Special
Features
From within the Appointments module you are able to doing the
follow:
Add one appointment at a
time
The list view allows to do many things not allowed on other screens.
[click here to enlarge this
image]
To add just one time slot to a provider's
schedule, say for an emergency, click the green arrow and you get the
dialog below. You cannot change the provider but you can change the date
and time. To double book just click OK!
Making slots unavailable
To make any time slot in this list unavailable, uncheck 
. This turns the slot color yellow. To make an appointment available
check the 
box.
To make all appointments in this list available or unavailable,
click the appropriate button at the bottom of the Av column and
confirm you action at the confirmation dialog.
Deleting time slots
There is a fundamental difference between cancelling an appointment
and completing deleting a record, which is why it is discussed here. To
completely delete an appointment slot from the database so that is goes
away forever click the trash can icon at the end of the appointment line
and confirm your action. Only users with delete privileges are allowed to
do this!
Dialing patient's appointments
Note: This feature
does not work in Macintosh OSX!
To make your life very easy, you can use the list view
to help you confirm appointments. Next to each patient's name in the
List View there is the telephone icon 
. This is how you must set up your computer and telephone for this
to work!
- Plug BOTH your computer's modem and regular
telephone into an analog phone line such as used with your fax
machine.
- To dial the phone, click the
icon. A dialog will appear confirming your action. Proceed. You
will hear the phone being dialed through the computer's speakers.
- When someone answers the phone immediately pick up
the telephone, click the Hand up button on the dialing dialog and
start talking!
The Single Day View
This view shows only one day at a time and therefore the scrolling
list shows much more detail for one day than you get from the week view.
Time stamp arrival and room assignments
Both the Single Day view and the List View have
the ability to record room assignments (the "R" column), as well as the
time a patient was put In a room, was Seen and was Out
of the room.
- The "R" field is for the room number and has
its own editable pop-up list.
- On the List view there was room for small clock
icons that you can click to fill in the time. On the Single Day
view screen you need to click into the field and then click either In,
Seen or Out buttons to fill in the time.
Adding a block of appointments to one
day
There are several special functions associated with the Scripts
menu located across the top of the screen.
The Add Slots feature when selected gives you the dialog
above right. Here you can add slots to any day for the currently selected
provider. This comes in extremely handy if a provider wants to open up
a half day that previously was unscheduled. Here, we are adding appointments
from 1:00PM to 4:00PM in 15 minute intervals. If you need help with
this feature click the Help button right on the dialog!
Removing or cleaning up appointment slots
Because of the flexibility of the Appointment scheduler, it is easy
to make mistakes when you build you schedule or add slots to this database.
To help you clean up this occasional mess, we have provided a "Tool Box",
that when selected from the Scripts menu gives you the following
choices...
Once you select OK you are given the dialog on the right
which allow you to enter search parameters looking for the mistaken appointments.
Probably the most important field here is the Date Created field.
When appointments are added to this database, this field fills with the
datethey were added. Therefore, if you made the mistake TODAY you would
put today's date in that field. Of course, you can search using any combination
of fields in this dialog!
Once you find you appointments you are presented with a list, such
as the one below. Before you delete, it is wise to scroll through the list
for any records you want to remove from this list! Click the Omit
button removes them from the list.
- To forget the whole process click Forget
Process at the lower right
- To change any of the other parameters for the entire list,
click on one of the icons across the top. For example, if you wanted to
make all 72 of these appointments for the Main Doctor, MD you would
click once onto one of his records and then the replace icon
above that column. You would then confirm your action at the dialog
box that appears! The same functionality occurs with the appointment
Time and Visits columns.
- Once you are done click Continue on the side. If you
are NOT deleting records click
button and confirm your action at the dialog box. 
button instead. 
).
. This will do each day one at a time (it will warn you it’s about
to do each day and give you the option to cancel). This process only creates
the list of appointments slots that will be used later to actually
create appointment slots in the Appointments module. 
, otherwise click 
to make then all un-available. 
pointing to the open slot to use it for your patient/client (we
call this the Appointment Dialog screen). 
pointing to the slot. The dialog below appears. Click Fill Appt
to use the Selected Patient. You can then enter information in any
of the four memo fields. Click Cancel to clear the appointment and
memorize the patient in the Selected Patient section. 
