training handout EMIS Web: Appointment book configuration Use this training handout to help you to configure the appointment book. You can configure the following areas: User Options: General. Your session holder filters. Assignment lists. Note: The Assignment List option is only available if you have enabled scheduled appointments for the organisation and service(s) in Organisation Configuration. Organisation Options: DNA management. Reasons. Slot types. Session holder filters. Embargo types. Opening times. Session categories. LED screens. Organisation templates. Session location filters. Patient schedules. Note: The Patient Schedules option is only available if you have enabled scheduled appointments for the organisation and service(s) in Organisation Configuration. Access Appointments Configuration 1. Do one of the following: Click, point to Appointments, and then select Appointment Book. If you have customised the quick access toolbar, click. If you are already in Appointment, click the Appointment Book tab. Press ALT, press E, press A, press B. On the homepage, click the link, if configured. 2. On the Appointment Book ribbon, click Appts Config. EMIS Web version: 3.0.3.0 Controlled document page 1 of 19
The Appointments Configuration screen is displayed. Appointments Configuration screen, showing the General section General Settings The General Settings section enables you to configure the following: Your initial display settings. Your session view settings. Slot information to display. Appointments reasons. Send in mode. Configure general settings 1. From the Appointments Configuration screen, in the User Options section, select General. 2. Configure the settings as required, using the following table as a guide: Section Field How to complete Your Initial Display Settings Your Session View Settings Initial view when you enter Appointments Initial filter selected when you enter Appointments Show Holidays The afternoon start time Select the default view that you want to use when you access the Appointment Book (Day or Week). Click and select the filter that you want to apply when you access the Appointment Book. Select to view user holidays in the Appointment Book. Type or select the time when your afternoon sessions begin. Note: The specified time is used as the cut-off time for the PM Only session view. EMIS Web version: 3.0.3.0 Controlled document page 2 of 19
Slot Information to Display Appointment Reasons Sessions appear closed after Slot Information to Display Display EMIS number after patient name Reason must be entered when booking Reason must be entered when cancelling Type the number of minutes or hours that you want a session to be displayed after its end time, and then click and select Minutes or Hours. Note: When the specified amount of time has expired, the session is minimised, but you can click to view the session details. Select the columns you want to display for appointment slots, by configuring a list in the Included Columns pane. To configure the list, use the following options, as required: To move a column from the Available Columns list to the Included Columns list, click its name in the Available Columns list, and then click. To remove a column from the Included Columns list, click its name in the Included Columns list, and then click to move it to the Available Columns list. To move a column up the order of display, click its name in the Included Columns list, and then click. To move a column down the order of display, click its name in the Included Columns list, and then click. Note: You cannot change the position of the Status column and the Time column. Select if you want to display the patient s EMIS number in the Appointment Book. Select if you want users to be prompted to add a reason every time they book an appointment for you. Select if you want users to be prompted to add a reason every time they cancel an appointment for you. Send In Mode Send In Mode Select one of the following, to specify what happens when you change an appointment slot status to Send In: 3. When you have made all the required changes, click OK. Your session holder filters If you want the Consultation screen to be displayed, select Start New Consultation. If you do not want to start a new consultation, select Do Nothing. The Your Session Holder Filters section enables you to configure the filters that you want to access quickly when using the appointment book. Configure your session holder filters 1. From the Appointments Configuration screen, in the User Options section, select Your Session Holder Filters. The Your Session Holder Filters pane is displayed. EMIS Web version: 3.0.3.0 Controlled document page 3 of 19
Appointments Configuration screen, showing Your Session Holder Filters 2. Configure the list of available filters, using the following options as required: To display a filter when you access the Appointment Book, in the Available Filters section, select the required filter, and then click to move the filter to the Chosen Filters section. To stop a filter displaying when you access the Appointment Book, in the Chosen Filters section, select the required filter, and then click to move the filter to the Available Filters section. To display all available filters when you access the Appointment Book, click to move all the filters from the Available Filters section to the Chosen Filters section. To stop all filters displaying when you access the Appointment Book, click to remove all the filters from the Chosen Filters section to the Available Filters section. To change the order in which they are displayed, in the Chosen Filters section, select the required filter, and then click or. 3. When you have made all the required changes, click OK. Assignment Lists The Assignment Lists section enables you to configure the following: Assignment List settings. Patient schedule information. Note: The Assignment List option is only available if you have enabled scheduled appointments for the organisation and service(s) in Organisation Configuration. Configure assignment lists 1. From the Appointments Configuration screen, in the User Options section, select Assignment Lists EMIS Web version: 3.0.3.0 Controlled document page 4 of 19
