend the slot duration in the Expected Duration box. If the extended slot overruns any subsequent slots, you will receive a warning but you will still be able to carry on with the booking. See Extending the Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65). 3. If an appointment has been mistakenly checked-in, you can revert the status of an appointment from 'Arrived' back to 'booked' and from 'In Consultation' back to 'Arrived' by clicking on the Revert button. 4. Edit the Booking Description if required. 5. Optionally, you can add or edit an existing comment in the Comment box. The Actual Duration displays the amount of time in consultation. The Waiting Time displays the time elapsed between the 'Arrived' status and the 'In consultation' status. 6. Click on OK & Print to make the changes and print an appointment label or click OK to make the changes without printing a label. Saved Free Slot Searches In order to save time searching for free slots of a particular type/ clinician etc, each user can set up and maintain their own list of saved free slot searches for each organisation they can access. Run Saved Free Slot Search (page 60) 59

60 Create Free Slot Search (page 60) Edit Free Slot Search (page 62) Delete Free Slot Search (page 63). Run Saved Free Slot Search To use one of your pre-defined, free slot searches: 1. In the 'Book a new appointment' section of the Patient's Appointments, Special Booking or Clipboard view, click on the arrow on the Find Slots button to open the dropdown list. 2. Select the search you want to run. The saved search will run and the list of matching appointments will be displayed in the 'Book a new appointment' section. Note - The search filters in the 'Book a new appointment' section do not change to show the filters set up in the saved free slot search. For information on how to define, save and maintain free slot searches, see Saved Free Slot Searches (page 59). Create Free Slot Search You can create a free slot search for any of the organisations that share data with the organisation you are logged into: 1. In the Book a new appointment section of the Patient's Appointments, Special Booking or Clipboard view, click on the arrow on the Find Slots button to open the dropdown list. 2. Click on the Search Setup button at the bottom of the list to open the Free Slot Search Setup screen. 3. In the left-hand panel, the Organisation dropdown lists (in alphabetical order) all organisations that share their data with the organisation you are currently logged into. From the list, select the organisation you want to add 60

61 the saved search to. All saved searches created for the selected organisation are displayed in the panel underneath. 4. Click on the add icon to open a new blank search form in the right-hand panel. 5. Enter the following details: Search Name - Enter the name you want to give the saved search Date period - Choose from: Next 48 hours (default) This week Next week This month Next month Specific date - Opens the date picker Date range - Opens the date picker Clinician/Clinic - The clinicians/clinics set up for the selected organisation. Multiple select is available. Default = Any. Gender - The clinician's gender, choose from: Any (default) Male Female Day - Choose from: Any (default) Monday Tuesday Wednesday Thursday Friday Saturday Sunday Time of day - Choose from: Any AM PM Slot Type - The slot types available as set up in Vision 3 for the selected organisation. Multiple select is available. Default = Any. Note - Inactive slot types are not displayed in the Slot Type dropdown. Session Type - The session types available as set up in Vision 3 for the selected organisation. Multiple select is available. Default = Any. 61

62 Viewable Only - This option when selected will not display slots that have the 'Non-viewable' checkbox selected in the Slot Type set up in Vision 3. Note - Slot types which are set up as 'Non-viewable' in Vision 3 cannot be viewed by patients using Vision Online Services (VOS) or My Health Online (MHOL). Note - Options available in the Session Type and Clinician/Clinic filters are likely to vary between practices. 6. Click on Save to save your search. 7. Click Close to close the screen. The newly created search is now available in the Find Slots dropdown in all views (not just the view it was created in). 62

