Scheduling - Appointment Book Tasks

The Appointment Book Task Instructions in the following table guide you to topics for information about performing specific tasks in the Scheduling Appointment Book Area.  These instructions describe how to create and reschedule appointments, navigate within the Appointment Book Area, change the displayed providers and manage their time slots, and change the columns and icons displayed in the Appointment Book.

Tip:  To see a comprehensive list of keyboard shortcuts active for the Appointment Book, see the Keyboard Shortcuts Chart.

Directions:

To see directions for...

• Managing appointments, click More.

   

  How To...	Instructions...
  Schedule an appointment	To schedule an appointment, use one of the following methods to open the Scheduling - Appointment Scheduler Window: Click to highlight the desired time slot and click Schedule in the Scheduling Toolbar. Keyboard shortcut:  [CTRL + s] Or, right-click the time slot to display the shortcut menu, and then click Schedule New. Or, simply double-click the time slot.
  Schedule an appointment for a new patient	To schedule an appointment for a patient who has not yet been added during Patient Entry and does not yet have an Account Number: Open the Scheduling - Appointment Scheduler Window: Click to highlight the desired time slot and click Schedule in the Scheduling Toolbar. Or, right-click the time slot to display the shortcut menu, and then click Schedule New. Or, simply double-click the time slot. Enter N(ew Patient) in the Patient Account Number field.
  Schedule a meeting for a provider	For information about scheduling meetings, see the Scheduling Meetings Procedure.
  Double-book or triple-book a time slot	Schedule an appointment in a time slot that is already reserved - as explained above. You will automatically be warned that you are "Forcing an Appointment.  Follow the directions for the Force Appointment Window.
  Cancel an appointment	To cancel an appointment: Click to highlight the desired appointment time and click Cancel Appointment in the Scheduling Toolbar. Keyboard shortcut:  [CTRL + c] Or, right-click the time slot to display the shortcut menu, and then click Cancel Appointment.
  Reschedule an appointment	To reschedule an appointment: Drag the appointment to a new time slot.  You can even drag it to a different provider or a different day in another column. Or, click to highlight the desired appointment time and click Reschedule in the Scheduling Toolbar. Keyboard shortcut:  [CTRL + r] Or, right-click the time slot to display the shortcut menu, and then click the following sequence:  Reschedule, Reschedule This.
  Change the Appointment Status (Check In a Patient)	To change the Appointment Status from Scheduled to Check In, Take Back, Lab, or Check Out, use one of the following: Scheduling - Check In Status Window Scheduling - Check In Wizard Overview (limited to Check In only) Scheduling Shortcut Menu (limited to Take Back and Check Out)
  Schedule recurring appointments	See the Scheduling - Recurring Appointment Scheduler Window.
  Check in a patient arriving for an appointment	Follow the instructions in one of the following topics... Scheduling - Check In Status Window Appointment List Area Check-In Patient Wizard - Overview Check-In New Patient Wizard - Overview

   

   

• Navigating within the Appointment Book, click More.

   

  How To...	Instructions...
  Display the shortcut menu	To display the Scheduling Shortcut Menu, position the pointer anywhere in the Appointment Book Area and right-click.
  Jump to first time slot	To jump to the first time slot in the specified column, where # is the number of the column, press [CTRL + #]. Note:  You must use the numeric keypad for the number, not the top row of your keyboard.
  Jump to the next available time slot	Click Next Available on the Scheduling Toolbar. Keyboard shortcut:  [CTRL + n]
  Display columns for later days	On the Scheduling Toolbar, click the Right Double-Arrow to display one full panel to the right. Keyboard shortcut:  [CTRL + +] (Use top row plus key.) Or, click the Right Single-Arrow to move one column to the right. Keyboard shortcut:  [CTRL + +] (Use numeric pad plus key.)
  Display columns for earlier days	On the Scheduling Toolbar, click the Left Double-Arrow to display one full panel to the left. Keyboard shortcut:  [CTRL + -] (Use top row minus key.) Or, click the Left Single-Arrow to move one column to the left. Keyboard shortcut:  [CTRL + -] (Use numeric pad minus key.)

   

• Managing the Providers in the Appointment Book, click More.

