Scheduler

This article provides step by step directions on how to use the scheduler. The Scheduling Home Page serves multiple functions including searching for patient appointments and viewing the service facility's schedule.

Jump to Section

Go to the Header in the top right corner and click the scheduler icon.
 

Function 1 - Appointment Search

1. The user can search for patient appointments by searching with the MR Admit number.
2. Type the patients last name in the find Patient box under Patient Appointments. Once the patient name populates,
   • Click the Open Space to select the patient

     NOTE: If the user clicks the patient name that is underlined, a Patient Information Tool tip box will populate.

3. Click the magnifying glass to search for the patient in the scheduler.
   
   
    
4. The patient information will populate under the patient’s appointments.
   • Users can view Pending Appointments, Appointment History, and Manage Group Appointments.
   • Also, the user can click the MR Admit number and the system will take them to the Admission Details tool tip box.
     
     
     
      

Pending Appointments

1. Click Pending Appointments to sort if the options are applicable for the user’s facility.
   • Service Facility
   • Provider
   • Appointment Type
   • Groups
   • From Date
   • Thru Date
   • Status
     • Pending, Partial Check In, Checked In, Encounter, Released, Billed, No Showed
   • Availability Exception
2. Click Apply.

   Note- The user does not have to apply filters for the system to show the Pending Appointments.

3. Users can export all Pending Appointments to an excel spreadsheet.
   • click Export Excel.
     
     

Appointment History

1. Select the Patient and click Appointment History.
2. The Appointment Screen will allow the user to search and view all the previous appointments. 
3. Sort by the following if the options are applicable for the user’s facility.
   • Service Facility
   • Provider
   • Appointment Type
   • Group
   • From Date
   • Thru Date
   • Status- Pending, Partial Check In, Checked In, Encounter, Released, Billed, No Showed
   • Availability Exception
4. Click Apply.
    

   Note- The user does not have to apply filters for the system to show the Appointment History

5. Users can export all Pending Appointments to an excel spreadsheet.
   • Click Export Excel.
     
     

Function 2 - Service Facility Schedule
 

The Service Facility function has the option to view a comprehensive schedule displaying all providers on one schedule. Service Facility offers several options for the user to use.
 

1. View Facility Calendar- This allows the user to view all providers schedule at once. This view allows the user to customize the schedule by color coding each provider in a different color.
   • The user should click on View Facility calendar under service facility section and the system will open a facility calendar for all providers. The user can set each provider to have a different color on the calendar. 
     • To do this the user should click on the drop-down box beside the providers name and choose the color and click Apply
     • The user can choose to show a provider or not show a provider in this same box. If the eye is visible next to the providers name, then that provider schedule will show on the calendar. If the eye is invisible next to a provider’s name, then the providers schedule will not show on the calendar. To make a provider’s schedule that is invisible show on the calendar the user can click on the invisible eye and the eye will show back up next to the provider name the system will then show the providers schedule on the calendar.

• In the Service Facility Calendar the user has the options to decide if the user would like to see appointments that have ended or if the user would like to hide appointments that have ended. To hide the appointments the user should check the box next to Hide Open Appointments That Have Ended. To view appointments that have ended the user should leave the box unchecked next to Hide Open Appointments that have ended.

• If the user would like to view Pending Appointments for all the Service facility the user can click View Pending appointments to view all patients that have pending appointments for all providers.

On the page the user can sort by the following if the options are applicable for the user’s facility.

1. Service Facility
2. Provider
3. Appointment Type
4. Group
5. Patients
6. From Date
7. Thru Date
8. Status- Pending, Partial Check In, Checked In, Encounter, Released, Billed, No Showed
9. Availability Exception
10. Click apply once the user has chosen the filters they would like applied.

On this page the user can export all Pending Appointments to a excel spreadsheet by click the Export Excel.
 

