Scheduling - Appointment Scheduler Window

Use the Appointment Scheduler Window in Scheduling to book patient appointments and to maintain associated information about the appointments.  This includes the type of appointment, the appointment date and the appointment time.  You can also print superbills from the Appointment Scheduler, if applicable.

Tips:  

• To limit the display of appointment times in the schedule, maintain the Scheduling Parameters.  For more information see the Scheduling Window - Appointment Book Area.

• If needed, you can schedule multiple appointments for the same time slot, which is called double-booking, by forcing the additional appointments into the schedule.  For directions about double-booking, see the Force Appointments Window.

• If an appointment meets one of the override conditions, such as a disallowed Appointment Type, you will be prompted by the Appointment Override Window.

• You can enter appointments for new patients, even if a Patient Account Number does not exist.

Directions:

To see directions for...

• Opening the Appointment Scheduler, click More.

   

  1.  Open Scheduling to display the Appointment Book Area.

  2.  Open the Appointment Scheduler Window.

  3.  Double-click to select an appointment time slot.
  Or, click to highlight the desired time slot, and next right-click to open the Scheduling Shortcut Menu.  From the shortcut menu, click Schedule New.

  Scheduling - Appointment Scheduler Window Example:

  

   

  New Patient Information Example:

  

• Creating a new Appointment, click More.

   

  Scheduling - Appointment Scheduler Window Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Account #	Displays the current Patient Account Number if a patient is loaded in the Patient Reference Panel. Required Entry Options: To change the currently displayed patient: Note:  If the Account Number is not already blank, first press [CTRL +x] to clear the loaded patient. Change Existing Patient:  Enter the Account Number and click Load or press [ENTER]. New Patient:  Enter N(ew) and click Load or press [ENTER].  You will then be able to enter the patient's name and address. Tip:  You can create the patient's record at the time the patient arrives using the Check In New Patient Wizard. Tip:  Account Number might be blank if you launched Scheduling using the Scheduling button, or if you pressed [CTRL + x] to clear the window.
  	To view all of the existing patients, click Search.  From the Search list you can select the record to schedule. Tip:  Search is active only if Account Number is blank.
  	To load a new patient, enter the Account Number and click Load or press [ENTER]. Keyboard shortcut:  [ALT + l] Tip:  Load is active only if Account Number started out blank.
  Last Name	For an existing patient, displays the patient's last name. For a new patient, enter the patient's last name.  (up to 20 characters)
  First Name, I	For an existing patient, displays the patient's first name and middle initial. For a new patient, enter the patient's first name and initial.  (up to 18 characters)
  D.O.B.	For a new patient, enter the patient's Date of Birth.  (mmddccyy - slashes and century optional)
  Sex	For a new patient, click the patient's Sex Code in the drop-down list.  (M,F) M - Male F - Female
  Insurance 1, 2 & 3	For an existing patient, displays the first three Insurance Codes. For a new patient, enter Insurance Codes 1, 2, and/or 3.  (up to 5 characters) Tip:  To search for an Insurance Code, click Search or press [CTRL + f].
  Home Phone	For an existing patient, displays the patient's home phone number. For a new patient, enter the home phone number.  (up to 10 characters, dashes optional)
  Work Phone	For an existing patient, displays the patient's work phone number. For a new patient, enter the work phone number.  (up to 10 characters, dashes optional)
  Patient Balance	For an existing patient, displays the patient's current balance amount.  (7.2 numeric)
  Remarks	For an existing patient, displays the associated remarks.  (2 lines, up to 20 characters each line)
  Scheduled By	Enter the Operator ID of the person entering the appointment. (up to 4 characters) Required Tips: The Operator Name displays for your reference. The Operator ID may already be entered for you, depending on your user profile settings.
  Schedule Password	Enter your operator's password to allow you to schedule an appointment, if applicable. (up to 8 characters) Tips: The Schedule Password is active only if it is defined during Scheduling Operator Maintenance. The password may be deactivated by your user profile settings.
  Schedule Date	Displays the system date as the date the appointment is entered into INSight.
  Time	Displays the system time as the time the appointment is entered into INSight.
  Appt Day	Displays the day of the week you highlighted in the schedule for the appointment.
  Appointment Date	Displays the date you highlighted in the schedule for the appointment.
  Appointment Time	Displays the time you highlighted in the schedule for the appointment.
  Type	Defaults to the Appointment Type ID for the time slot.  You can enter a different Appointment Type ID for the appointment. (up to 4 characters) Required. Tips: If you enter an Appointment Type that is not allowed for the type in the selected time slot, you will see the Appointment Override Window.  For more information, refer to the override conditions. To search for an Appointment Type ID, click Search or press [CTRL + f]. The Appointment Type Flag displays for your reference.
  Loc	Displays the Scheduling Location Code for the time slot. Tip:  Also displays the Scheduling Location Name.
  Dur	Defaults to the time slot's duration.  You can enter another duration - in minutes. (3.0 numeric)
  Provider	Displays the Scheduling Provider Code for the time slot. Tip:  Also displays the Scheduling Provider Name.
  Total	Displays the Total amount of time scheduled for the appointment.
  Specialty	Displays the Specialty Code for the provider. Tip:  Also displays the Specialty Description.
  Appointment Type Description	Default's to the Appointment Description associated with the time slot's Appointment Type ID.  You can enter another description. (up to 40 characters)
  Referral	Displays the patient's Referral Authorization Number, if previously selected during the Referral Authorization Search window. Tip:  To search for another Referral Authorization Number to attach to the appointment, click Search or press [CTRL + f].  For directions, see the Referral Authorization Search Window.
  	To maintain optional appointment notes, click Notes. Tips: For additional directions, see the Scheduling - Appointment Notes Area. Other buttons may appear for your practice.
  Print Superbill?	To print a superbill for the appointment, click Y(es) in the drop-down list. To omit printing a superbill for the scheduled appointment, click N(o) in the drop-down list. Tips: You may find it handy to use this feature if you have already printed the day's superbills. For directions to print the superbill, see the Print Appointment Forms Instructions.
  	To commit the appointment to the schedule, click Schedule or press [ENTER]. Keyboard shortcut:  [ALT + s] Notes:   If the appointment is scheduled for a time already reserved with another appointment, the Force Appointment Window displays. If the appointment is scheduled in a time slot that is not allowed or for a referral without remaining visits, a message alerts you: For directions, see the Scheduling - Appointment Override Window.
  	To close the window without scheduling the appointment, click Cancel. Keyboard shortcut:  [ALT + c]

   

• Editing an existing Appointment, click More.

   

  Note:  To edit an appointment see the Reschedule Appointment Window.

   

• Deleting an existing Appointment, click More.

   

  Note:  To delete an appointment see the Appointment Cancel Window.