The Rehab Documentation Company, Inc. 12/8/11. ReDoc Scheduler. User Guide

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1 The Rehab Documentation Company, Inc. 12/8/11 ReDoc Scheduler User Guide

2 12/8/11 Contents CONTENTS CHAPTER 1 INTRODUCTION CHAPTER 2 SETUP Setting Screen Resolution Setting Up ReDoc for Use With Scheduler (ReDoc 7.x Users Only) Logging In Setting Up Reserved Time Setting Up Appointment Cancellation Reasons Setting Up Facility Information Scheduling Holidays Applying Holidays Setting Up Appointment Types Adding More Appointment Types Editing Appointment Type Descriptions Editing Appointment Type Colors Deleting Appointment Types Inactivating an Appointment Type Setting Up Users and Therapists Creating Templates for Schedules Copying a Template Setting Up Therapist Schedules Setting Up Therapist Work Groups Creating Additional Therapist Work Groups Setting Up Resources CHAPTER 3 SCHEDULE MANAGEMENT Logging In Changing Views Scheduling an Appointment Hovering With the Mouse to Display Appointment Details Showing Cancelled Appointments Scheduling a New Patient Not Currently in ReDoc Blocking Off Time Blocking Off Time to Schedule Vacation Editing Blocked Time Messages Checking In a Patient Undoing Patient Check-In Overriding Reserved Time Copying and Pasting an Appointment Rescheduling an Appointment Rescheduling an Appointment to a Different Week Rescheduling to a Different Therapist Appointments Flagged for Rescheduling Using Bookmarks When Rescheduling an Appointment Searching For a Patient s Scheduled Appointment Editing ReDoc Patient Information Within Scheduler Setup and Scheduling of Group Appointments Using AutoScheduler Canceling an Appointment Entering Notes on the Calendar i

3 Contents 12/8/11 Editing Notes Scheduling Assistants Scheduling Vacation CHAPTER 4 REPORTS Printing Reports Sample Reports Appointment List Chart Pull List No Show Report Cancellations Report Not Checked In Report Rescheduled Report Therapist Appointment Details Visit Reconciliation Report (ReDoc 7.x Users Only) Recertification Report Exceeded Authorized Visit Report Reminder List Therapist Work Group Resource Usage Using the Reminder Pro Automated Calling System INDEX ii

4 12/8/11 Introduction CHAPTER 1 INTRODUCTION ReDoc Scheduler is a software application that simplifies appointment scheduling for rehab clinics. It acts as a replacement to your appointment book or an outdated application that may currently be in use. It displays multiple days or therapists on one screen. With Scheduler, you can track appointments by location and easily move appointments from one time to another. ReDoc Scheduler is integrated with ReDoc Suite, allowing the sharing of patient demographic information. This increases efficiency for front desk staff, therapists, and billing staff while eliminating a potential source of human error. Office Overview displays a calendar view for the current month or week. It can also display by Therapists or Days. Click Bookview to display a format similar to a traditional appointment book. 1

5 Introduction 12/8/11 2

6 Setting Screen Resolution 12/8/11 Setup CHAPTER 2 SETUP The system administrator must perform the setup procedures in this chapter before Scheduler can be used for scheduling appointments. Only those with system administrator rights for Scheduler can make any changes affecting Scheduler setup. SETTING SCREEN RESOLUTION Before launching Scheduler, ensure that the screen resolution for your computer monitor is set to 96 DPI. To do so, follow these steps: NOTE: Scheduler does not display properly if the screen resolution is not set to 96 DPI. 1. Right-click the desktop and click Properties. The Display Properties screen displays. 3

7 Setting Screen Resolution Setup 12/8/11 2. Click the Settings tab. 3. Click Advanced 4. Ensure that the DPI setting is Normal size (96 DPI) as shown. Change if needed. 5. If the current setting is correct, click cancel and proceed to Logging In on page 7. If you had to change the setting to 96 DPI, click Apply and then OK. Ensure that the DPI setting is Normal size (96 DPI). 6. Restart your computer. 4

8 Setting Up ReDoc for Use With Scheduler (ReDoc 7.x Users Only) 12/8/11 Setup SETTING UP REDOC FOR USE WITH SCHEDULER (REDOC 7.X USERS ONLY) Because Scheduler works in conjunction with ReDoc, it is necessary to first set up roles within ReDoc to designate who can schedule appointments, who can be scheduled for patient appointments, and who has administrative rights. To set up ReDoc for use with Scheduler, follow these steps: 1. Log in as the System Administrator (sysadmin). 2. From the Main Menu, click System Maintenance. The System Maintenance screen displays. 3. Click Users/Therapists. 4. From the user list on the left side of the screen, select a staff member to have roles assigned. NOTE: Before your users can utilize Scheduler, you must first add them as users within ReDoc Suite. Refer to the ReDoc Setup and System Administration Guide for information. 5

9 Setting Up ReDoc for Use With Scheduler (ReDoc 7.x Users Only) Setup 12/8/11 5. Select the assigned roles. Choose from the following: SCH:Schedulee A Schedulee is a therapist or assistant who will be scheduled for patient appointments. SCH:ScheduleeReadAll A ScheduleeReadAll is a staff member who will be scheduled for patient appointments. Additionally they can read (view) patient appointments for their accessible facilities. SCH:Scheduler A Scheduler is anyone who will be scheduling patient appointments. SCH:SchedulerSysadmin SchedulerSysadmins can set up Scheduler for their accessible facilities. Select a staff member to have roles assigned. Select the assigned roles. 6. Click OK. 7. Repeat steps 3 6 for all staff members requiring roles assigned for Scheduler. 8. Exit ReDoc when finished. 6