The Assignment Lists pane is displayed. Appointments Configuration screen, showing Assignment Lists 2. In the Assignment List Settings (top right-hand) pane, select the features that you want to include when viewing assignment lists in Appointment Book: a. In the View Predicted Contact Duration field, select Yes or No. b. In the View Schedule Notes field, select Yes or No. 3. Beside the Services field, click, and then use the Find Services screen to select the required service(s). Note: You can only select services that are enabled for scheduled appointments (in Organisation Configuration, Services). 4. In the Patient Schedule Information to Display (bottom right-hand) pane, select the columns you want to include when viewing assignment lists in Appointment Book, by configuring a list in the Included Columns pane. To configure the list, use the following options, as required: To move an item from the Available Columns list to the Included Columns list, click its name in the Available Columns list, and then click. To move all items from the Available Columns list to the Included Columns list, click. To remove an item from the Included Columns list, click its name in the Included Columns list, and then click to move it to the Available Columns list. To remove all items from the Included Columns list, click. Note: The selected patient schedule information is also displayed in tooltips. 5. Click OK. The selected settings are applied when you view assignment lists in Appointment Book. DNA management The DNA Management section enables you to configure rules for patients who do not attend (DNA) a booked appointment. You can set the following options: Automatically mark patients as DNA if not marked as Arrived. Set the time period for the above option. EMIS Web version: 3.0.3.0 Controlled document page 5 of 19
Set automatic alerts for patients who persistently DNA. Add a DNA reasons. Configure the DNA Management options 1. From the Appointments Configuration screen, in the Organisation Options section, select DNA Management. The DNA Management pane is displayed. Appointments Configuration screen, showing DNA Management 2. Configure the settings as required, using the following table as a guide: Section/field DNA Settings Minutes field Number of DNAs In the Last field How to complete If you want to automatically add a DNA status to an appointment after a specified amount of time, select Enable automatic DNA (uses default DNA reason). Type the number of minutes that must elapse before an appointment is automatically marked as DNA. Type the required number of occurrences. 1. Type the required number of days, weeks, months or years. 2. Click and select Days, Weeks, Months or Years, as required. DNA Reasons 1. Click. The Code Selector screen is displayed. 2. Select the required reason, and then click OK. The reason is displayed in the box. 3. When you have made all the required changes, click OK. Reasons The Reasons section enables you to create a list of appointment reasons for the following situations: When booking an appointment. EMIS Web version: 3.0.3.0 Controlled document page 6 of 19
When cancelling an appointment. Configure appointment reasons 1. From the Appointments Configuration screen, in the Organisation Options section, select Reasons. The Reasons pane is displayed. Appointments Configuration screen, showing Reasons 2. Select the Booking Reasons or Cancellation Reasons tab, as required. The Booking Reasons/Cancellation Reasons screen is displayed. 3. To add a reason, click Add. The Add New Booking Reason/Add New Cancellation Reason screen is displayed. 6. In the Reason field type the required reason, and then click Add. The reason is saved and added to the list. 7. To delete a reason, select the reason, and then click Delete. The Confirm Deletion screen is displayed. 8. Click Yes. The reason is deleted. 9. Click OK. Slot types The Slot Types section enables you to create and configure appointment slot types. You can assign a slot type to any appointment slot in the Appointment Book. Create and configure slot types 1. From the Appointments Configuration screen, in the Organisation Options section, select Slot Types. The Slot Types pane is displayed. EMIS Web version: 3.0.3.0 Controlled document page 7 of 19
Appointments Configuration screen, showing Slot Types 2. To add a slot type: c. Click Add. The Slot Type Details screen is displayed. Slot Type Details screen d. Complete the screen, using the following table as a guide: Section/Field Name Bookable Slot How to complete Type an appropriate name for the slot type. Select or deselect, as required. Status Type Click and select Appointments, Telephone or Visit, as required. Embargo Type Click and select the required embargo type. Foreground Colour Click and select the required font colour. Note: Any changes you make to the Foreground colour field are reflected in the Preview field. EMIS Web version: 3.0.3.0 Controlled document page 8 of 19
Background Colour Slot Alert Allow auto DNA Click and select the required colour for the box shading. Note: Any changes you make to the Background colour field are reflected in the Preview field. Type the required slot alert. Select or deselect, as required. Icon Click and select an icon, as required. e. Click Add. The new slot is added to the list. 3. To edit a slot type: a. Select the required slot type, and then click Edit. The Slot Type Details screen is displayed. b. Edit the details as required, and then click Save. The slot type is amended. 4. To delete a slot type: a. Select the required slot type, and then click Delete. The Confirm Deletion screen is displayed. b. Click Yes. The slot type is removed from the list. 5. On the Appointments Configuration screen, click OK. Session holder filters The Session Holder Filters section enables you to create filters for either individuals or groups of session holders that can be applied to the appointment book. Configure session holder filters 1. From the Appointments Configuration screen, in the Organisation Options section, select Session Holder Filters. The Session Holder Filters pane is displayed. EMIS Web version: 3.0.3.0 Controlled document page 9 of 19
