The Appointment Wait List

The Appointment Wait List:

• Allows the User to track Patients who wish to see a Provider sooner than when a Provider is currently available.
• Easily request preferred dates and times for Appointments in the future that you do not want to schedule presently, such as an annual physical.

Use of the Wait List

• Add a Patient to a Wait List while making an Appointment.
• Add a Patient directly to the Wait List.
• Manage the Wait List

• Check for Available Appointments.
• Make Appointments from the Wait List.
• Change the Appointment Criteria.
• Remove a Patient from the Waitlist Manually.

If the Date goes past the To date, the Patient will be removed from the Wait List automatically.

Add to the Wait List from the Add Appointment Screen

1. On the Patient's Add Appointment screen, select the To Wait List checkbox to open the Wait List dialogue pop-up. 
2. The Patient and Appointment Information fields will prepopulate with the selections from the Add Appointment screen.

• Change these details as necessary

3. Select the From and To Dates for when you want the Appointment to occur.

• If the Date goes past the To date, the Patient will be removed from the Wait List automatically.

• Example:

• From and To Date is 06/07/24 to 06/30/24.
• On 07/01/24, the Patient will be removed from the Wait List.

4. Select the Appointment criteria: Days and Times that the Appointment can be scheduled.
5. If you have Appointment Rules that you want to ignore, select the checkbox.
6. The Reason and Note will prepopulate from entries on the Add Appointment screen.
7. Select Save[F2].

Add to the Wait List from the Lookup Appointment Screen

1. From the Search tab on the Calendar, look up the patient.
2. Enter search criteria in the Availability panel.
3. Click the List Results button.
4. If no Appointment time works for the Patient, click Add to Wait List.

Add Patient to the Wait List from the Add Appointment Screen

1. Click an open Slot on the Calendar.
2. Select From Wait List.
3. Add to Wait List

Add to Wait List directly from the Wait List

1. From the Search tab on the Calendar, click Items in the Wait List section.
2. In the Wait List popup window, click Add.

3. Add as many details as needed for the Patient's Appointment.
4. Select Save (F2).

Add an Existing Appointment to the Wait List

An Appointment is scheduled, but the Patient wants an earlier Appointment if there is a cancellation.

1. On the Appointment screen, select the existing Appointment.
2. On the Patient Appointment screen, select Add beside Wait List.

3. Add/Modify Wait List Criteria.
4. Add Reason/Note if applicable.
5. Select Save [F2].

Schedule a Wait List Patient with an Existing Appointment

An Appointment becomes available:

1. Select the Patient's Existing Appointment. (The Patient can also be chosen from the Wait List on the Search Tab.)

2. In the Wait List area, select Check Availability.

3. Choose an Appointment from the available Appointment list.

4. After completing the Add Appointment screen, select Save [F2].

5. Select the Checkbox for: Mark as Satisfied the following Items in the Wait List for [Patient's Name].
6. Select Save & Continue.

Managing the Wait List

Check for Available Appointment Slots

1. On the Search Tab on the Calendar view, open the Wait List by selecting the Items number in the Waitlist panel.

2. Select the Check link in the Available Slot column.

3. Available Slots Results:

• If a green check mark ✔ with a View link displays, select the View link to show the Appointment options.

• If the Wait List criteria is changed, the green check mark and view link may still be displayed, when actually, there are no available appointments.
• However, if you select the View link and there are no available Appointments, a pop-up will display stating, "There are no Slots that meet the current Search Criteria."

• If a Red X displays, there are no available Appointments for the criteria set up on the Wait List.

Make an Appointment from the Wait List

Making an Appointment from the Wait List will remove the Patient from the Work List.

1. If the View link is returned after selecting the Check link, choose the link to display the available Appointment Slots.

2. In the pop-up:

• Select the Time link to schedule the Appointment for that specific time; or
• Select the Date link to view the calendar for that day to make the appointment from the Calendar

3. The Add/Modify Appointment displays with the Patient's information.
4. Choose the Appointment Type if not populated.
5. Complete the Add Appointment screen with any other applicable information.
6. Select Save (F2).

Modify the Appointment Criteria for a Patient on the Wait List

1. On the Wait List screen, select the Modify Icon to modify the Wait List criteria
2. On the Modify Wait List screen, make changes to the Wait List criteria.
3. Select Save.

4. Use the Check link to display available appointment slots with the new criteria.

Remove a Patient from the Wait List Manually

1. From the Wait List panel of the Calendar sidebar, select Items.
2. Select the Patient row to highlight it.
3. Select the Delete button.
4. Add a Reason.
5. Select the Delete button.