   

  How To...	Instructions...
  Add or change the providers displayed	In the Scheduling Parameters Panel, enter the Prov ID and click View . Keyboard shortcut:  [ALT + v]
  Add or change the locations displayed	In the Scheduling Parameters Panel, enter the Loc ID and click View . Keyboard shortcut:  [ALT + v]
  Change the type or location of many time slots at once	Right-click to display the Scheduling Shortcut Menu. Click Amend Schedule. Follow the directions for the Scheduling - Amend Schedule Layout.
  Change the provider's status or add a note	Double-click the status line below the provider's name. At the Scheduling Provider Status Maintenance window, make the changes. Close the window, and the provider's column automatically refreshes with the new status icon or note. Note:  The provider's status line appears only if the User Scheduling Preference is set accordingly.

   

• Changing the Appearance of the Appointment Book, click More.

   

  How To...	Instructions...
  Remove the Side Panel to make more room for the Appointment Book	Click Shrink Menu on the INSight Toolbar.
  Toggle the position of the Side Panel between the left side and the right side	Click the following sequence:  Windows from the Menu Bar; Flip Control Menu.
  Toggle the position of the Detail Panel between the bottom and top of the window	Keyboard shortcut:  [CTRL + u]
  Toggle the position of the Scheduling Toolbar between the top and bottom of the window	Keyboard shortcut:  [CTRL + y]
  Change the number of columns	To change the number of columns displayed: In the Scheduling Toolbar, click the number of desired columns in the Columns drop-Down list. Or, use the keyboard shortcut:  [CTRL + #], where # is the number of columns. Note:  You must use the numeric keypad, not the top row of your keyboard for the number. Tip:  The amount of detail that is visible for each time slot is dependent on the number of columns displaying in the schedule.
  Identify the forced (double-booked) appointments	Set up User Scheduling Preferences to display the Forced Appointment Icon next to the name of any patient whose appointment was scheduled at the Force Appointment Window.
  Identify overriding appointments (different appointment types)	Set up User Scheduling Preferences to display the Override Appointment Icon next to the name of any patient whose appointment scheduled at the Override Appointment Window.
  Identify rescheduled appointments	Set up User Scheduling Preferences to display the Rescheduled Appointment Icon next to the name of any patient whose appointment was scheduled at the Reschedule Appointment Window.
  Display the Appointment Status Icons	To toggle the display of the Appointment Status icons, follow the directions below. Appointment Statuses & Icons: - Scheduled:  The appointment has been scheduled. - Checked In:  The patient has arrived at the scheduling location for their appointment. - Take Back:  The patient is in the exam room, has been seen by a provider assistant, and is waiting for the provider. - Lab:  The patient has gone to the lab. - Checked Out - The appointment is complete, the patient is leaving. Directions: To clear the cached data, press [CTRL + q]. To display or hide the icons, press [CTRL + i]. To activate the change, leave Scheduling. Example:  Click Patient Entry . To see the icons displayed or hidden, open Scheduling. Example:  Click Scheduling .
  Split the columns to display two panels per column	To increase the number of panels you can see in the Appointment Book, right-click anywhere in the Appointment Book Area, and then click Split View.
  Example Split View:
  Change the dates displayed	In the Scheduling Parameters Panel, enter the Start Date and click View .
  Highlight the time slots displayed	In the Scheduling Parameters Panel, enter the Start and End Times and click View .
  Change the types of appointments displayed	In the Scheduling Parameters Panel, enter the Appt Type and click View .
  Change the length of the time slots	Right-click to display the Scheduling Shortcut Menu. Click Amend Schedule. Follow the directions for the Scheduling - Amend Schedule Layout.
  Extend the day's length	Right-click to display the Scheduling Shortcut Menu. Click Amend Schedule. Follow the directions for the Scheduling - Amend Schedule Layout.
  Increase the font size displayed in a specific column	To Zoom In... Right-click to display the Scheduling Shortcut Menu. Click Zoom In. Note:  Repeat until you reach the desired font size. Or, press [CTRL + z] to display the Zoom View Window. Tip:  A User Scheduling Preferences setting determines the default font size.
  Decrease the font size displayed in a specific column	To Zoom Out... Right-click to display the Scheduling Shortcut Menu. Click Zoom Out. Note:  Repeat until you reach the desired font size. Or, press [CTRL + z] to display the Zoom View Window. Tip:  A User Scheduling Preferences setting determines the default font size.
  Refresh the columns	Press [CTRL + q]. Click View in the Scheduling Parameters Area.
  Display the Patient Account Number	During installation, the Appointment Book can be set up so that the Patient Account Number displays for reserved appointments.  See INSight Scheduling GUI Parameter Maintenance.
  Change the Colors	During installation, the Appointment Book attributes can be setup up with color and italics.  See INSight Scheduling GUI Parameter Maintenance. The background colors for scheduled appointments are controlled by Scheduling Appointment Type Maintenance.