Appointments Configuration screen, showing Session Holder Filters 2. Do one of the following: Click Add Session Holders and Lists, to select the session holders and lists to be added to the list of current filters. Click Add Session Categories, to select session categories to be added to the list of current filters. 3. In the Filter Name field, type an appropriate name for the filter. 4. In the Available Session Holders/Available Session Categories column, select the required user(s), location(s), list(s) or session categories. The selected items are displayed in the Chosen Session Holders and Lists/Chosen Session Categories column. 5. To move a chosen session holder/chosen session category up or down the list, select the chosen session holder/chosen session category and click or as required, and then click Save. The filter is added to the list of current filters on the Session Holder Filters screen. 6. Click OK. Embargo types The Embargo Types section enables you to configure multiple embargo types. The embargo types release the appointments and enable booking only after the embargo date and time have elapsed. Configure embargo types 1. From the Appointments Configuration screen, in the Organisation Options section, select Embargo Types. EMIS Web version: 3.0.3.0 Controlled document page 10 of 19
The Embargo Types pane is displayed. Appointments Configuration screen, showing Embargo Types 2. To add an embargo type, click Add. The Create a New Embargo Type screen is displayed. Create a New Embargo Type screen 3. In the Day(s) Before field, type the number of days before the appointment that you want it to be bookable. Note: Press 0 if you want the embargo to end on the same day as the appointment. 4. Do one of the following: To set the specific time you want an embargo to start, select Specific Time, and then use to select the specific time, or type the required time that you want the appointment to be bookable. To set the relative time you want an embargo to start, select Relative Time, type the required number, click and select Minutes or Hours, as required, to add a time relative to the time of the appointment when you want the appointment to be bookable, e.g. two hours before the appointment time. 5. Click Add. The embargo type is added to the Embargo Types section. 6. To delete an embargo type, select the embargo type, and then click Delete. The Confirm Deletion screen is displayed. 7. Click Yes. The embargo type is deleted from the list. 10. Click OK. EMIS Web version: 3.0.3.0 Controlled document page 11 of 19
Opening times The Opening Times section enables you to define the opening and closing times of your organisation. Define the opening times 1. From the Appointments Configuration screen, in the Organisation Options section, select Opening Times. The Opening Times pane is displayed. Appointments Configuration screen, showing Opening Times 2. Select Specify Opening and Closing Times. The days of the week and opening and closing times are displayed. 3. For each day, do one of the following: Click and select the required opening/closing times. Type the required time. Select Closed All Day, if the organisation is not open on that day. Note: If you selected Closed All Day, you do not need to select a closing time. 4. Click OK. The opening and closing times are saved and the Appointment Book is displayed. Session categories The Session Categories section enables you to create pre-defined patient list and non-clinical session types, which you can select when you create an appointment session. Configure the session categories 1. From the Appointments Configuration screen, in the Organisation Options section, select Session Categories. The Session Categories pane is displayed. EMIS Web version: 3.0.3.0 Controlled document page 12 of 19
Appointments Configuration screen, showing Session Categories 2. To add a new session category, click Add. The Add New Session Category screen is displayed. Add New Session Category screen 3. In the Name field, type an appropriate name for the new session category. 4. In the Associate With section, select List or Non-List, as required. 5. Click Add. The new session category is added to the list. 6. To delete an existing session category, click Delete. The Confirm Deletion screen is displayed. 7. Click Yes. The session category is deleted from the list. 8. Click OK. EMIS Web version: 3.0.3.0 Controlled document page 13 of 19
LED screens The LED Screens section enables you to configure the settings for any LED screens you have available at the organisation. Add an LED screen 1. From the Appointments Configuration screen, in the Organisation Options section, select LED Screens. The LED Screen Configuration pane is displayed. Appointments Configuration screen, showing LED Screens 2. Click Add. The LED Screen Details screen is displayed. LED Screen Details screen 3. Complete the screen, using the following table as a guide: Section/Field Description How to complete Type an appropriate description for the LED screen. EMIS Web version: 3.0.3.0 Controlled document page 14 of 19
