Schedule Appointments

This article describes how to schedule a patient appointment. Appointment scheduling has two views:

• Basic
• Advanced

Navigate to a New Appointment

You can start the appointment scheduling process from:

• Appointment Search
• Calendar > Day View or Calendar Week View
• Daily Schedule

To open the New Appointment window, click the time (or time slot).

Schedule an Appointment – Basic Features

The Basic View contains the main scheduling components. For information on the Advanced View, see Advanced Features.

1. Select the appointment Type. 

2. Search and select an existing patient by entering at least three letters of the patient's last name. For a new patient, click Add New Patient. 

Note: If you are already in a patient's chart, you can skip this step since the patient's name, phone number, and date of birth are prefilled.

3. In Notes/Reason, enter the reason for the visit, which appears in EHR as Reason for Visit.
4. Enter/select additional options as necessary:
   • Enter Follow-up notes.
   • Select the Chief Complaint form, which selects the chief complaint (What is the reason for the visit?) for the patient during Patient Portal check-in. 
   • Add an appointment reminder to the Recall List.
   • Indicate that this visit is a Non-Charge Visit.
   • If this is a Transition of Care patient, select where the patient is coming from or select New Patient.
   • To add this appointment to another calendar resource's schedule, select the resource under Multi-Resource. 

5. Click Save Appointment.

Add New Patient

A patient chart is created when you use the Add New Patient feature during scheduling.

1. Click Add New Patient.

2. To create the chart, you must fill in the mandatory fields (First and Last name, DOB, Home Tel, and Sex).

Workflow Expectations When Using the Add New Patient Feature

• The application checks for a duplicate chart after you enter the required information (first and last name, date of birth, home telephone, and sex) and click Save Appointment. This validation restricts users from creating duplicate charts. Navigate to the Registration page to proceed in creating the duplicate chart.
• The application generates a chart number when you create the new patient chart. The patient is searchable throughout EHR and PM. The new chart includes the following default entries, which you can edit on the Registration page.
  • Country: United States of America
  • Race: Patient Declined
  • Ethnicity: Patient Declined
  • Language: English
  • Account Status: Current
  • Written Contact Preference: Postal Mail
• When you check in a patient, you are redirected to the Registration page to fill in the remaining required Patient Information fields (Address, City, State, Zip, and Employment Status). You can check in the patient after you complete patient registration.
• When you try to enter charges or release a user hold claim before completing registration, you are redirected to the Registration page to add an insurance profile.
• Some EHR workflows may require complete demographic information before you can perform certain actions. Error messages appear to let you know what you must complete.

Archive the Chart If the New Patient Is a No Show 

If the new patient does not show up for the appointment and you want to archive the chart, you can do so in Patient Roster. Unless you know the patient's address, you cannot archive from within the chart since the address is required.

1. Hover over Patients and select Patient Roster.
2. Search for the patient.
3. Click .

The Account Status changes from CURRENT to ARCHIVED.

Advanced Features

• Insurance and Eligibility: Select a different payer (if available/necessary) or update the eligibility (click Edit).
• Schedule a recurring appointment.
• Patient's condition related to: You can fill out this section for claims such as Workers' Compensation.
  • You can select whether the patient's condition is related to Employment, an Auto Acc (auto accident), or Other Acc (other accident) (box 10 in claim form).
  • You can select the Referring Provider (box 17 in claim form)
  • You can enter or create the Prior Authorization Number (box 23 in claim form)

 

See Also: 
Schedule Time Blocks
Schedule Recurring Appointments