10 Logging In 12/8/11 Setup LOGGING IN To log in to Scheduler as a system administrator, follow these steps: 1. Launch the Scheduler application. The login screen displays. 2. Users with the Scheduler admin role can log in with their username and password. The first time you log in, the following screen displays. The first time you log in, the following screen displays. 7

11 Logging In Setup 12/8/11 Once you have at least one therapist set up, the Scheduler Bookview screen displays when you log in. 8

12 Setting Up Reserved Time 12/8/11 Setup SETTING UP RESERVED TIME With Scheduler, you have the option of reserving time that may or may not be strictly associated with treatment. For example, you may need to schedule an appointment for a physician consultation or family conference. Use reserved time for recurring events. You may also want a recurring time for lunch or staff meetings. Refer to Creating Templates for Schedules on page 21 for more information using reserved time. Set up reserved time as follows: 1. From the Setup menu, click Reserved Time Maintenance. The default codes and descriptions display. 2. Add codes and descriptions as needed. Codes can be any single letter except B or X and cannot be used twice in the list. You can edit descriptions if needed, but you cannot delete items once they have been added. 3. Click OK when finished. 9

13 Setting Up Appointment Cancellation Reasons Setup 12/8/11 SETTING UP APPOINTMENT CANCELLATION REASONS When a patient cancels an appointment, you must indicate the reason on the dialog in Scheduler used for canceling an appointment. Refer to Canceling an Appointment on page 68 for more information. Set up cancellation reasons as follows: 1. From the Setup menu, click Cancellation Reasons. The default reasons display. NOTE: Although they do not display here, Other and Per Facility Request are already set up in Scheduler, so do not duplicate them. 2. Add descriptions as needed. NOTE: Limit the descriptions to perhaps the ten most common reasons not 50 possible reasons. 3. Click OK when finished. 10

14 Setting Up Facility Information 12/8/11 Setup SETTING UP FACILITY INFORMATION Set up facility information as follows: 1. From the Setup menu, click Facility Information. The Facility Information screen displays. NOTE: The times listed here 6:00 am to 7:00 pm are hard-coded and cannot be changed 2. Set the maximum number of patients a therapist can see during the same time. NOTE: Typically the maximum number should be one or two patients, but you can set this to a higher number depending on your organization s needs. 11

15 Scheduling Holidays Setup 12/8/11 SCHEDULING HOLIDAYS Set up your regularly scheduled holidays as follows: 1. From the Setup menu, click Holidays. The Holidays (Office Closed) screen displays. 2. Scroll to any month with regularly scheduled holidays. 3. Click a holiday and add a description if necessary. It is added to the list. The holiday name displays for standard holidays. Click Remove to delete a holiday. Click Add to add it back to the schedule. 4. Click OK when finished. NOTE: Normally appointments cannot be scheduled on days set up in the holiday schedule. However, individual schedules can be opened to accommodate skeleton crews on holidays in Setup Schedules. 12

16 Applying Holidays 12/8/11 Setup APPLYING HOLIDAYS Apply the holidays to one or more schedules as follows: 1. From the Setup menu, click Apply Holidays. The Apply Holidays screen displays. 2. Select the facility, therapists, and the date range and click Apply. NOTE: Holidays can be established for each individual user when setting up their schedules. 13

17 Applying Holidays Setup 12/8/11 3. Click Yes. NOTE: You cannot undo this once click Confirm. Proceed only if you are sure you want to apply holidays for the selected therapists for the date range specified. 4. Click OK. 5. Click Close when finished. 14

18 Setting Up Appointment Types 12/8/11 Setup SETTING UP APPOINTMENT TYPES Set up appointment types as follows: 1. From the Setup menu, click Appointment Types. The default appointment types displays. 2. To keep the existing defaults, click Close. To add more descriptions, proceed to Adding More Appointment Types on page 16. To edit descriptions, proceed to Editing Appointment Type Descriptions on page 17. To edit colors, proceed to Editing Appointment Type Colors on page 18. To delete appointment types, proceed to Deleting Appointment Types on page 18. To inactivate a type of appointment, proceed to Inactivating an Appointment Type on page 19. NOTE: You must include every type of appointment in the list of appointment types. For example, if you have both 45 minute and 60 minute treatments, you must include both types. 15

19 Setting Up Appointment Types Setup 12/8/11 Adding More Appointment Types To add more appointment types, follow these steps: 1. Click New. 2. Enter the description, including the designated discipline. Click here to choose a color. You can change colors later if needed. Refer to Editing Appointment Type Colors on page 18. Check this box if you do not want to allow double-booking or overlapping appointments. 16

20 Setting Up Appointment Types 12/8/11 Setup 3. Click the down arrow, choose a color, and click OK. 4. Click OK. 5. Click Close when finished. Editing Appointment Type Descriptions If needed, edit appointment type descriptions. To do so, follow these steps: 1. Click the appointment type. 2. Click Edit. 3. Edit the description. 4. Click OK. 5. Click Close when finished. 17

