The Calendar Tabs can be used:

1. To add Appointments
2. Search for Patient Appointments
3. Search for Available Appointment Slots
4. Determine which Resources and Facilities to see on your Calendar view.
5. Print Superbills and Forms
6. Print the Daily Schedule
7. Run the CAQ (Custom Appointment Query)
8. Mark Patients as No Shows en masse for a specific day
9. Send No Shows to a Worklist
10. Send a Patient to a Worklist
11. Determine items you want to see on the Calendar, font size, days in Week view, and background color for your Calendar
12. View Appointment Shells (Kinds of slots to book Appointments)

Scheduling Tab

Scheduling > Calendar button > Scheduling Tab

Calendar Panel

The Scheduling tab displays a Calendar, which can be used to:

• Use the arrows to move back or forward a month.
• Use the month dropdown to choose a different month.
• Use the year dropdown to choose a different year.
• Select on a date to take you to that specific day.

Reschedule Queue

This is the holding place for Appointments that are queued to be rescheduled.

• This section only displays if there are Appointments in the Reschedule Queue.

Resource Groups

This panel displays if you have Resource Groups set up.

1. Select one of the Groups to see the Appointment schedule for all the Resources in that Group.
2. Groups can be used to control the display for specific Users.

• Example: Carla only schedules and checks-in Patients for Dr. B and Dr. C.

• A group can be set up for these two Resources.
• On the Calendar in the Resource Group panel, Carla selects the Resource Group.
• She can use the Display Profile to Save as New.

Resources and Facilities

• Select the Resources and Facilities that you want to see on your Calendar.
• Select All/Deselect All can also be used.
• Use the Search field to lookup a Resource or a Facility.

Checked In/Actions Tab

There are three additional tabs and the Actions panel on the Checked In/Reports Tab.

Sub-Tabs

Checked In Tab

• When a patient is marked as Checked In, the patient's name will appear on this screen in the Checked In panel.
• When the patient is marked Checked Out, the patient no longer shows in the Checked In panel.  
  

      

Late Tab

• If a patient is not Checked In or Checked Out and is not marked as a No Show, the patient will appear on the Late tab.
• You have the option to mark them as a No Show individually or Mark All as No Show.
• Use Selected Date: Check the box to use the date chosen on the Calendar.

Other Tab

Displays the No Shows for the day and Custom Statuses that have been added by a User.

• For No Show and Custom Statuses to be seen on the Other Tab, they must be marked as Hideable in the Statuses Setup and checked on the Setting tab.
• The following statuses are excluded by default: Checked In, Check Out, Scheduled, Confirmed, Reminded, Cancelled, Deleted, or Rescheduled even if checked on the Settings Tab.

• Select the Appointment time to open the Patient's Appointment screen.
• Select the Add link in the WL (Worklist) column to send the Patient to an Appointment Worklist.

• If the Patient is already on an Appointment Worklist(s), the number of Worklists will display in the WL column.

• Select the number in the WL column to open the Tasks in the Appointment Worklist.

Actions Panel

Manage Appointments (4.10 Only)

Modify the status of multiple Appointments and send an immediate Appointment Update Reminder to the affected Patients.

• Note: Appointment Reminders are an Add-On Product and must be activated in the Database to send an immediate Notification.

Superbills

Superbills can be printed in a batch. It defaults to the choices you made on the Calendar, but the options can be changed. 

Learn More: Superbills

Forms

Forms can be printed in a Batch, such as Encounter Forms or Face Sheets. The Print Forms screen defaults to the options chosen on the Calendar. 

Learn More: Forms

Schedule

Print an Appointment List for a specific days, Resources, and Facilities.

• The Resources and Date default to the Date and Resources chosen on the Calendar.
• The Appointment List can also be run from the Reports panel on the Scheduling Dashboard.

• This report can be used to print your Daily Appointment Schedule.

CAQ (Custom Appointment Query)

The CAQ is a more detailed Appointment Report than the Appointment List.

Learn More: Custom Appointment Query.

Search Tab

The Search Tab can be used to search for Patient Appointments and available Appointment slots.