63 Edit Free Slot Search 1. In the Book a new appointment section of the Patient's Appointments, Special Booking or Clipboard view, click on the arrow on the Find Slots button to open the dropdown list. 2. Click on the Search Setup button at the bottom of the list to open the Free Slot Search Set Up screen. 3. In the left-hand panel, the Organisation dropdown lists all organisations that share their data with the organisation you are currently logged in with. From the list, select the organisation that contains the free slot search that you want to edit. All free slot searches created for the selected organisation are listed. 4. Click to highlight the free slot search you want to edit. Its details are displayed in the right-hand panel. 5. Edit the details as necessary. See Create Free Slot Search (page 60) for a description of the filters available. 6. Click on Save to save the search. 7. Click Close to close the screen. Delete Free Slot Search 1. In the Book a new appointment section of the Patient's Appointments, Special Booking or Clipboard view, click on the arrow on the Find Slots button to open the dropdown list. 2. Click on the Search Setup button at the bottom of the list to open the Free Slot Search Setup screen. On the left of the panel, the Organisation dropdown lists all organisations that share their data with the organisation you are currently logged in with. 3. From the list, select the organisation you want to delete the free slot search from. All free slot searches created for the selected organisation are listed. 4. Click to highlight the free slot search you want to delete and click on the delete icon at the top of the panel. 5. You are asked to confirm the deletion, click Yes. 6. Click Close to close the screen. The deleted search is removed from the Find Slots dropdown in all the views. 63

64 Slot Warnings Slot Type Warnings Slot types and their associated warnings are defined by each practice in Vision 3 and are set up to be displayed in Vision 360. Note - Slot types and warnings are likely to vary across different practices. The slot type warning is displayed when you click on the make booking icon in the 'Book a new appointment' section in the Patient's Appointments (page 14) and Special Bookings (page 41) views. You will be asked whether you want to continue or not: Example Slot Warning If in Vision 3, the 'Number of days that slot can be booked prior to appointment date' box is left blank, the message will be displayed at all times. Otherwise the warning message will be displayed only up to the number of days prior to the slot date. For example, if the box is set to '2' and the slot is on 12/12/12, the message will be displayed up to and including 09/12/12. Clicking Yes in the slot warning popup screen will continue to book the appointment. Note - you are unable to change the slot type while booking an appointment. 64

65 Slot Overrun Warnings If, in the Appointment Information popup screen you extend the duration of an appointment so that it overruns into one or more subsequent slots, when you click on OK or OK & Print, you will receive the following warning: 'The appointment will overrun a following appointment. Do you wish to continue?' Clicking Yes will allow the slot duration to be extended into the subsequent slot(s). Once the screen has refreshed, the affected slots will be greyed out in the Book a new appointment section: You can still book an appointment in a greyed out slot (where the previous appointment duration has overrun into that slot). After clicking the make booking icon, the following warning is displayed in the Appointment Information dialog: warning - 'This slot has been overrun by another appointment' 65

66 Print Appointment Label As well as being able to print an appointment label at the time of booking an appointment (page 49), you can also choose to print an appointment label for any future appointments from the Patient's Appointments (page 14) and Special Bookings (page 41) views. Note - you must have Active X installed on your pc for label printing to work. 1. In the 'Booked appointments' section of the Patient's Appointments (page 14) or Special Bookings (page 41) view, locate the appointment for which you want to print an appointment label. 2. Click on the Print label icon alongside the appointment. Your system Print screen is displayed. 3. Select the label printer from your list of printers. 4. Click on Print to print the label. The following details are printed on the label: Organisation name Organisation phone number Patient surname and forename or special booking description Appointment day, date and time Clinician/Clinic Example Printout of Appointment Label 66

67 Cancel an Appointment You can cancel appointments in the Patient's Appointments, Clinician List, Reception and Special Bookings views, however, you can't cancel an appointment after a patient has been checked in for that appointment. Note - You can also cancel multiple appointments (page 68) simultaneously in the Clinician List view (page 20). Note - You can also remove an item from the Clipboard (page 41) in the Clipboard view. From the Patient's Appointments View: 1. If you want to cancel a patient appointment, select the patient (page 11) first then click on Patient's Appointments to open the Patient's Appointment's view (page 14). 2. Locate the booking you want to cancel in the 'Booked appointments' section. You can sort the columns in order to locate the booking you want to find. 3. Click on the Cancel Appointment icon alongside the appointment you want to cancel. You will then be prompted to enter a cancellation reason. 4. Select the appropriate cancellation reason and click on OK. The appointment is then removed from the list. Note - Cancelled patient appointments will be displayed in the View All Appointments (page 19) popup screen in a future release of Vision 360 Appointments. From the Special Bookings View: 1. If you want to cancel a special booking, click on Special Bookings to open the Special Bookings View (page 41). 2. Locate the booking you want to cancel in the 'Booked appointments' section. You can sort the columns in order to locate the booking you want to find. 3. Click on the Cancel Appointment icon alongside the appointment you want to cancel. You will then be prompted to enter a cancellation reason. 4. Select the appropriate cancellation reason (see above) and click on OK. The appointment is then removed from the list. 67

