Scheduling

ACTUALTIME 

- ENABLES ACTUAL START TIME FIELD ON APPOINTMENT

• This setting controls the ability to enter actual start and end times of an appointment after the visit has taken place.
• Example: The Appointment was scheduled from 10:00 - 10:30, but the actual appointment ran from 10:02 - 10:29.
• This is most commonly used in a therapy setting.

• Yes: Enable the actual start and end time fields on the appointment (in addition to appointment start and end time)
• No and (---): Do not enable these additional fields
  

APPTLISTPHONE 

- APPOINTMENT LIST - OFFICE PHONE PER APPOINTMENT

• This controls where the phone number prints on the Print Schedule printout. This can be generated from an appointment to provide a Patient a list of their future appointments. 

• No (and ---) : Print a phone number at the bottom of the List, using the number in the OFFICEPHONE setting below. If no phone number is added to the OFFICEPHONE setting, no phone number will print on this Appointment List
• Yes: Print the Facility Phone Number for each appointment (adds an Office Phone column to the printout). This is ideal if you have multiple facilities that the Patient may be visiting, and a different phone number to call for each to make a change or call for information. The phone number will pull from the Facility and the OFFICEPHONE setting below is not used.

CANCELEDTOCLIP 

- COPY CANCELED APPOINTMENTS TO THE CLIPBOARD

• This setting allows for the use of appointment Cancellations for Rescheduling. With the addition of the Rescheduling features (drag/drop & Reschedule queue), this is not a recommended workflow.

• Yes: When an appointment is cancelled, the information is copied to your computer's clipboard. Simply click on a new appointment slot, then click the "Paste" link. A popup will present the available appointment(s) you just cancelled so you can select one for the new Slot. 
• No (and ---): Do not copy cancelled appointments to the computer clipboard.

CHECKWAITLIST 

- CHECK WAITLIST FOR OPEN SLOTS AFTER CANCELLING OR DELETING AN EXISTING APPOINTMENT

• Yes: Check Waitlist after cancelling or deleting an existing appointment and prompt the user if there are any matches for the opening that is being created.
• No and (---) Do not check the Waitlist when appointments are cancelled or deleted.

COLLECTIONMESSAGE 

- COLLECTION MESSAGE

• If using the COLLECTIONWARNING feature (below), any text entered into this setting will be presented to your users when a collections warning displays.

COLLECTIONWARNING 

- COLLECTION WARNING

• When a Patient has a Collections balance, a message is displayed when booking an Appointment and on the Patient Dashboard.

• The message will show which Encounters are in collections, the total Collection balance, and any message entered into the COLLECTIONMESSAGE setting (above).

• This setting will not stop an appointment from being scheduled.

• (---): Do not use Collection Warning feature
• Header: The message is displayed as a header.

• This will not interrupt the user's process, but will display the message at the top of the screen throughout the scheduling process, or at the top of the Patient Dashboard.

• Alert: The message is displayed as an alert.

• This will present a pop-up that will need to be closed to continue scheduling or to access the Patient Dashboard.

• Both: The Message is displayed as a Header and an Alert.

COPYREFERRING 

- COPY REFERRING FROM PATIENT TO APPOINTMENT

• This gives the option for the Referring Provider from the Patient's Demographics to default on new Appointments.
• When scheduling, the Referring Provider will be visible and can be edited.

• No (and ---): Do not default the referring Provider to new appointments.
• Yes: Default the referring Provider from the Patient to all new appointments.

DEFAULTPROVIDERRESOURCE

- CHECK BY DEFAULT THE CREATE APPOINTMET RESOURCE OPTION ON ADD/MOD PROVIDER SCREEN

• If the Scheduling Calendar is being used, this is a shortcut for adding the Resources that will be used for scheduling Appointments.
• The Resource ID will be the same as the Provider ID except it will be prefixed by a P.
• Example: Provider ID is RSP. The Resource ID will be PRSP.

• No (and ---): Do not use this feature
• Yes: Auto-select the option to also create a Scheduling Resource when adding a new Provider.
  
  

DEFRESOURCE

- PROVIDER NAME

• A Resource ID entered here will be the default selected Resource (or Resource Group) when accessing the appointment calendar.

