This article introduces the Appointment Book and provides general information about working with it. See the Scheduling category to learn more the Appointment Book functionality.
You use the Appointment Book to add and work with patient appointments, including applying charges and generating invoices for services provided during those appointments. You can also use it to record SOAP notes as well as appointment notes.
Daily, Weekly and Monthly Schedule Tabs
The Daily Schedule tab shows the appointments for all providers on a given day, with each provider’s appointments appearing in a separate column. To change the day being shown, click in the calendar on the right.
The Weekly Schedule tab shows the appointments for a specific provider during a given week, with each day’s appointments appearing in a separate column. To change the week being shown, select a different week in the calendar on the right. To view the weekly schedule for another provider, choose the provider from the drop-down list on the toolbar.
The Monthly Schedule tab shows a calendar month, with the number of appointments for the selected provider shown on each day of the month. To change the month being shown, click on the [Left] and [Right] arrows above the calendar. To view the monthly schedule for another provider, choose the provider from the drop-down list on the toolbar.
By default, the Daily and Weekly Schedule tabs display available resources in all departments. If you have more than one department defined, you can view the schedule for a specific department by selecting the department name from the drop-down list on the toolbar.
When you double-click on an appointment the outcome will vary depending on the appointment status:
- when the appointment is unconfirmed, with or without pre-charges, the Edit Appointment & Precharge window opens, allowing you to add and make changes to charges and schedule details.
- when the patient has been checked-in to the appointment, the Apply Charges window opens to apply charges to the appointment.
Provider Availability Indicator
In the Daily and Weekly Schedule tabs, the colour of the cell represents the provider’s availability. Light-grey cells indicate open timeslots where appointments can be scheduled for the provider. Dark-grey cells indicate timeslots where the provider is not available and so appointments cannot be scheduled at that time.
Appointment Details Indicators
When an appointment is scheduled, the appointment can appear with a white, light yellow, or green background. The colour indicates whether or not a charge has been added to the appointment.
|White||No charges have been added to the appointment (no dollar value)|
|Light Yellow||A pre-charge was added to appointment at the time it was scheduled|
|Green||One or more charges have been added to appointment|
Appointment Bar Colour
The bar on the left of each appointment box provides useful information about the appointment. When you click on an appointment, the bar flashes, to draw attention to the selected appointment. The colour of the bar represents the colour for the activity that is scheduled to be performed during the appointment: this colour was assigned to the activity in the Activity Manager. For more information, see Create and Manage Activities.
Appointment Status Indicators
The appointment status indicator appears at the top of the bar on the left of the appointment box.
|Unconfirmed||Appointment has not been confirmed or checked-in|
|Confirmed||Appointment has been confirmed over the phone|
|Checked-in||Patient has been checked-in for the appointment|
|Cancelled||Appointment has been cancelled|
|Missed||Patient did not show up or otherwise missed appointment|
Transportation & Translation Indicators
The transportation and translation indicators appear at the bottom of the bar on the left of the appointment box.
|Transportation||Patient requires transportation|
|Translation||Patient requires translation support|
|Translation & Transportation||Patient requires both transportation and translation support|
Patient Case Type Indicators
The patient case type indicators appear on the bottom right of the appointment box. An appointment may have one or more of these indicators, one for each case record for the patient.
|EHC||Patient case type is EHC|
|MVA (blue)||Patient case type is MVA|
|MVA (pink)||Patient case type is MVA with EHC insurer on record|
|OHIP||Patient case type is OHIP.|
|Private||Patient case type is Private|
|Slip & Fall||Patient case type is Slip & Fall|
|WSIB||Patient case type is WSIB|
Paid and Notification Indicators
The paid and notification indicators appear on the bottom right of the appointment box, next to the Patient Case Type identifiers.
|Paid||A payment has been recorded for this appointment|
|Notification||The patient will receive the preconfigured appointment notifications|