Service Identifier Hang Time Type the appropriate service identifier for the screen. Note: Each PC that has an LED board has a Windows service running to manage the LED board; this service has a unique service identifier. Do one of the following: Click to select the required hang time. Type the required hang time. Note: This can be between 5 seconds and 120 seconds. Queue Time Do one of the following: Click to select the required queue time. Type the required queue time. Note: This can be between 5 seconds and 120 seconds. Beep when sending a patient in Select if you want the LED screen to beep when sending a patient in. Configure Messages of the Day 1. On the LED Screen Details screen, select the Messages of the Day tab. 2. To add a new message, click Add, and then complete the Message Details screen. 3. To edit a message, click Edit, and then amend the Message Details screen. 4. To delete a message, click Delete, and then click Yes when prompted. 5. To move the message up the screen, click Move Up. 6. To move the message down the screen, click Move Down. Configure Computers using this LED screen 1. On the LED Screen Details screen, select the Computers using this LED Screen tab. 2. To add a computer, click Add, and then complete the LED Screen Computer screen. 3. To edit the details of a computer using the LED screen, click Edit, and then complete the LED Screen Computer screen. 4. To unlink the computer from being associated with the LED screen, click Remove, and then click Yes at the prompt. Control LED screens via EMIS Web 1. From the Appointments Configuration screen, in the Organisation Options section, select LED Screens. The LED Screen Configuration pane is displayed. Appointments Configuration screen, LED Screen Configuration pane showing Turn Off and Turn On options EMIS Web version: 3.0.3.0 Controlled document page 15 of 19
2. Select the required LED screen, for example Ground floor waiting room. 3. Do one of the following: To turn the LED screen on, click Turn On. A conformation message is displayed. Confirmation message LED screen on To turn the LED screen off, click Turn Off. A conformation message is displayed. Confirmation message LED screen off 4. Click OK. The selected LED screen is turned on or off as requested. Organisation templates The Organisation Templates section enables you to configure your organisation s booking and cancellation letter templates. Configure the organisation templates 1. From the Appointments Configuration screen, in the Organisation Options section, select Organisation Templates. The Organisation Templates pane is displayed. EMIS Web version: 3.0.3.0 Controlled document page 16 of 19
Appointments Configuration screen, showing Organisation Templates 2. In the Booking Template field, do one of the following: Type the full or partial document name. Click and select the required booking template. Click, and then use the Find Document Templates screen to select the required booking template. 3. In the Cancellation Template field, do one of the following: Type the full or partial cancellation template name. Click and select the required cancellation template. Click, and then use the Find Document Templates screen to select the required cancellation template. 4. Click OK. Session location filters The Session Location Filters section enables you to add location filters to your Appointment Book. You can then filter the Appointment Book so that it only shows appointments from a particular location. EMIS Web version: 3.0.3.0 Controlled document page 17 of 19
Configure session location filters 1. From the Appointments Configuration screen, in the Organisation Options section, select Session Location Filters. The Appointment Book Location Filters pane is displayed. Appointments Configuration screen, showing Session Location Filters 2. To add a location filter, click Add. The Add Session Location Filter screen is displayed. 3. In the Description field, type a description of the session location filter. 4. In the Locations field, click, and then use the Find Locations screen to select the required location(s). 5. Click Save. The session location filter is saved. 6. To edit a location filter, select the required location filter, and then click Edit. The Edit Session location Filter screen is displayed. 7. Amend the fields, as required, and then click Save. The amendments are saved. 8. To delete a location filter, select the required location filter, and then click Delete. A confirmation message is displayed. 11. Click Yes. The location filter is displayed. 12. Click OK. Patient Schedules The Patient Schedules section enables you to configure the following options: Patient schedules settings. Default schedules. EMIS Web version: 3.0.3.0 Controlled document page 18 of 19
Note: The Patient Schedules option is only available if you have enabled scheduled appointments for the organisation and service(s) in Organisation Configuration. Configure patient schedules 1. From the Appointments Configuration screen, in the Organisation Options section, select Patient Schedules. The Patient Schedule Settings pane is displayed. Appointments Configuration screen, showing Patient Schedules 2. In the Patient Schedules Settings (top right-hand) pane, select the default settings that you want to use on the Add Patient Schedule screen when creating new patient schedules: a. To specify whether or not you want users to include information on how long appointments are expected to last, select Mandatory or Optional in the Predicted Visit Duration field. b. To specify whether or not you want users to include information on how long it will take a clinician to travel to visit a patient, select Mandatory or Optional in the Predicted Travel Time field. c. In the Location field, click and select the required default location. d. Note: When you create a patient schedule, you can change the location, if required. e. In the Allow Weekend Schedules field, select Yes or No. Note: If you select No in this field, but later create a schedule that requires weekend appointments, the patient is added to the assignment list for the previous working day on which appointment sessions are available. 3. Click OK. The selected settings are applied to the Add Patient Schedule screen. For further information, see Appointments in EMIS Web Help This handout is only a guide to supplement the training you receive. For further training, contact EMIS Field Operations Support: 0845 123 4455 For post-training support, contact EMIS Support: 0845 122 2333 (Training Helpline) No part of this document may be sold, hired, reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording and information storage and retrieval systems for any other purpose than the purchaser s use without the express written permission of EMIS. EMIS Web version: 3.0.3.0 Controlled document page 19 of 19