Volume. Revolutionary. Online. Cool. Scheduling

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1 Volume Revolutionary. Online. Cool. Scheduling

2 H E A L T H I N N O V A T I O N T E C H O N O L O G I E S, I N C EyeCodeRight v4.0 Tutorial EyeCodeRight 2717 Emerson Ave South Minneapolis, MN

3 Table of Contents To view information for any subject found in the Table of Contents, simply click on the appropriate subject and you will be taken directly to the corresponding page. To return to the Table of Contents from any area in the document, scroll to the bottom of any page and click on the Table of Contents link. THE SCHEDULE... 2 OPENING THE SCHEDULING MODULE...2 VIEWING THE SCHEDULE...4 CHANGING THE VIEWS...5 PRINTING THE SCHEDULE...12 ADD BUSY TIME...14 EDIT BUSY TIME...16 ADD OFFICE CLOSED DAYS...17 APPOINTMENTS...19 CREATING AN ESTABLISHED PATIENT NEW APPT...19 Option 1 Using Double Click...19 Option 2 Using Create Appt. Button...22 CREATING A NEW PATIENT, NEW APPOINTMENT...26 Option 1 Using Double Click...26 Option 2 Using Create Appointment Button...30 VIEWING APPOINTMENT DETAILS...34 CONFIRM AN APPOINTMENT...35 CANCEL AN APPOINTMENT...37 RESCHEDULE AN APPOINTMENT...38 INDICATE A NO SHOW...40 START AN APPOINTMENT...41 Option 1 Starting from the Patient Module...41 Option 2 Starting from the Scheduling Module...42 INDEX i

4 Section The Schedule This section will explain the use and navigation of the scheduling module including appointment scheduling and starting encounters. Opening the Scheduling Module You may access the scheduling module from the user dashboard by clicking on the expand button in the upper right corner of the scheduling pod. You may also choose the scheduling module from the list of modules found at the top of any screen. 2

5 NOTE A list of today s patients will be visible in the scheduling pod found on the user dashboard NOTE When the scheduling module is opened, you will automatically be taken to the current day and time. 3

6 Viewing the Schedule Several areas are visible in the Scheduling Module. Calendar by Month This Calendar can be used to navigate to any chosen day. Three months are displayed at one time. The Date currently being viewed is displayed directly above the list of patients for that day. This view can also be used to navigate to a particular day. Appointment List (Vertical List) This is a chronological list of patients that have been scheduled for the day that is currently being viewed. Patient s name, Provider, Appointment Time, Confirmation Status and Encounter Status are all visible in this view. The Type of Appointment is not in text, but is discernable by the color code. Appointment Book (Horizontal List) This is another view of the patients that are scheduled for the day that is currently being viewed. This listing is laid out to resemble an appointment book. Patient s Name, Time of Appointment, Type of Appointment and Provider are visible in this view. The block of time being viewed is customizable. Closed or Lunch Office hours are displayed as dark grey, and general Offices hours are displayed as light grey with the current time displayed as white. Location In a practice with more than one location, the Scheduling Module indicates which location is currently being viewed and allows you to select different locations for viewing. Provider In a practice with more than one provider, the scheduling module will show a schedule containing appointments for all providers. However, a single provider s appointments may also be selected for viewing. Indicators The vertical view also includes status indicators for each appointment.. The top indicator refers to confirmation status. If an appointment has not been confirmed the indicator will be. Once an appointment has been mark as confirmed the indicator will change to. The second indicator refers to the doctor s signature on the encounter. If the encounter has not been signed the indicator will be. Once an encounter is signed the indicator will change to. The third indicator refers to the status of the encounter. If the encounter has not been started the indicator will be. Once an encounter has been started the indicator will change to. When an encounter has been marked as complete the indicator will then change to. 4

7 Changing the Views Some views in the Scheduling Module can be modified. Today brings the calendar back to today +3 moves the calendar ahead 3 months + 6 moves the calendar ahead 6 months + 12 moves the calendar ahead 1 year +1 moves the calendar ahead 1 month -3 moves the calendar back 3 months - 6 moves the calendar back 6 months -12 moves the calendar back 1 year Calendar by Month You may view different months by using the buttons found above and below the calendar. - 1 moves the calendar back 1 month The Date currently being viewed - the day can be shifted forward or back by using the arrow keys on either side of the date. 5

8 Appointment List Can be changed to resources by clicking on the resources button. Click on the patient button to return to the patient list. Appointment Book Can be expanded by clicking on the three small lines to the left of the Appointment Book. The Appointment List or Resource List will then be hidden. Clicking on the three lines again will return the list. 6

9 Appointment Book can be viewed in different time increments by using the slider bar under the appointment book. Increments ranging from 5 minutes to 1 month may be selected by clicking on the or buttons or by clicking and dragging the triangle to the left or right. 7