21 Setting Up Appointment Types Setup 12/8/11 Editing Appointment Type Colors If needed, edit appointment type colors. To do so, follow these steps: 1. Click the appointment type. 2. Click Edit. 3. Click the down arrow, choose a different color, and click OK. Click here to choose a different color. 4. Click OK. 5. Click Close when finished. Deleting Appointment Types If desired, you can delete appointment types that are not needed for your clinic. To do so, follow these steps: 1. Click the appointment type. 2. Click Delete. 3. Click Close when finished. 18

22 Setting Up Appointment Types 12/8/11 Setup Inactivating an Appointment Type If you decide not to schedule any more appointments of a certain type, you can inactivate that specific appointment type. Then, any of those type appointments that are already scheduled remain on the books, but the appointment type is no longer available for scheduling in the future. To inactivate appointment types, follow these steps: 1. Click the appointment type. 2. Click Edit or double-click. 3. Check the Inactive box and click OK. Check the Inactive box and click OK. The appointment displays with a check mark in the Inactive column. 4. Click Close when finished. 19

23 Setting Up Users and Therapists Setup 12/8/11 SETTING UP USERS AND THERAPISTS You can designate which therapists, assistants, and clerical aides are available for scheduling. To set up users and therapists, follow these steps: 1. From the Setup menu, click Users/Therapists. 2. Check the Active box to include a therapist, assistant, or clerical aide on the schedule. NOTE: Any therapist checked can also serve as an assistant. 3. Click OK when finished. 20

24 Creating Templates for Schedules 12/8/11 Setup CREATING TEMPLATES FOR SCHEDULES You must create a template for each person you would like to be scheduled in the system. NOTE: Each therapist must have a template and a schedule set up before appointments can be scheduled for that therapist. To create templates for schedules, follow these steps: 1. From the Setup menu, click Scheduling Templates. 2. Select a therapist and click New. Select a therapist and click New. 21

25 Creating Templates for Schedules Setup 12/8/11 An X in a red background indicates that a therapist is not scheduled to work. Override cannot be used to schedule appointments during time with this status. 3. In Description, enter a name for this therapist s template. A therapist can have multiple templates. For example, a therapist could have one template for a Monday, Wednesday, and Friday schedule and another template for a Tuesday and Thursday schedule. 4. Click and drag across the time the therapist is available in the morning. 5. Click Therapist is available to see any patient. Click and drag across the time the therapist is available in the morning NOTE: Only the facilities the schedulee has access to will display in the template window. Click Therapist is available to see any patient. 6. To input a Reserved time, click and drag across the schedule time, choose the Reservation Type, and click Apply. NOTE: A Reserved time is a recurring item on the schedule. White indicates that the therapist is available to see patients. Click and drag across the schedule time. Choose the Reservation Type and click Apply. NOTE: Personnel who set appointments can click Override to override and schedule appointments during lunch or other reserved times. NOTE: Block Time Slots can be used for other things such as a dentist appointment or personal business when a therapist would not want to schedule appointments. Refer to Entering Notes on the Calendar on page

26 Creating Templates for Schedules 12/8/11 Setup 7. Click and drag across the time the therapist is available in the afternoon. 8. Click Therapist is available to see any patient. Click and drag across the time the therapist is available in the afternoon. Click Therapist is available to see any patient. 9. Click the Appointment Types tab. 10. In the Minutes column, enter the time allowed for appointment types in 15 minute increments up to and including 240 minutes in length. Check the Active column if the procedure is performed in the office. Click OK. Enter the time allowed for appointment types in 15 minute increments up to and including 240 minutes in length. This is the standard time that will be scheduled for this therapist for this specific appointment type. Check the Active column to activate the appointment type. 23

27 Creating Templates for Schedules Setup 12/8/ Continue setting up templates with schedules and appointment types for the remaining therapists. You can copy templates if needed. Refer to Copying a Template on page 25. For therapists who work in more than one clinic, set up templates for each location. For therapists who work in more than one clinic, set up templates for each location. 12. Click OK and then Close when finished. 24

28 Creating Templates for Schedules 12/8/11 Setup Copying a Template Once you have set up at least one template, you can copy it and use it for other therapists. NOTE: If you are setting up Scheduler and copying templates from various facilities, ensure that you have access to all of those facilities. Refer to the ReDoc Setup and System Administration Guide for information. To copy a template, follow these steps: 1. From the Setup menu, click Scheduling Templates. 2. Click the therapist with the template to be copied, click the template, and then click Copy. 3. Click the other therapist who will have the same schedule and then click New. 25

29 Creating Templates for Schedules Setup 12/8/11 4. Change the name in description. Change the name in description. 5. Click the Appointment Types tab. 6. In the Minutes column, enter the time in minutes allowed for appointment types. Check the Active column if the procedure is performed in the office. NOTE: If this therapist already has at least one template set up, the Appointment Types tab should already have this information. Enter the time in minutes allowed for appointment types. Check the Active column to activate the appointment type. 7. Click OK and then Close when finished. 26

