Scheduling - Recurring Appointment Scheduler Window

Use the Recurring Appointment Scheduler Window in Scheduling to book patient appointments for multiple dates and to maintain associated information about the appointments.  For example, you can book regular physical therapy or chemotherapy appointments that occur the same time each week.  This includes the type of appointment, the appointment date and the appointment time.  The table following the window example describes the Recurring Appointment Scheduler Window for Scheduling.

Tips:

• A set of recurring appointments must all share a single appointment time.  However, you can specify multiple providers, locations, and dates.

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

Directions:

To see directions for...

• Opening the Recurring Appointment Scheduler, click More.

   

  1.  Open Scheduling to display the Appointment Book Area.
  Tip:  To limit the display of appointment times in the schedule, maintain the Scheduling Parameters.
   

  2.  To open the Recurring Appointment Scheduler Window:

  3.  Click to highlight an appointment time slot.
  Note:  The selected time slot determines the time of the recurring appointments.  However, you can specify different providers, locations, and dates at the Recurring Appointment Scheduler Window.

  4.  Right-click to open the Scheduling Shortcut Menu.

  5.  From the shortcut menu, click Schedule Recurring.

   

  Scheduling - Recurring Appointment Scheduler Window Example:

  

   

  Recurring Appointment - Select Days Area Example:

  Tip:  The Select Days Area displays at the bottom of the window when you click Select Days .

  

   

   

• Creating new Recurring Appointments, click More.

   

  Scheduling - Recurring 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 enter the Account Number and click Load or press [ENTER]. Tips: Account Number must be blank before entering a different Account Number. Account Number might already be blank if you launched Scheduling using the Scheduling button. To clear the Account Number, press [CTRL + x].
  	To view all of the existing patients, click Search.  From the Search list you can select the record to schedule. Tip:  The Search is active only if the 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 the Account Number started out blank.
  Last Name	Displays the patient's last name.
  First Name, I	Displays the patient's first name and middle initial.
  Insurance 1, 2 & 3	Displays the first three Insurance Codes for the patient.
  Home Phone	Displays the patient's home phone number.
  Work Phone	Displays the patient's work phone number.
  Patient Balance	Displays the patient's current balance amount.
  Remarks	Displays the remarks associated with the patient.
  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.
  Appointment Time	Displays the time you highlighted in the schedule, which is used for the recurring appointments.
  Type	Defaults to the Appointment Type ID for the time slot.  You can enter a different Appointment Type ID for the recurring appointments. (up to 4 characters) Required Tips: To search for an Appointment Type ID, click Search or press [CTRL + f]. The Appointment Type Flag displays for your reference.
  Referral	Displays the selected Referral Authorization Number. Note:  To select a Referral Authorization Number, click Search .
  Rem. Visits	Displays the Number of Remaining Visits for the selected Referral Authorization, if applicable.
  Dur	Defaults to the time slot's duration.  You can enter another duration - in minutes. (3.0 numeric)
  Total	Displays the Total amount of time scheduled for the recurring appointments.
  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)
  	To maintain optional appointment notes, click Notes. Note:  For additional directions, see the Scheduling - Appointment Notes Area.
  	To maintain the Lab Order Information, click Lab Ord Info. Note:  For additional directions, see the Scheduling - Lab Order Information Area.
  	To maintain the Diagnosis Codes, click Diagnosis Codes. Note:  For additional directions, see the Scheduling - Diagnosis Codes Area.
  	To display the Select Days Area where you can choose the dates for the recurring appointments, click Select Days. Keyboard shortcut:  [ALT + d]
  Select Days Area Note:  Use the Select Days Area to specify the Providers, Locations, and dates for the recurring appointments.
  Providers	Specify the Providers to be scheduled. Required Entry Options: To add a Provider to the Providers List: Enter the Provider Code, and then click Plus/Minus or press [ENTER]. Or, to search for a Provider, click Search or press [CTRL + f]. To remove a Provider from the Providers List, enter the Provider Code, and then click Plus/Minus or press [ENTER].
  Providers List	Displays the list of selected Providers to be scheduled.
  Specialties	Specify the Specialties for the Providers to be scheduled.  This is a time-saver that lets you select all Providers sharing the same specialty at once. Entry Options: To add all the Providers who practice a specialty to the Providers List: Enter the Specialty Code, and then click Plus/Minus or press [ENTER]. Or, to search for a Specialty, click Search or press [CTRL + f]. To remove the Providers sharing a Specialty from the Providers List, enter the Specialty Code, and then click Plus/Minus or press [ENTER].
  Locations	Specify the Locations to be scheduled. Required Entry Options: To add a Location to the Locations List: Enter the Location Code, and then click Plus/Minus or press [ENTER]. Or, to search for a Location, click Search or press [CTRL + f]. To remove a Location from the Locations List, enter the Location Code, and then click Plus/Minus or press [ENTER].
  Locations List	Displays the list of selected Locations to be scheduled.
  Select All?	Specify if you want to see the Error Window for providers who cannot be scheduled. To verify eligibility for all Providers in the Providers List when attempting to add days to the Dates List, select the option. Tip:  If a Provider is not eligible for the recurring appointment, you will see the Error Notice (described below).  For example, if the Provider does not have any time slots for the Locations in the Locations List, the Provider is ineligible for the recurring appointment. To add days to the Dates List only for Providers who are eligible for the recurring appointment, de-select the option. Tip:  You will not see the Error Notice for ineligible providers.
  Prompt Forces?	Specify if you want to be prompted for any appointment that must be forced into a reserved time slot that already has a scheduled appointment. To be prompted for forced appointments, select the option.  You will see the Scheduling - Force Appointment Window, when applicable. To force appointments without any prompt, de-select the option.
  Prompt Overrides	Specify if you want to be prompted for appointments that must be overridden, because the appointment does not match the time slot. To be prompted for forced appointments, select the option.  You will see the Scheduling - Appointment Override Window when applicable. To override appointments without any prompt, de-select the option. Tip:  For more information, refer to the override conditions.
  Dates List	The Dates List displays the days selected for the recurring appointments. Tip:  To see detailed information about a date, double-click the line in the list.
  Example of Detailed Date Information:
  	To remove a day from the Dates List: Click to highlight the day you want to remove. Click Remove Days. Keyboard shortcut:  [ALT + r]
  	To add a day to the Dates List: In the Calendar Pop-Up, click to highlight the day you want to add. Click Add Day. Keyboard shortcut:  [ALT + a] Tip:  Simply double-click to select the date in the Calendar Pop-Up. Note:  Add as many days as required.
  Error Notice: If there is a problem with scheduling the recurring appointments, you will see the following window when you click Add Days.  Click OK to continue.
  	To commit the appointments to the schedule, click Schedule Appointments. Keyboard shortcut:  [ALT + s]
  	To close the window without scheduling the recurring appointments, click Cancel. Keyboard shortcut:  [ALT + c]

   

• Editing existing Recurring Appointments, click More.

   

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

   

• Deleting an existing Recurring Appointment, click More.

   

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