Scheduling Cancel Code Maintenance

Use Scheduling Cancel Code Maintenance to maintain information about appointment cancellations.  This includes the reasons for the cancellations, cancellation descriptions, patient missed appointments tracking and cancellation occurrences tracking.  It is always best to set up cancel codes that are somewhat general in nature since your practice can not predict all the reasons your patients will give for cancelling.  For example, you can maintain a cancel code for doctor cancelled appointments and another for patient cancelled appointments.

Tip:  For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Scheduling Cancel Code Maintenance, click More.

   

  • Click File Maintenance from the Menu Bar, and next click Scheduling Maintenance; then click Cancel Code.

  • Or, use the keyboard shortcut:  [ALT] [m] [c] [ARROW DOWN].

   

• Creating a new Scheduling Cancel Code, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Cancel Code ID and click Retrieve , or press [ENTER] if the button is in focus.
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Cancel Code ID and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Cancel Code, New  displays near the Cancel Code ID.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Scheduling Cancel Code Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Cancel Code ID	Enter a unique code to be assigned to this type of appointment cancellation. (up to 8 characters) Required.
  	To update the new or changed information, click Save or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing Cancel Codes, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing Cancel Code, enter the Cancel Code ID and click Retrieve, or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + t]
  Description 1	Enter the full description of the type of cancellation being maintained. (up to 40 characters)
  Description 2	Enter an optional second line of description for the Cancellation Code. (up to 40 characters)
  Alternate	Enter an alternate or abbreviated description to be used to search for the Cancel Code. (up to 8 characters)
  Update Patient Missed Appointments?	To update the patient's # of Missed Appointments field when the Cancel Code is used, click Y(es) in the drop-down list. To omit updating the patient's # of Missed Appointments field when the Cancel Code is used to cancel an appointment, click N(o) in the drop-down list.
  Note:  The following fields are display-only and can not be edited.
  Number of Occurrences MTD	Displays the number of times the Cancel Code has been used during the current period. (7.0 numeric)
  Number of Occurrences YTD	Displays the number of times the Cancel Code has been used so far this year. (7.0 numeric)
  Last Year Total Occurrences	Displays the number of times the Cancel Code was used last year. (7.0 numeric)
  Lifetime Total Occurrences	Displays the total number of times the Cancel Code has ever been used. (7.0 numeric)

   

• Editing an existing Scheduling Cancel Code, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Cancel Code ID and click Retrieve , or press [ENTER] if the button is in focus.
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Cancel Code ID, you can click Search  to see a list of Cancel Codes.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER] if the button is in focus.
  Keyboard shortcut:  [ALT + s]

   

• Deleting an existing Scheduling Cancel Code, click More.

   

  1.  To display the record to be deleted, enter the Cancel Code ID and click Retrieve , or press [ENTER] if the button is in focus.
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Cancel Code ID, you can click Search  to see a list of Cancel Codes.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.