30 Setting Up Therapist Schedules 12/8/11 Setup SETTING UP THERAPIST SCHEDULES Set up the therapist schedules as follows: 1. From the Setup menu, click Set Up Schedules. 2. Select the therapist from the drop list. 3. Select how many weeks into the future to project the schedule. The schedule will expire at the end of the Project For period. You must renew all schedules when they expire. For each day the therapist is available, click the day of the week and select the therapist s template from the drop list. The schedule projects from the date that is active on this calendar. Change this starting date if needed. Check Apply if this therapist will have all regularly scheduled holidays off. Select how many weeks to project the schedule. 4. Check Apply under Holidays if this therapist will have all regularly scheduled holidays off. If you need to change holiday schedules at some point in the future for this therapist, you can repeat this process and uncheck the Apply box. You can also apply holidays from the Setup menu ( Applying Holidays on page 13). However, using that method does not allow you to undo it. 5. For each day the therapist is available, click the day of the week and select the therapist s template from the drop list. NOTE: This set-up process is required for each therapist. 27

31 Setting Up Therapist Work Groups Setup 12/8/11 6. Click OK and then click OK again. 7. Click Close when finished. 8. Click Refresh to refresh when setting up therapist schedules or making changes to existing schedules. Refresh SETTING UP THERAPIST WORK GROUPS If you want to look at therapists in different groupings such as all physical therapists grouped together, you can set up therapist work groups. To do so, follow these steps: 1. From the Setup menu, click Therapist Work Groups. 28

32 Setting Up Therapist Work Groups 12/8/11 Setup 2. In the Selected Therapist Group field, rename the group. Click the left arrow to move available therapists into the group. 3. Click OK when finished. Creating Additional Therapist Work Groups To create additional therapist work groups, follow these steps: 1. Click Add. 29

33 Setting Up Resources Setup 12/8/11 2. In the Selected Therapist Group field, rename the group. Click the left arrow to move available therapists into the group. 3. Click OK when finished setting up Therapist Groups. SETTING UP RESOURCES Resources can be anything you want to reserve for therapy including rooms or equipment. Examples of resources might be an ultrasound or an electrical stimulation machine. It is necessary to name your resources per facility even if they are the same type of resource. For example, if you have two clinics that both have ultrasound, you must create each one separately by facility with names such as: West Clinic, Ultrasound East Clinic, Ultrasound To set up resources, follow these steps: 1. From the Setup menu, click Resources. 30

34 Setting Up Resources 12/8/11 Setup 2. Click Add. 3. Name the resource, select the facility, and set the patient capacity. Enter additional information in Notes if needed. Then, click Save. The resource is added to the Resources list on the left. 31

35 Setting Up Resources Setup 12/8/11 4. If needed, click Add to continue adding more resources. 5. Click Close when finished setting up Resources. 32

36 Logging In 12/8/11 Schedule Management CHAPTER 3 SCHEDULE MANAGEMENT This chapter covers procedures for scheduling, rescheduling, and canceling appointments. NOTE: Before you can schedule appointments, it is necessary to set up Scheduler. Ensure that the system administrator has performed the setup procedures in Chapter 2 Setup. LOGGING IN To log in to Scheduler, follow these steps: 1. Launch the Scheduler application. The login screen displays. 2. Use the same login name and password that you use with ReDoc. NOTE: If you are logged in as a sysadmin, you cannot schedule appointments. You must be logged in as a user to schedule appointments. 33

37 Changing Views Schedule Management 12/8/11 CHANGING VIEWS When you log in, Scheduler defaults to Bookview. It displays a format similar to a traditional appointment book. Change the view from Week to Day or All Therapists as needed. Gray areas cannot be scheduled. Areas in white can be scheduled. Change the view from Week to Day or All Therapists as needed. The All Therapists view displays only the therapists available for scheduling on a particular day. Click Overview if you prefer a calendar view. 34

38 Scheduling an Appointment 12/8/11 Schedule Management The Office Overview displays a calendar view for the current month. Click Bookview to display a format similar to a traditional appointment book. SCHEDULING AN APPOINTMENT To schedule an appointment, follow these steps: 1. Double-click the date. Click the Refresh Appointments button to refresh the information on your screen. Double-click the date. 35

39 Scheduling an Appointment Schedule Management 12/8/11 2. Select the therapist. If necessary, select the facility. You can also select a therapist group. Select the therapist. 3. Right-click or double-click the selected time. 36

40 Scheduling an Appointment 12/8/11 Schedule Management The appointment window displays. 4. From the drop list, choose the appointment type. From the drop list, choose the appointment type. 5. Double-click the field below the appointment type drop list to select a patient. Double-click the field below the appointment type pull-down to select a patient. The Select a Patient window opens from your ReDoc Suite database. 37

41 Scheduling an Appointment Schedule Management 12/8/11 6. Select the patient file by one of the following methods: Click the My Patients button, click the Apply / Refresh Filter button, and find the patients name. Type the first few letters of the patient s name, an account number, medical record number, or social security number. Press Enter, and find the patient s name. Choose a treating therapist, authorizing therapist, birth date, diagnosis code, or facility from a drop list. Click the Apply / Refresh Filter button, and find the patients name. 38

42 Scheduling an Appointment 12/8/11 Schedule Management 7. Enter any comments in the field below the patient s name and assign any resources you will need for the appointment. Then, click (OK). Click OK. Check this box to display medical record numbers if needed. NOTE: Use the field below the patient s name for comments if needed. Check the box to display medical record numbers if needed. The appointment displays. Click Refresh after setting each appointment. 39