68 From the Clinician List View: 1. If not already displayed, click on Clinician List to open the Clinician List View (page 20). 2. Select the appropriate clinician/clinic from the Clinician dropdown list in the Clinician List view (page 20). 3. Click to highlight the appointment in the clinician/clinic's book. 4. Click on the Cancel Appointment icon above the grid. 5. Select the cancellation reason in the Cancellation Reason window (see above) and click on OK. The appointment is removed from the book. From the Reception View: 1. If not already displayed, click on Reception to open the Reception View (page 28). 2. Click to highlight the appointment in the clinician/clinic's book. 3. Click on the Cancel Appointment icon above the grid. 4. Select the cancellation reason in the Cancellation Reason window (see above) and click on OK. The appointment is removed from the book. Note - The cancellation reasons available from the dropdown list in the Cancellation Reason popup screen are defined by each practice in Vision 3, therefore these may vary across different practices. Cancel Multiple Appointments (same cancellation reason) You can cancel multiple appointments simultaneously in the Clinician List and Reception views: 1. In the appropriate clinician/clinic's book, highlight multiple appointments by using SHIFT+Click for a block of adjacent appointments; or CTRL+Click for non-adjacent appointments; or click on the session name to select every appointment in the session. 2. Click on the Cancel Appointment icon above the grid. 3. Select the cancellation reason in the Cancellation Reason popup and click on OK. The appointments are removed from the book. Note - The cancellation reason you select here applies to all of the selected appointments. Note - The cancellation reasons available from the dropdown list in the Cancellation Reason popup screen are defined by each practice in Vision 3, therefore these may vary across different practices. 68

69 Change Slot Type You can change the slot type in the Clinician (page 20) List and Reception (page 28) views: 1. In the clinician/clinic book, click to highlight the slot(s) you want to change. 2. Click on the change slot type icon to open the Change Slot Type popup. 3. From the dropdown list of those available (as set up in Vision 3), select the slot type that you want to change the selected slot to. Note - The Change Slot Type screen only displays active slot types - therefore, you are prevented from changing the current slot type (active or inactive) to an inactive slot type. 4. Click OK to save your changes and close the popup. 69

70 Patient Status A typical workflow surrounding a patient appointment sees the patient arriving at the reception and being checked in by the receptionist. When this happens, the Vision 360 Appointments system acknowledges the arrival of the patient by marking the appointment status as 'Arrived'. See Mark Patient has Arrived (page 70). The status remains at 'Arrived' until the patient is called to the consulting room. In Vision 3, the status changes to 'In consultation' when the consultation begins in Consultation Manager. In Vision 360 Appointments, the status can also be changed to 'In consultation' (see Call Patient to Consultation (page 25)) by clicking on the call patient icon view: alongside the appointment in the Clinician List or Reception If your practice is using callboard software, the patient will be notified that they must proceed to the consulting room. The Vision 360 Appointments system automatically changes the status of the appointment to 'In consultation' and records the consultation start time. Note - If the clinician currently has an appointment which is 'In consultation', it will be marked as 'Seen' when the next patient is called. Once the patient has been seen by the clinician, calling the next patient will change the status of the patient who has just left to 'Seen' and record the consultation end time. If there is a break in appointments or it is the last appointment of the day, the clinician can end the appointment manually by clicking on the End appointment icon. See Mark Patient as 'Seen' (page 74). Mark Patient has Arrived You can mark a patient has arrived from the Patient's Appointments and Reception views: Patient's Appointments View 1. If not already displayed, click on Patient's Appointments to display the Patient's Appointments view (page 14). 2. Click on the Select Patient button on the Application Bar at the top of the screen. 3. Select a patient (page 11). Once you have selected a patient, the patient's name, date of birth and address are displayed below the Application Bar and all future appointments are displayed in the Future Appointments section. 4. Locate today's appointment in the list and click on the green check in icon to mark the patient has arrived. 70

