Appointment Reasons |
  
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A database of available appointment types or reasons can be created, allowing users to select a reason when an appointment is made.
To ADD a new appointment reason, click ADD. Examples of Appointment Reasons are HEARING TEST/ FITTING/ PROGRAMMING/ HEARING AID CHECK etc.
To VIEW or EDIT an existing appointment reason, click CHANGE and highlight the line/appointment reason to be edited.
To SORT through the list of Appointment reasons (based on whether they have been set as Inactive or not) use the ACTIVE ONLY/DISPAY ALL button.
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When the button shows 'Active Only', appointment reasons which have not been checked as inactive will be listed.
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When the button shows as 'Display All', all appointment reasons will be listed.
Checking INACTIVE will prevent this value from being shown in respective drop-down lists.
The screen prompts are:
APPOINTMENT REASON - Indicate the appointment type or reason.
LENGTH - Enter the standard appointment length for this type of appointment.
OUTCOME CODES - Click the
button in the field to view this option. Outcome Codes can be linked to Appointment Reasons.
To track Outcome Codes on specific Appointment Reasons, first enter the Outcome Codes in MAINTAIN OUTCOME CODES. Once the Outcome Codes have been created, specify each reason's optional Outcome Codes here in MAINTAIN APPOINTMENT REASONS.
Click ADD to add a new outcome code to this appointment reason.
OUTCOME CODE - Use the view button to select a possible outcome code for this appointment reason. If OUTCOME CODES have been entered within Outcome Codes (CONFIGURE SYSTEM SETTINGS > SCHEDULING > OUTCOME CODES) then select the outcome codes that apply to this APPOINTMENT REASON. (Note there can be many outcome options for one APPOINTMENT REASON.)
INACTIVE - Make an outcome code inactive for this appointment reason at any time by flagging it "INACTIVE".
REQUIRED SURVEY - If surveys have been set up under the Surveys menu option, users can associate a Survey to an outcome code designated here.
AUDIOGRAM DAYS - This field determines how many days an audiogram must have been completed prior to the appointment date for this selected appointment reason.
APPT ACTIONS - Appt Actions are used to "auto-create" future dated appointments. For example, after a fitting appointment reason there may be the need for 3 follow up appointments at intervals of 1 week, 1 month and 6 months can be configured allowing users to be prompted to auto create these appointments once selecting a configured outcome code on the completed fitting. (The system will create future appointments for the same specialist/location as the appointment which spawned the subsequent appointment. It is important to note the APPOINTMENT RESOURCE must be AVAILABLE/ VALID for the APPOINTMENT REASON for the additional appointments to be created. Otherwise the additional appointments will be added but will not assign a resource. If an "auto-created" appointment is deleted, the user will be prompted to select any or all of the other future associated appointments as well. If an "auto-created" appointment is moved, the user will be prompted to move any or all of the other future associated appointments as well.
RECALL ACTIONS - Recall Actions can be used to "auto-create" future dated recalls. For example, after a fitting appointment reason there may be the need to create a FOLLOW UP recall at intervals of 1 week, 1 month and 6 months. These can be configured to allow clinic users to be prompted to recall the patient at the correct time for the correct recall reason. When the recall is offered to the patient file with the default configured interval, and the user can accept that default or edit the date/time as required.
Click CONTINUE in order to save changes, to close the window and to return to the previous screen.
COLOR - Click the button to select a standard color for this type of appointment.
NO NOTIFICATIONS - Check this box to indicate that this appointment reason should not generate Patient Notifications.
INACTIVE - Check this box to make any Appointment Reason inactive and therefore not applicable to new appointments.
VALIDATE - Users can indicate that a certain room/resource must be available and booked when making an appointment for a particular reason. For example, a hearing test appointment may require that a sound booth also be available for this appointment reason. Check VALIDATE if users are required to include resource validation for this type of appointment.
RESOURCES - Select the location first, and the grid will appear. If VALIDATE has been checked, click the button to assign which resource or room is to be booked with this appointment type or reason for a specific location. User must select either RESOURCE or RESOURCE TYPE by selecting RESOURCE or TYPE. Users can indicate the various resources that are available for this appointment reason. For example, for a hearing test a sound booth may be required. If the office has more than one sound booth, ADD each of the sound booths you have on the premises so that they can be booked appropriately. Or if selecting TYPE you can automatically assign that this appointment uses ALL the resources marked as belonging to a specific resource type.
Click ADD to select from the drop-down list which of your resources should be available in order to book this appointment reason. More than one resource can be added if required.
More configuration of APPOINTMENT REASONS can be done by highlighting an APPOINTMENT REASON and pressing the EXP/CON icon. You can ADD, CHANGE or DELETE Campaign Codes here.
PRODUCTIVE - Indicate whether an APPOINTMENT REASON is productive with "Yes", "No" or "Not Applicable"in order to use on the REPORTS AND INQUIRIES > GENERAL > Specialist Productivity Report.
CAMPAIGN REQUIRED - Check this field to indicate that this appointment should only be able to select a campaign code from a specific list when this APPOINTMENT REASON is selected (a patient number must be identified on an appointment to force campaign selection).
CAMPAIGNS - Click the
icon to select which campaigns will be available for selection on this APPOINTMENT REASON. Campaigns are maintained within Campaign Codes.
TYPE - Click the drop down selection to choose an appointment type for this APPOINTMENT REASON. Appointment Types are maintained within Appointment Types .
TELEHEALTH - If your clinic utilizes our Telehealth tool, then click this box to indicate that this APPOINTMENT REASON is a valid reason for TELEHEALTH appointments. (By indicating an appointment is NOT a reason for Telehealth, users will not be able to select that an appointment with this reason is a Telehealth appointment. For example a Fitting type appointment may not be an appointment reason suitable for a Telehealth appointment.) By default, all new appointment reasons created will default as being available for Telehealth.
RESOURCE TEMPLATE - Select from the drop down list a resource template that should be used when this appointment reason is used. Note only resource templates with the same amount of time configured as the APPOINTMENT REASON it is being assigned to will be available to choose. If you need to configure resource templates within Resource Templates.
Click CONTINUE to save the campaigns associated to this APPOINTMENT REASON and return to the previous screen.
Click SAVE to store changes. Click EXIT to close the window.