43 Scheduling an Appointment Schedule Management 12/8/11 8. Click Refresh after setting each appointment. 9. Click Close. Hovering With the Mouse to Display Appointment Details You can hover over an appointment with the mouse to display appointment details as shown here. Showing Cancelled Appointments If needed, you can display cancelled appointments only. To do so, check the Show Cancelled Appointments Only box on the Bookview screen. NOTE: If you check the Show Cancelled Appointments Only box, scheduled appointments are not displayed. A message displays telling you to uncheck the box to interact with the schedule. Scheduling a New Patient Not Currently in ReDoc When scheduling the first appointments for new patients, they generally will not have patient files set up in ReDoc. To get the patient s appointment on the schedule, you can block off the time and enter the patient s name and type of appointment as the reason for blocking. Refer to Blocking Off Time on page

44 Blocking Off Time 12/8/11 Schedule Management BLOCKING OFF TIME To block off time so that appointments cannot be scheduled or to block off time for a new patient s appointment, follow these steps: 1. Select the time to be blocked off. Select the time to be blocked off. 2. Right-click and choose Block Time Slots. 41

45 Blocking Off Time Schedule Management 12/8/11 3. Enter the reason for blocking off the time and click OK. If you are scheduling the first appointment for a new patient who does not have a patient file set up in ReDoc, enter the patient s name and type of appointment as the reason for blocking. Refer to Scheduling a New Patient Not Currently in ReDoc on page 40. The time is blocked off. 42

46 Blocking Off Time 12/8/11 Schedule Management Here is an example of a new patient who was scheduled by blocking off time. Blocking Off Time to Schedule Vacation You can block off time for vacation. This is convenient for scheduling an afternoon off or even a day or two. For scheduling longer vacations, use the method described in Scheduling Vacation on page

47 Blocking Off Time Schedule Management 12/8/11 Editing Blocked Time Messages To edit a blocked time message, follow these steps: 1. Right-click the blocked off time. Right-click the blocked off time. 2. Enter the revised message and click Save. 44

48 Checking In a Patient 12/8/11 Schedule Management CHECKING IN A PATIENT To check in a patient, follow these steps: 1. Click the white box in the left corner of the appointment box. NOTE: The white box (check-in box) only displays on or after the current calendar date. It does not display on future appointments until the day of the appointment. Click the white box. 2. Click Yes. 45

49 Checking In a Patient Schedule Management 12/8/11 Undoing Patient Check-In To undo a patient check-in, follow these steps: 1. Click the check mark. Click the check mark. 2. Click Yes. Click Yes. 46

50 Overriding Reserved Time 12/8/11 Schedule Management OVERRIDING RESERVED TIME If it is necessary to schedule an appointment during reserved time such as a lunch break, you can override the schedule. To do so follow these steps: 1. Click Override. When Override turns bold, it is activated. Click Override. When Override turns bold, it is activated. 2. Right-click the time slot and click Schedule an Appointment to schedule the appointment. 47

51 Overriding Reserved Time Schedule Management 12/8/11 3. Schedule the appointment. The appointment displays in the reserved time. 48

52 Copying and Pasting an Appointment 12/8/11 Schedule Management COPYING AND PASTING AN APPOINTMENT To copy and paste an appointment, follow these steps: 1. Click the appointment. 2. Right-click and copy it. 3. Right-click the time where the appointment is to be duplicated and paste it. You can also click the time where the appointment is to be duplicated and then click the clipboard icon. Clipboard icon 49

53 Copying and Pasting an Appointment Schedule Management 12/8/11 4. Click (OK). The appointment displays. 50

54 Rescheduling an Appointment 12/8/11 Schedule Management RESCHEDULING AN APPOINTMENT To reschedule an appointment for the same therapist on the same day in Day View or the same week in Week view, follow these steps: 1. Click and drag the appointment to the new time. 2. Select the reason for rescheduling and click OK. 51

55 Rescheduling an Appointment Schedule Management 12/8/11 Rescheduling an Appointment to a Different Week To reschedule an appointment to a different week, follow these steps: 1. Right-click the appointment and choose Reschedule Appointment. 2. Select the reason for rescheduling and click OK. 52

56 Rescheduling an Appointment 12/8/11 Schedule Management 3. Click the new time and click the clipboard icon. Click the new time and click the clipboard icon. 4. Click (OK). The appointment is rescheduled. Rescheduling to a Different Therapist If necessary, you can reschedule an appointment to a different therapist as long as that therapist performs the same appointment type. To do so, follow these steps: 1. Right-click the appointment and choose Reschedule Appointment. 53

57 Rescheduling an Appointment Schedule Management 12/8/11 2. Select the reason for rescheduling and click OK. 3. Select the different therapist and paste the appointment. If needed, change the date and time as well. 54

58 Rescheduling an Appointment 12/8/11 Schedule Management If the therapist performs this type of appointment, the following screen displays. NOTE: If the therapist does not perform this type of appointment, a message displays indicating that the appointment cannot be pasted. 4. Click (OK). The appointment is rescheduled. 55

59 Rescheduling an Appointment Schedule Management 12/8/11 Appointments Flagged for Rescheduling Whenever the Scheduler SysAdmin makes changes such as scheduling vacation, the Scheduler application displays the following message about flagging appointments that need to be rescheduled. If the Scheduler SysAdmin clicks Yes, the Reschedule flag displays on the calendar for any day affected. To reschedule appointments flagged for rescheduling, follow these steps: 1. On Overview, double-click any day with the Reschedule flag. Reschedule flag 2. Follow procedures in Rescheduling an Appointment on page