DISABLEGROUPCHARGEENTRY

- DISABLE CHARGE ENTRY FOR GROUP APPOINTMENT

• No (and ---): Adds a link on the Group Appointment to easily create Charges for the Group members 
• Yes: Removes the option to enter a Charge from a Group Appointment

DISABLERESCHEDULEQUEUE

- DO NOT USE THE RESCHEDULE QUEUE

• No (and ---): Allows for use of the Reschedule Queue on the Calendar for appointments that need rescheduled.
• Yes: Hides the Reschedule Queue on the Calendar. This also removes all Reschedule buttons and links on the Appointment screens.

DISABLESINGLECHARGEENTRY

- DISABLE CHARGE ENTRY FOR SINGLE APPOINTMENT

• No (and ---): Adds a link on the Appointment to easily create a Charge 
• Yes: Removes the option to enter a Charge from an Appointment

DISABLEWEEKENDS

- SKIP ALL WEEKENDS WHEN SCHEDULING WITH A RECURRENCE

• This setting is used when scheduling Recurring appointments. Practices that do not schedule weekend Appointments can use this setting to keep Appointments from being scheduled on weekends.
• When Weekly Appointments are scheduled, the options for Saturday and Sunday will be removed.
• When Daily Appointments are scheduled, weekends are skipped.

• If the Recur every _ day(s) option is used, any Appointment that would fall on a weekend will be scheduled on the next weekday on the Calendar.

• Yes: Remove weekends from the Recurrence options
• No (and ---): Weekends will be considered when scheduling a Recurring appointment

ELIGTIMEFRAME

- ELIGIBILITY TIME FRAME

• The number entered represents the number of days that an eligibility result will be considered to be valid.
  
• Dropdown Options:
  

• 7-30 Days

• Calendar Month (Default)
  

• Calendar Year

• Scenario: A real-time Eligibility request was done yesterday, and 30 (days) was entered here.

• The Batch Eligibility job will not include this Appointment because there is a valid response within 30 days.

• The Appointment will also show a red X or a green check, depending on the status of the Eligibility response.
  
• If the request is not within the selected time-frame, a yellow question mark  will display on the Appointment.

ENDTIME

- LAST APPOINTMENT TIME

• Set in military time, use a colon, so 17:30 would represent 5:30 standard time

FACONAppointment

- APPOINTMENT SPECIFIC FACILITY

• When set to No  (and ---) the Facility is mandatory when performing a Schedule Build, if Yes you can create a Schedule Build without a facility.

GROUPSCHEDULING

- ALLOW GROUP SCHEDULING

• Yes: Activate Group Scheduling to add the management and scheduling of Groups Appointments.

• This will add Group Management to the Scheduling Dashboard. Group Management provides the ability to create Groups and manage the Members in the Groups. Users will then have the option to schedule Group appointments.

 Appointment Types can be designated as eligible for (Held By) a Person, a Group or both.

• No and (---): Do not use Group Scheduling

LISTDATE

- DATE USED IN Appointment LIST FILTER

• This setting controls how the date values populate on the Appointment List report (accessed from the Calendar > Checked In/Reports tab) 
• The setting is formatted as: Date From - Date To 
• Blank as the From or To date means from the beginning-of-time or to the end-of-time, respectively 
• Current will enter today's date 
• Selected and (---)  will enter the date that the user is on in the Calendar when they access the report

MARKPRINTED

- ENABLE SUPERBILL PRINTED STATUS TRACKING

• This feature allows groups that print superbills to print them well ahead of the appointment date, with the ability to subsequently print superbills for any newly added appointments.
• When this setting is activated, the system will track the status of Superbills that have been printed by changing the 'Print Superbill' link to 'Superbill Printed' when they are printed in bulk from the calendar. The link will display a hover over of when it was last printed and by whom.
• A step is also added when printing a superbill directly from an appointment, with a checkbox to 'Mark as Printed'. This is defaulted as checked.

• Yes: Use Superbill tracking
• No and (---): Do not use the Superbill tracking feature

OFFICEPHONE

- PHONE NUMBER DISPLAYED AT THE BOTTOM OF THE APPOINTMENT LIST REPORT

• This setting controls the phone number that prints at the bottom of the future Appointment List which is printed for a Patient from their appointment. The setting works in conjunction with the AppointmentLISTPHONE setting above.
• If your practice has multiple offices and decentralized scheduling, the AppointmentLISTPHONE setting (above) should be set to Yes, and this setting can be left blank. 
• If your practice has one central scheduling phone number, that number should be entered here, and the AppointmentLISTPHONE setting should be set to No.
• Enter the phone number with formatting exactly as you want it to print. It will print at the bottom of the printout.