71 This changes the patient's appointment status from 'Booked' to 'Arrived' (shown in the Status column of the 'Booked appointments' section) and the 'Appointment checked in successfully' confirmation message is displayed: Booked Appointments Section - Check In Patient Note - once the patient has been checked in, the check in icon alongside the appointment is disabled. The 'Arrived in Surgery' time is recorded and displayed in the Appointment Information popup screen (page 44). Reception View 1. Click on Reception to open the Reception view. 2. Select the relevant organisation from the Organisation dropdown list to view the clinician and clinic journals at that organisation. 3. In the appropriate journal, locate the booked appointment that the patient has arrived for. 4. Double-click the slot to check the patient in. The icon changes to 'Arrived' displayed: and the following confirmation is Revert to Previous Status You can revert a patient's appointment status from 'Arrived' back to 'Booked' (and from 'In Consultation' back to 'Arrived' - phase 2). 1. In the 'Booked appointments' section of the Patient's Appointments view (page 14), locate the appointment you want to edit. 71

72 2. Click on the edit appointment icon alongside the appointment to open the Appointment Information popup screen (page 44). Appointment Information - Edit 3. Click on the Revert button alongside the Appointment Status to revert the appointment status from 'Arrived' to 'Booked'. 72

73 The status is reverted back to 'Booked: 4. Click on OK to confirm. Appointment Information - Status Reverted 73

74 Mark Patient as 'Seen' - End Appointment Calling the next patient to the consultation room automatically marks the previous consultation as 'seen' and records the end time for that consultation. However, if this is the last consultation of the day, or you want to be accurate about when the consultation ends (for reporting purposes) you can end the consultation manually: 1. Locate the appointment in the Clinician List view and click on the 'End Consultation' icon in the far right column. The 'Appointment ended' message is displayed and the end time is recorded: The patient will be marked as 'Seen' and the status icon in the Clinician List view changes to reflect this: Note - When the user who has called the patient logs out of the application or closes their browser, this also ends the appointment. 74

75 Print Full Appointment List The Print Full Appointment List screen allows you to print out a list of all appointments using filters to specify: Date/time range (no greater than 3 days) The following additional information (at least one must be selected): Clinician/Clinic Slot type description Patient name Patient home telephone number Special booking description (if applicable) Appointment comments To print the full appointment list: 1. Click on the Print all icon at the top right of the Appointments window. 2. The Print Full Appointment List popup screen opens. Print Full Appointment List Popup Screen 3. In the Date/time range boxes, specify the start date/time of the required range in the 'From' boxes and the end date/time in the 'to' boxes. Note - The maximum date range you can enter is 3 days. 75

76 For example, if you want to print a list of appointments between the 17th October 2012 at 08:00 and the 19th October 2012 at 18:00, you would enter the following: 4. Specify which data you want to include in your print-out by placing a tick in at least one of the following boxes: Clinician/clinic Slot type description Patient name Patient home telephone number Special booking description (if applicable) Appointment comments 5. Click on Print to print to open your system Print popup screen. 6. Select Print to print the full appointment list. 76

77 Below shows an example page of the printed full appointment list: Example of Full Appointment List Printout 77

78 Events The list also includes Events, such as holidays or staff meetings, which have been set up in Vision 3. For example, if an event with the option 'Mark slots as unavailable' is used to block slots, the printout will show the start and end times of this event: If an event with the option 'Mark slots as available' is used, the printout will show each slot and the event details. 78