60 Using Bookmarks When Rescheduling an Appointment 12/8/11 Schedule Management USING BOOKMARKS WHEN RESCHEDULING AN APPOINTMENT When rescheduling appointments, using bookmarks make it easier to switch back and forth between two dates on the schedule. To use bookmarks, follow these steps: 1. Click an appointment that requires rescheduling and copy it. 2. Click (Bookmark from this schedule). The bookmark icon changes to (Remove bookmark from this schedule). 3. Click a different date and bookmark it. 4. Click to switch back and forth between bookmarked dates. 5. When finished rescheduling, click (Remove bookmark from this schedule) on both dates to remove bookmarks. 57

61 Searching For a Patient s Scheduled Appointment Schedule Management 12/8/11 SEARCHING FOR A PATIENT S SCHEDULED APPOINTMENT To search for all appointments that have been scheduled for a patient, follow these steps: 1. From the Tools menu, click Find Patient Appts. NOTE: You can also click Overview from the View menu to display the Office Overview screen and then click Find. NOTE: You can also click Overview from the View menu to display the Office Overview screen and then click Find. 58

62 Searching For a Patient s Scheduled Appointment 12/8/11 Schedule Management 2. Search for the patient, select the patient s name, and click OK. If needed you can edit patient information within Scheduler. Refer to Editing ReDoc Patient Information Within Scheduler on page 61 for more information. The appointments for the patient display. 59

63 Searching For a Patient s Scheduled Appointment Schedule Management 12/8/11 3. On the Appointments tab, click the appropriate button to perform the following tasks as needed: Cancel Appt Go to Appt Cancel Future Appointments Cancel Group 4. To display cancelled appointments, click the Cancelled Appointments tab. 5. Click Print on either the Appointments tab or the Cancelled Appointments tab to print all appointments past, future, or cancelled. Select the printer. 6. Click Close when finished. 60

64 Searching For a Patient s Scheduled Appointment 12/8/11 Schedule Management Editing ReDoc Patient Information Within Scheduler If needed, you can edit the patient s information within Scheduler. To do so, search for the patient and double-click the patient s name. Then, update the information as needed and save. If you have an interface that imports demographic patient data from another application, some of this information will already be populated. Some of the fields will be read-only and some will be active. Insurance information can come from an interfaced application. 61

65 Setup and Scheduling of Group Appointments Schedule Management 12/8/11 SETUP AND SCHEDULING OF GROUP APPOINTMENTS To set up and schedule group appointments, follow these steps: 1. From the Group Appointments menu, click Group Appointment Templates. 2. Click Add. 62

66 Setup and Scheduling of Group Appointments 12/8/11 Schedule Management 3. Enter a template name and other group appointment criteria. To add patients to the roster, click Add, select the patient from the Patient Search screen, and click OK. Repeat for each patient to be added to the group appointment. Then click Add under Dates. 4. Select the dates from the calendar and click OK. 63

67 Setup and Scheduling of Group Appointments Schedule Management 12/8/11 5. Click Save. 6. If needed, click To Notepad to save the appointments to a Notepad file. Click OK and then click Close. 64

68 Using AutoScheduler 12/8/11 Schedule Management USING AUTOSCHEDULER You can use AutoScheduler when you need to schedule multiple appointments for a patient over a period of several weeks. To use AutoScheduler, follow these steps: 1. From the Tools menu, click AutoScheduler. 2. Select the patient, the appointment type, preferred therapist and duration. For group appointments, select a resource if needed. Enter patient time constraints. Then click Add to enter requested dates. NOTE: When entering patient time constraints, you cannot enter both available and unavailable times on the same day. 65

69 Using AutoScheduler Schedule Management 12/8/11 3. Select the requested dates on the calendar and click OK. 66

70 Using AutoScheduler 12/8/11 Schedule Management 4. Click Validate Screen and then click Proceed. Click Validate Screen. NOTE: If you want to allow booking during reserved time, check this box. Otherwise, AutoScheduler automatically searches around these times. 5. If needed, click To Notepad to save the appointments to a Notepad file. Click Save. The appointments are scheduled. 67

71 Canceling an Appointment Schedule Management 12/8/11 CANCELING AN APPOINTMENT To cancel an appointment, follow these steps: 1. Right-click the appointment and choose Cancel Appointment. 2. Select the reason for canceling the appointment and click OK. The appointment is canceled and removed from the screen. It is included in the Cancellations Report. 68

72 Entering Notes on the Calendar 12/8/11 Schedule Management ENTERING NOTES ON THE CALENDAR Scheduler provides a place to enter notes on the calendar for an individual therapist. For example, you can enter a reminder for a birthday lunch or other event that can be viewed on the therapist s individual schedule. To enter notes, follow these steps: 1. Click the date on the calendar for notes to be entered. 2. Type notes in the space provided. Type notes in the space provided. Clicking here opens a notepad as an alternative method for entering notes. NOTE: Clicking entering notes. opens a notepad as an alternative method for 3. Click Close when finished (or OK if using the notepad). The Notes icon displays for the date on the Office Overview. 69

73 Entering Notes on the Calendar Schedule Management 12/8/11 Editing Notes To edit notes, do the following: 1. Click the date on the Office Overview and click Edit Notes. Click the date on the Office Overview and click Edit Notes. NOTE: From Bookview, you can also click 2. Edit notes and click OK when finished. to edit notes. 70