10 Appointment Details can be viewed by clicking on the 3 small lines to right of the Appointment Book. Clicking on the lines again will hide the Appointment Details. The Appointment Details section can also be opened by double clicking on the appointment within the horizontal schedule view. 8

11 Contact Details Quick-view for a patient can be viewed by clicking on the patient s name as it is displayed in the Appointment Details 9

12 The Patient Module can be accessed by clicking on the patient s name as it is displayed the Contact Details Quick-view 10

13 The Encounter can be accessed by clicking on the workflow step as it is displayed the Appointment Details 11

14 Printing the Schedule Step 1 Select the day you wish to print Step 2 Click the Print Icon 12

15 Step 2 Step 1 Step 3 Click the print icon Step 3 13

16 Add Busy Time Step 1 Click Add Busy Time Step 1 Step 2 Enter the Date Step 3 Enter Start Time Step 4 Enter End Time Step 5 Select the appropriate Employee from the drop down menu Reason is optional Step 6 Click OK 14

17 Steps 2, 3, 4 & 5 Step 6 The Busy Time will be displayed on the appropriate day 15

18 Edit Busy Time Step 1 Double click on the busy time as it is displayed in the schedule Step 1 Step 2 Click Edit Step 2 Step 3 Edit/Update the appropriate information for the Busy Time Step 4 Click Save 16

19 Step 3 Step 4 Add Office Closed Days Step 1 Click Add Office Closed Step 1 Step 2 Enter the Date If the office will be closed for the entire day simply check the box next to all day continue to Step 3 17

20 If the office will only be closed for a partial day skip to Step 4 Step 3 Click the box next to All Day to add a check mark, skip to Step 6 Step 4 Enter Start Time Step 5 Enter End Time Step 6 Select the appropriate Location from the drop down menu Reason is optional Step 7 Click OK Steps 2, 3, 4, 5 & 6 Step 7 18

21 Section Appointments This section will cover all appointment functionality from scheduling an appointment to cancelling an appointment. Creating an Established Patient New Appt. Option 1 Using Double Click Step 1 Open the schedule for the day you wish to schedule on Step 2 In the horizontal schedule double click on the appropriate time Tip Double clicking just to the right of the selected time will produce the most accurate results The application will round to the nearest 5 minutes Step 2 19

22 Step 3 Enter in the search criteria Step 4 Click Search For a more detailed explanation of search criteria please see Section II, Finding an Existing Patient. Step 5 Select the appropriate patient from the Search Results Step 6 Click Select Patient Step 3 Step 4 Step 5 Step 6 Step 7 Choose the Appointment Type from the drop down menu The date and time will fill automatically Step 8 Select the Location and Provider from the drop down menus. Step 9 Click Create Appointment 20

23 Step 7 Step 8 Step 9 Step 10 Review the Appointment information Step 11 Click Close Window The appointment summary may be printed out for the patient by clicking the Print Icon. The appointment summary may be ed to a patient by clicking the Icon. 21

24 Step 11 Step 10 Step 1 Click Create Appointment Option 2 Using Create Appt. Button Step 1 22

25 You may also book an appointment from the patient module. Click Book Appointment. This option is available from in any screen in the patient module. If booking an appointment from the Patient Module skip to Step 6 Step 2 Enter in the search criteria Step 3 Click Search For a more detailed explanation of search criteria please see Section II, Finding an Existing Patient. Step 4 Select the appropriate patient from the Search Results Step 5 Click Select Patient 23

26 Step 2 Step 3 Step 4 Step 5 Step 6 Choose the Appointment Type from the drop down menu Step 7 Enter the Date of the appointment You may enter the date manually being sure to enter a four digit year, or you may use the calendar button. Step 8 Enter the Start Time of the appointment You may enter the time manually or use the Clock button The End Time will be entered automatically based on the type of appointment that was selected. Step 9 Select the Location and Provider from the drop down menus. Step 10 Click Create Appointment 24

27 Steps 6, 7, 8 & 9 Step 10 Step 11 Review the Appointment information Step 12 Click Close Window You may also print this information if needed by clicking Print, or an appointment summary to the patient by clicking . 25

28 Step 12 Creating a New Patient, New Appointment Option 1 Using Double Click Step 1 Open the schedule for the day you wish to schedule on Step 2 In the horizontal schedule double click on the appropriate time Tip Double clicking just to the right of the selected time will produce the most accurate results The application will round to the nearest 5 minutes 26

29 Step 2 Step 3 Click Create New Patient Step 3 27

30 Step 4 Enter all required patient data into the appropriate fields Step 5 Click Create Patient Required fields are First Name, Last Name, Date of Birth, Gender, Preferred Phone & the Preferred Phone s number, Primary Provider, Address, City, State and Zip Code Step 5 Step 6 Choose the Appointment Type from the drop down menu The date and time will fill automatically Step 7 Select the Location and Provider from the drop down menus. Step 8 Click Create Appointment 28

