Appointment Book Overview: How to use the Schedule?
A template is recommended before accessing the Appointment Book.
Please visit our Template Article for additional help.
Default Appointment Length and Time Step can be adjusted in the Facility Settings
Please see our Facility Settings article for additional help.
Accessing the Schedule: Where to go?
1. Users may access the schedule under Schedule->Appointment Book
A. The calendar allows users to navigate through the weeks or days on the appointment book depending on the "View"
B Users may filter through different Views and Facility on the top left corner.
The add feature allows users to quickly add a provider that typically would not work on that day.
C. QuickEMR allows users to set up color codes for quick visual representations
The color codes will be listed on the left of the appointment book.
Editing Color Codes
Color Codes Part 1: Schedule Settings
1. Color codes for the "flags" can be found under Settings->Scheduler
Color Codes Part 2: Appointment Statuses
1. Color codes for the "Statuses" can be found under Schedule->List->Appointment Statuses
2. Users can also create additional
Or
3. Edit existing appointment statuses
Scheduling an Appointment
1. Users can either hold down the left button on the mouse and drag down on the schedule, then release the left button to schedule an appointment
or
Double click the left button on the mouse to schedule an appointment - this will follow the "time step" settings located in the Facility settings
or
Double click the left button on the mouse to schedule an appointment - this will follow the "time step" settings located in the Facility settings
A. There are 3 various appointment types located at the top
Normal | Used for your everyday appointments |
Blocked | Used for blocking out a certain time for the therapist (such as lunch or meetings) |
Hold | Used for unconfirmed appointments and if the user would like to reserve a spot for a patient |
B. The location can be changed directly from the appointment
C. If the appointment is the first to be scheduled for the case, the system will auto check the appointment as New.
This is to help distinguish patients that are being seen for the first time (Eval)
This is to help distinguish patients that are being seen for the first time (Eval)
Creating a Recurring Blocked Time
1. To create a blocked time, start by opening the appointment modal via either double clicking on the time slot or click and drag the mouse.
2. Enter the "Blocked Reason" and any other options that you would like to select.
**New Blocked Reasons can be added to the system by following the instructions found here.
3. Click the Recurring tab and choose how/when you want that blocked time to reoccur.
4. Press Save.
Once you click the Save button, a new window will appear. This is where you are able to see if there is no conflicting appointments (Green) or if a conflicting appointment is already scheduled at that time (Red). You can then choose what days you would like to apply the blocked time by checking the box off next to the date and pressing Submit.
Icons:
Icons | Meaning |
An appointment note has been created | |
| Note documentation is marked complete for this appointment | |
| Medicare Patient | |
There is a co-pay on file for this patient | |
This is a Recurring appointment |
Quick Link Icons
Icons | Meaning |
Provides a Case Summary of the patient on the left of the schedule | |
Quick Find (Search all appointments that correlate to this patient) | |
View Case | |
View or Create Therapist Note | |
Delete the appointment |
Additional Shortcuts
1. When clicking on an existing appointment additional "Quick links" will appear on the right of the appointment
Set up Recurring Appointments
1. Users have the option to set up recurring appointments for the patient selected.
Towards the bottom of the recurring tab is a summary of the selection(s) you have made.
*When creating a recurring appointment, it is recommended to view the summary within unison of the selections you have made to get a better understanding of what will be scheduled.
Towards the bottom of the recurring tab is a summary of the selection(s) you have made.
*When creating a recurring appointment, it is recommended to view the summary within unison of the selections you have made to get a better understanding of what will be scheduled.