74 Scheduling Assistants 12/8/11 Schedule Management SCHEDULING ASSISTANTS A therapist can serve as an assistant for any type of appointment set up on the therapist s template. Additionally, if clerical aides also assist, ensure that they are set up with templates and schedules for the appointment types and disciplines as needed. Refer to procedures in Chapter 2 Setup. To schedule assistants, follow these steps: 1. Schedule the patient s appointment. 2. Right-click and choose Schedule an Assistant. The Select Assistant dialog displays. 71

75 Scheduling Assistants Schedule Management 12/8/11 3. Make the following settings. a. Select the assistants. b. Click the arrows to select which part of the appointment time the assistants are needed. c. Check the Together box if the therapist and assistants are working together. d. Click the arrows up or down to select how long the assistants are needed. Click these arrows to select which part of the appointment time the assistants are needed. Select the assistants. Check this box if the therapist and assistants are working together. Click these arrows up or down to select how long the assistants are needed. The assistants time displays in the gray background. 4. Click OK. The assistants are scheduled. A+ indicates that a therapist and an assistant are scheduled together. ( Together is checked on the Select Assistant dialog.) A indicates that only an assistant is scheduled. 72

76 Scheduling Assistants 12/8/11 Schedule Management Scheduler blocks off both the primary therapist s schedule and the assistant s schedule. The appointment also displays on the assistant s schedule. 73

77 Scheduling Vacation Schedule Management 12/8/11 SCHEDULING VACATION Only those who have system administrator rights can schedule vacations for each location. To schedule vacation, follow these steps: 1. Log in. 2. From the Setup menu, click Set Up Schedules. 3. Select the therapist who is taking vacation. 4. Click the day to be scheduled as vacation. 5. From the Template drop list, choose No Scheduled Appointments. From the Templates drop list, choose No Scheduled Appointments. Select how many weeks the person is off. 6. Repeat for each additional day as needed. 7. In Project For, select how many weeks the person is off. 8. Click Apply. If appointments were previously scheduled on any of these days, the Appointments need to be Rescheduled dialog displays. Refer to Appointments Flagged for Rescheduling on page Click Yes or No if appointments need rescheduling. Click OK and then click Close. Vacation is scheduled the next time you launch the Scheduler application. The time displays as dark gray unavailable for appointments with this therapist. Any flagged appointments will need to be rescheduled by the person responsible for scheduling. 74

78 12/8/11 Reports CHAPTER 4 REPORTS You can generate and print the following reports in Scheduler: Appointment List Chart Pull List No Show Report Cancellations Report Not Checked In Report Rescheduled Report Therapist Appointment Details Visit Reconciliation Report (ReDoc 7.x users only) Recertification Report Exceeded Authorized Visit Report Reminder List Therapist Work Groups Resource Usage 75

79 Printing Reports Reports 12/8/11 PRINTING REPORTS To print reports, follow these steps: 1. From the Reports menu, choose the type of report. 2. Set the report printing options. 3. Click OK. 76

80 Sample Reports 12/8/11 Reports SAMPLE REPORTS Appointment List The Appointment List Report shows the appointments for the therapists specified by therapist, therapist group, or facility for the date or date range. Chart Pull List The Chart Pull List generates a chart pull list for the therapists specified by therapist, therapist group, or facility for the selected date. The list can be sorted by medical record number, chart number, name, or appointment time. No Show Report The No Show Report shows all patients with No Show selected for the cancellation reason as well as those patients who were not checked in. You can create the report for the therapists specified by therapist, therapist group, or facility for the date or date range. Cancellations Report The Cancellations Report shows the appointments cancelled for the therapists specified by therapist, therapist group, or facility for the date or date range. It includes the appointment type and the reason for cancellation. 77

81 Sample Reports Reports 12/8/11 Not Checked In Report The Not Checked In Report shows patients who were not checked in for their appointments specified by therapist, therapist group, or facility for the date or date range. Rescheduled Report The Rescheduled Report shows patient appointments that have been rescheduled specified by therapist, therapist group, or facility for the date or date range. Therapist Appointment Details The Therapist Appointment Details Report shows a combined view of all appointments for the therapists specified by therapist, therapist group, or facility for the date or date range. Visit Reconciliation Report (ReDoc 7.x Users Only) The Visit Reconciliation Report indicates whether a patient has been checked in or not. It also indicates whether or not a report has been opened or completed in ReDoc. It is specified by therapist, therapist group, or facility for the date or date range. 78

82 Sample Reports 12/8/11 Reports Recertification Report The Recertification Report shows patients who require recertification to continue treatment. It is specified by therapist, therapist group, or facility for the date or date range. Exceeded Authorized Visit Report The Exceeded Authorized Visit Report shows patients who have exceeded the number of authorized visits. It is specified by facility and discipline. Reminder List The Reminder List is a report used with the Reminder Pro automated system. It is specified by therapist, therapist group, or facility for the date or date range. Therapist Work Group The Therapist Group Report shows the details of the therapist groups sorted by group name or therapist name. Group name lists the therapists in the group. Therapist name lists the therapists and the groups to which they belong. 79