By Name Panel

     1. Use the Lookup icon to find a specific patient.

     2. The upcoming Appointments will be listed.

     3. Select on an Appointment Date to navigate to that Appointment on the Calendar.

4. Disconnect Patient from Calendar by selecting the Red X on the Navigation bar.

Availability Panel

Use Search Availability to find available appointments in general or for specific Resources, Facilities, and Appointment Types. Time and Days of the week can be designated as well. See Search for Available Appointments for more details.

If you are connected to a Patient on the Calendar, select the Red X on the top Navigation Bar to disconnect the Patient.

Settings Tab

The Settings Tab defines the content and the look of your Calendar view. Each user can set their own preferences.

Calendar Panel

Choose your Calendar preferences:

1. Condensed: This will shrink your Calendar, which will show less Appointment information.

• The hover-over can be used to see all the Appointment information.

2. 5-Minute Ticks: Check the box to show 5-minute intervals on the Calendar.
3. Formatted Days Only: This box should be checked to only schedule appointments in slots that have been formatted in the Build.

• If you do not have Builds (unformatted) on Saturday and Sunday, and this checkbox is selected, Saturday and Sunday will not appear on your Calendar View.

4. Always Show Time: Check the box to show the time on each Resource on the Calendar. Regardless of this setting, time will show automatically on every Resource where their time increments are different.
5. Show Appointment Shells: Check the box to view a "skeleton" of your calendar showing concurrent Appointment Slots that are available.

6. Days in Week View: Choose the number of days that you want to see on your Calendar view.

• If you are on a Monday on the Calendar, and Monday through Friday are formatted for Appointments, and 5 is selected, the next 5 formatted days will appear on your Calendar.
• If you are on a Tuesday with the same criteria, the next 4 formatted days will appear on your Calendar.

• Saturday will not show even though it is the 5th day because it has not been formatted for Appointments.

• If Saturday and Sunday are not formatted for Appointments, they will be eliminated from your Calendar View, but they are counted as Days in the count you choose here.

• Example: You choose 10 for Days in Week View, and you are on a Monday on the Calendar:

• The days that appear on your Calendar View will be 8 days: Monday through Friday of the current week, and Monday through Wednesday of the next week.
• Saturday and Sunday count as days but are unformatted for Appointments and do not show on the Calendar.

7. Layout: This is dependent on the Resources and Facilities you have chosen on the Scheduling tab.

• Res/Fac shows the Resource with each Facility listed under the Resource
• Fac/Rec shows the Facility with each Resource listed under the Facility
• Separate shows a column for each Resource and each Facility chosen on the left Panel of the Scheduling Tab. This is usually used when there is only one Facility which does not need to be shown on the calendar. In this case, choose Separate and deselect all facilities on the Scheduling tab. Only the Resources will have a column.

8. Group View: This only applies to practices using Group Appointments
9. Font Size: Smallest, Small, Medium, Large, or Largest
10. Background: Choose a background color on your Calendar.

• Lighter colors work the best.

11. Reset to original color.

Appointment Panel

The Reminder Status and Eligibility checkboxes are only available if the related features are activated in the System.

The items chosen on the Appointment panel, will determine the information displayed in the Appointment Slot on the Calendar.

Include/Exclude Eligibility

This is only available if Eligibilty is activated in the System.

The Eligibility Icons can be removed from the Calendar by unchecking the Eligibility check box.

• Multiple boxes are checked, including Eligibility

• Multiple boxes are checked excluding Eligibility.

Status Panel

What Appointments do you want to see on your Calendar as the default?

• Check the boxes that you always want to see.
• You can check any of these boxes on-the-fly to see that particular status.

• Example: If you do not want to see the cancelled appointments on the Calendar throughout the day but want to see them at the end of the day, you can check Canceled to see them temporarily.

Action Panel

• You can navigate to Schedule Setup from the Action panel without leaving the Calendar.
• If you are using Group Management, navigate to the Group Management screen by selecting the link.

Learn More

Calendar Navigation Overview

Eligibility Display on the Calendar