Clinical Overview: Check in Patients to a Group Appointment

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1. Go to Scheduling 🡪 Schedule.
   
   
    
2. Navigate to the Group appointment patients will be checked in to as they arrive and double click on the appointment to open the appointment screen.

   NOTE: The appointment color is still YELLOW which indicates the Group Appointment itself has NOT yet been checked in (This is ok; the “Group” check-in is completed at a later step).

3. You must check-in each patient as they arrive or don’t arrive by change the drop-down under the Status column next to the patients name to the appropriate status and Save.
   
   
    
4. After each patient’s status is changed to Checked In complete the Check-in Popup (This pop-up must be enabled in Setup 🡪 Billing/Program Defaults 🡪 General Tab 🡪 Show Check-in Popup).
   • Based on Patient Details setup, you will be notified of any outstanding payments owed by the patient and their current co-pay or services to be paid for, for their current appointment.
     • Ex. Adam Sapple has co-pay of $50.00 to be paid today and Patient Balance of $-50.00.
   • If the patient is paying the co-pay for this appointment, paying for past due services, or paying for future services enter the Amount Paid, Method of Payment and any applicable Notes.
     • If NO money is to be collected, leave as is.
   • Once you have entered any desired information click Save.
     
     
      
   • If there are any active “Billing Notes” for this patient (entered in Patient Details), the “Billing Notes” button will be green (To read/open the note, click on the Billing Notes button).
     
     
      
     • If the note has been satisified, click the check box in the Action Taken column.
     • The button will no longer be green if there are no more notes requiring action.
     • Add a note for someone else to read by entering it in the next row and clicking OK.
       
       
        
   • Click the Print button if you wish to print a receipt of payment for the patient.
     • You can view a print preview by clicking the Preview button.
       
       
        
   • Close the pop-up when finished.
5. OPTIONAL - After completing the Check-in Popup, the patient must Sign In (This pop-up must be enabled in Setup 🡪 Billing/Program Defaults 🡪 General Tab 🡪 Show Individual Sign-in Popup).
   
   
    
6. To check-in the appointment, Right-Click on the appointment and select Checked In.
   
   
    
   • You will see a status change warning, click Yes.
     
     
      
   • This will change the appointment color from yellow to green on the calendar.
     
     
      
   • The counselor assigned to this meeting will be notified that their group is here, AND they will be sent an Alert for them to complete the Group Progress Note.

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