31 Step 6 Step 7 Step 8 Step 9 Review the Appointment information Step 10 Click Close Window You may also print this information if needed by clicking Print, or an appointment summary to the patient by clicking . 29

32 Step 10 Option 2 Using Create Appointment Button Step 1 Click Create Appointment in the Scheduling Module Step 1 30

33 Step 2 Click Create New Patient Step 2 Step 3 Enter all required patient data into the appropriate fields Step 4 Click Create Patient Required fields are First Name, Last Name, Date of Birth, Gender, Preferred Phone & the Preferred Phone s number, Primary Provider, Address, City, State and Zip Code 31

34 Step 4 Step 5 Choose the Appointment Type from the drop down menu Step 6 Enter the Date of the appointment You may enter the date manually being sure to enter a four digit year, or you may use the calendar button. Step 7 Enter the Start Time of the appointment You may enter the time manually or use the Clock button The End Time will be entered automatically based on the type of appointment that was selected. Step 8 Select the Location and Provider from the drop down menus. Step 9 Click Create Appointment 32

35 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Review the Appointment information Step 11 Click Close Window You may also print this information if needed by clicking Print, or an appointment summary to the patient by clicking . 33

36 Step 11 Viewing Appointment Details Step 1 Click on the appropriate patient s appointment in the vertical view or horizontal schedule. The appointment details will open on the right side of the horizontal schedule 34

37 Step 1 Step 2 Confirm an Appointment Step 1 In the Scheduling Module click on the appointment you wish to confirm You may choose from the Appointment List or Appointment Book Step 2 View the Appointment Details see Section IV Viewing Appointment Details for instructions 35

38 Step 3 Click Confirm Step 1 OR Step 1 Step 3 Step 4 Enter Comments this is not a required step Step 5 Click OK Step 4 (optional) Step 5 NOTE Once an appointment has been confirmed a list and the appointment details. will appear in the vertical appointment 36

39 Cancel an Appointment Step 1 In the Scheduling Module click on the appointment you wish to cancel You may choose from the vertical or horizontal list. Step 2 View the appointment details see Section IV Viewing Appointment Details for instructions Step 3 Click Cancel 37

40 Step 1 OR Step 1 Step 3 Step 4 Type in the reason for the cancellation An appointment cannot be cancelled until a reason has been entered. Step 5 Click the check boxes next to Patient and/or Patient Initiated when appropriate. Step 6 Click OK Step 3 Step 5 Step 6 Reschedule an Appointment Step 1 In the Scheduling Module click on the appointment you wish to Reschedule You may choose from the vertical or horizontal list 38

41 Step 2 View the Appointment Details see Section IV Viewing Appointment Details for instructions Step 3 Click Reschedule Step 1 OR Step 1 Step 3 Step 4 Enter the Date of the new appointment You may enter the date manually being sure to enter a four digit year, or you may use the calendar button. Step 5 Enter the Start Time of the new appointment You may enter the time manually or use the Clock button The End Time will be entered automatically based on the type of appointment that was selected. Step 6 Select the Location and Provider from the drop down menus. Step 7 Enter the Reason for reschedule, this step is required Step 8 Click on the checkboxes next to Patient and/or Patient Initiated when appropriate Step 9 Click OK 39

42 Step 4 Step 5 Step 6 Step 7 Step 9 Step 8 Indicate a No Show Step 1 In the Scheduling Module click on the appointment you wish to mark as a No- Show You may choose from the vertical or horizontal list Step 2 View the Appointment Details see Section IV Viewing Appointment Details for instructions Step 3 Click No Show 40

43 Step 1 OR Step 1 Step 3 Step 4 Click OK Step 4 NOTE When marked as a No Show an appointment is automatically removed from the schedule, but is still visible in the patient s exam history component. Start an Appointment Option 1 Starting from the Patient Module Step 1 Search for the appropriate patient See Section II, Finding an Existing Patient Step 2 Open the exam history component See Section II, Patient Dashboard, Exam History. Step 3 Select the appropriate appointment from the list 41

44 Step 4 Click Start Appointment Step 2 Step 3 The Workflow steps will automatically open upon start. Option 2 Starting from the Scheduling Module Step 1 View the Appointment Details for the appointment you wish to start See Section IV, Viewing Appointment Details Step 2 Click Start Step 2 THE WORKFLOW STEPS WILL AUTOMATICALLY OPEN UPON START. 42

45 Section Index A Appointment Cancel from the Scheduling Module Confirm from the Scheduling Module Create for a new patient from the Scheduling Module Create for an extablished patient from the Scheduling Module Mark as a no show from the Scheduling Module Reschedule from the Scheduling Module Appointment Details Viewing...34 S Schedule Add Busy Time...14, 16 Add office closed days...17 Print...12 Views...4 Scheduling Module...2 Open

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