REMOVEDUPLICATES

- REMOVE DUPLICATES FROM TICKETS

• If set to Yes, only one Charge ticket (encounter form) will print for a Patient that has multiple appointments scheduled on the same day.
• If set to No (Default ---), a Charge ticket for every appointment will print.

RENDPROVIDERSWARNING

- VALIDATION WARNING WHEN RENDERING PROVIDERS DO NOT MATCH

• This is an optional validation that can occur when saving an appointment...in short, does the Provider on the appointment match the one on the linked authorization.

• Yes: Prerequisites - Scheduling Resources need to be linked to Rendering Providers (which is optional), and Cases with Authorizations need to be linked to appointments (also optional) for this validation to be relevant.

• If the Rendering Provider that is attached to the Resource does not match the Rendering Provider on the Authorization linked to the Appointment, the system will provide a validation warning (yellow) when the appointment is saved . Both Providers (Resource & Authorization) must have a value in order for this validation to occur. If either or both are blank, the validation will not occur.
• No (and ---): System will not provide this validation warning
  

SCHEDSTATUSDELAY

- NUMBER OF MINUTES AFTER A SCHEDULED APPOINTMENT TIME THAT THE PATIENT IS CONSIDERED LATE

• Enter the number of minutes after a scheduled appointment time that determines when a Patient is considered to be LATE for their appointment.
• For example enter 10 if the Patient is considered late 10 minutes after their scheduled time.

STARTTIME

- FIRST APPOINTMENT TIME

• This will determine the first available time on the appointment calendar. Time needs to be as military time. HH:MM (ex. 08:00)
• If you are changing the start or end time, please remember to manage appointments scheduled outside the updated Start/End times by either (1) DELETING or (2) MOVING TO RESCHEDULE QUEUE; appointments should not be left outside of the updated Start/End time.

SUPERBILL_SORT

- SPECIFY ORDER OF PRINTED SUPERBILLS

• This setting determines in what order Superbills (a.k.a. charge tickets) will print.

• Time (and ---): Superbills will print by appointment time from earliest to latest.
• Resource, Time: Superbills will print grouped by Resource, then by appointment time for each Resource.
• Last Name: Superbills will print alphabetically based on Patient's last name.
• Resource, Last Name: Superbills will print grouped by Resource, then alphabetically by Patient's last name for each Resource.

 Superbills are printed with a single 'click' from the Calendar. They will print for the Resource/Facility options that are selected on the Calendar at the time of printing, using the group/sort option selected with this setting.

TIMEINCR

- APPOINTMENT LENGTH

• Time Increments determine the length of time slots displaying on the calendar. 5, 10, and 15 minute slots are very common, but 30 and 60 minute slots can be appropriate for certain specialties. Any time increment is allowed.
• This setting drives the default value of the Time Increment when creating a new Resource, but can be different for each Resource. This setting is also used when viewing the Calendar for only Facilities in the Separate layout. (Calendar > Settings > Layout > Separate)

• Enter the time increments in minutes. If this setting is left blank the default time increment will be 15 (min).

UNALLOWEDTYPEERROR

- DISPLAY VALIDATION ERROR IF SELECTED APPOINTMENT TYPE IS NOT ALLOWED FOR THE SLOT

• This setting works in conjunction with the Scheduling Permission, Schedule Un-allowed Appointment Type.

• To prevent a User from scheduling an Appointment Type that is not allowed in a specific slot:

• Enter Y for this setting
• In User Maintenance, uncheck the System Permission: Schedule Un-allowed Appointment Type.

The Supervisor needs to have the System Permission selected to be able to override the restriction as needed.

UNIQUEGROUPNAMES 

- ENFORCE UNIQUE GROUP NAMES

• This setting applies to Group Appointment Scheduling

• No (and ---): The system will allow Groups to be created that have the same name.  This is useful when multiple Providers are managing similar Groups of Patients.
• Yes: Group Appointment names must be unique.  Users will not be able to save a Group name if that name already exists.