83 Using the Reminder Pro Automated Calling System Reports 12/8/11 Resource Usage The Resource Usage Report shows the details for the selected resource for the specified date or date range. It includes the date, starting time, duration, group appointment name, therapist and office. USING THE REMINDER PRO AUTOMATED CALLING SYSTEM Reminder Pro is an automated system that makes routine calls such as appointment reminders. Scheduler includes an interface for exporting data to set up a Reminder Pro calling system. If you would like to learn more about Reminder Pro, call ext for more information. To set up Reminder Pro, do the following: 1. From the Reports menu, click Create Reminder Pro File. 2. Refer to Reminder Pro user documentation for setup instructions. 80

84 12/8/11 Index INDEX A active, 20 users and therapists, 20 Active column, 23, 26 adding appointment types, 16 holidays, 12 apply / refresh filter button, 38 apply holidays, 13 applying holidays, 13 appointment canceling, 68 copying and pasting, 49 rescheduling, 51 scheduling, 35 appointment cancellation, 10 appointment details displaying by hovering with the mouse, 40 Appointment List, 75, 77 appointment type choosing when scheduling, 37 editing colors, 18 editing descriptions, 17 inactivating, 19 appointment types adding more, 16 defaults, 15 deleting, 18 setting colors, 16 setting up, 15 Appointment Types tab, 23, 26 areas in white, 34 assigned roles, 6 assistants available for scheduling, 20 automated calling system, 80 AutoScheduler, 65 B block time slots, 22 blocked off time message editing, 44 blocking off time, 41 primary therapist s schedule and the assistant s schedule, 73 blocking off time for vacation, 43 bookmark from this schedule, 57 bookmarked dates, 57 bookmarks using when rescheduling an appointment, 57 Bookview, 1, 35 C calendar view for the current month displaying in Office Overview, 35 canceling al group, 60 canceling an appointment, 60, 68 cancellation reasons, 10 Cancellations Report, 75, 77 cancelled appointments displaying, 60 cancelling future appointments, 60 changing appointment type colors, 18 changing appointment type descriptions, 17 Chart Pull List, 75, 77 checking in a patient, 45 clerical aides as assistants, 71 clerical aides available for scheduling, 20 clicking and dragging to reschedule, 51 clipboard icon pasting an appointment, 49 when rescheduling, 53 computer monitor screen resolution, 3 copying a template, 25 copying and pasting an appointment, 49 creating additional therapist work groups, 29 creating templates, 21 D dark gray time, 74 deleting appointment types, 18 holidays, 12 display medical record numbers, 39 duplicated appointment, 49 E editing appointment type colors, 18 appointment type descriptions, 17 notes, 70 editing a blocked off time message, 44 editing an appointment, 60 entering notes on the calendar, 69 Exceeded Authorized Visit Report, 75, 79 F facility information setting up, 11 flag, 56 flagged appointments, 74 G gray background assistant s time displayed, 72 gray background time, 34 gray shaded time, 34 group appointment templates, 62 group appointments setting up and scheduling, 62 H holidays, 13 adding, 12 deleting, 12 scheduling, 12 hovering with the mouse 81

85 Index 12/8/11 displaying appointment details, 40 I inactivating appointment type, 19 L login screen, 7, 33 lunch break overriding, 47 M Minutes column, 23, 26 multiple templates for therapists, 22 my patients button, 38 N No Show Report, 75, 77 Not Checked In Report, 75, 78 Notepad file, 64, 67 notepad for entering notes, 69 notes editing, 70 O Office Overview, 1, 35 Override, 22 overriding reserved time, 47 P patient check-in, 45 undoing, 46 printing appointments, 60 printing reports, 76 procedure performed in the office, 23, 26 projecting the schedule how many weeks, 27 R reason for blocking new patient s first appointment, 40, 42 reason for blocking off time, 42 reason for canceling, 68 reason for rescheduling, 51 52, 54 Recertification Report, 75, 79 red background, 22 ReDoc, 1 assigned roles, 6 login name and password, 33 setting up for use with Scheduler, 5 Refresh Appointments button, 35 Refresh button clicking after setting each appointment, 39 Reminder List, 75, 79 Reminder Pro setup, 80 Reminder Pro automated calling system, 80 remove bookmark from this schedule, 57 report printing, 76 report printing options, 76 reports, 75 reschedule appointment, Reschedule flag, 56 Rescheduled Report, 75, 78 rescheduling appointments flagged for, 56 clicking and dragging, 51 reason, 51 52, 54 to a different week, 52 rescheduling an appointment, 51 rescheduling to a different therapist, 53 Reservation Type, 22 reserved time, 47 setting up, 9 reserving time, 9 Resource Usage, 75, 80 resources setting up, 30 S sample reports, 77 schedule management, 33 Schedulee role in ReDoc, 6 Scheduler role in ReDoc, 6 SchedulerSysadmin role in ReDoc, 6 scheduling a new patient, 40, 42 scheduling an appointment, 35 scheduling assistants, 71 scheduling vacation, 74 screen resolution setting, 3 searching for a patient s scheduled appointment, 58 Select a Patient screen, 37 selecting a patient when scheduling, 37 selecting the therapist, 36 setting up appointment types, 15 Reminder Pro, 80 reserved time, 9 therapist schedules, 27 therapists, 20 users, 20 setting up ReDoc for use with Scheduler, 5 setup, 3 starting date for projecting schedule, 27 sysadmin SchedulerSysadmin rights in 2.0, 6 system administrator, 3 82

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