• When the user is in the facility calendar the user will be able to see the schedule sorted out by color for each provider. The user can choose if they would like for the schedule to show as a daily schedule, a weekly schedule or an agenda. For the user to change the date the user should click on the calendar or arrows under the Service Facility.

1. Daily Schedule- This schedule shows just the current day that the user chooses to view

2. Weekly Schedule- This schedule shows a week at a time for the user based on the week that the user chooses.

3. Agenda- Shows a more agenda style format for the user to view.

4. Check-In Calendar- This allows the user to see patients that have been checked in patients

5. Schedule Availability- This function allows the user to view schedule availability for all providers all on one calendar vs separate calendars.

Function 3 - Provider Schedule Management
 

The user can choose to view each individual provider schedule under the Provider Schedule Management section of the Scheduling Home page.
 

The user has several options under the Provider Schedule Management Section. This section is where the user can view the individual providers schedule of patients already schedule, as well as approve appointments, and schedule patients for appointments.
 

View a Calendar

1. The user should click View calendar next to the providers name.

2. Once the user clicks View Calendar the providers calendar will open for the user to view. On this screen the user can book the appointments, delete appointments and view open Encounters. Below are the following steps on how to do each thing. 
   • Book appointments
     • When the schedule populates the user should double click on an open slot on the screen.
     • The user should click Add individual Appointment or Add Group Appointment depending on how the user’s facility is set up.

• Once the user chooses which option to schedule the Appointment box will populate. The user should enter the following information by just typing in the boxes.
  1. Start Time (If different then what is in the box)
  2. End Time (if different then what is in box)
  3. Patient Name
  4. Service that the patient is needing to be schedule for
  5. Click Save

• Once the user clicks save the system will take the user back to the scheduler where the user will see the appointment that was booked.

• If the user would like to view the appointment that was booked the user can double click on the appointment for the patient and the system will pull up the appointment tool tip box. 
  1. From this screen the user can edit the appointment by clicking Edit Appointment. This Edit will let the user change the appointment time or the service type.
  2. The user can Delete the Appointment before it has been Accepted as an Encounter.
  3. The user can Edit Encounter, which will allow the user to save a new diagnosis and see if the encounter has been billed.
  4. Edit Patients Auto Notification Options- Contact a system Representative for more information

How to View Open Encounters/Approve Open Encounters

Encounters are appointments that are booked on the scheduler.

1. On the left side of the calendar the user will see the Options box.

• If the user would like to see appointments that have already ended on a previous day the user should Uncheck Hide Open Appointments that Have Ended.
  
   

2. To open the View Open Encounters, screen the user should click View Open Encounters.

• This screen is where the user will approve the services for the patients when the services are rendered.

3. In the Open Encounters box, click Edit Encounter next to the Patient the user would like to edit their service to approve.

4. When the Edit Encounter screen comes up the user should make sure a diagnosis is selected. If not, choose the diagnoses and then Click Save.
   
   

5. Approve the encounter to be able to drop a charge for that day.
   
   
    

6. After the user has approved all the encounters, click the X to close out the Open Encounters box and go back to the scheduler.
   • Once all appointments are approved for that day the user will be ready to generate charges.

To post the Scheduler Charges, open the facility page and navigate to:

1. Charges
2. Unposted Charge Batch
3. Scheduler Charge Wizard

4. Enter the following.
   • Encounter Date.
   • Choose Service facility if Applicable.
   • Select the Provider.
   • Click Next.

5. Filtered Charges will be listed on the screen and can be removed.
6. Click Next

7. On the Batch information Screen, enter the Batch Alias and Description.
8. Click Finish.
   
   
    
9. Click Finish to be taken to the Unposted Charges Batch. This screen shows all unposted charge batches. Click Post Batch on the charge batch line.
   
   
    
10. On the next box click Post Batch.
    • The user should only click Post Batch once. (This is running even if it looks like it is not.) Once the batch has posted, the charge batch will be gone from the Unposted Charge Batch screen.

[Back to Top]