Important Content Update Message
We are currently updating the OP Help Center content for the release of OP 20. OP 20 (official version 20.0.x) is the certified, 2015 Edition, version of the Office Practicum software. This is displayed in your software (Help tab > About) and in the Help Center tab labeled Version 20.0. We appreciate your patience as we continue to update all of our content.

Practice Setup and Management FAQs

What permission do I need to merge patient charts?

The permission to merge charts is: AA_System Admin. This is typically a permission included for System Admins. This permission also allows the user to assign permissions and passwords to users.

What is the best way to enter specialty groups with multiple providers in Address Book?

You can put the large groups in as their own entries, so that you can refer to the entire group. You can put the list of doctors in the notes section of the Address Book entry if you want the information.

Ideally, you would have entries for both the group and individual doctors. Initially, when you refer a patient, you may not know which doctor they will see in the specialty practice, but when you get the referral letter back from the specialist you want to be able to add that specific doctor to the patient's record.

How do I change colors of appointments?

Practice Management tab > Appointments button

Overview

The information on the page will instruct you on how to create Visit Types used to schedule appointments.  

Add Appointment Types

  1. Access the Appointment Types and Zones window by following the path above.
  2. Click the Add button .
  3. Add appointment types using the table definitions below.  
FieldDescription
Visit TypeIndicates the name of the type of appointment.
DescriptionProvides a more detailed description of the type of appointment.
DurationIndicates the length of time for the appointment.
Sort #Indicates the order that the appointment types will appear in on a drop-down list.
Appt Line ColorDisplays the color that will appear on the left hand side of the appointment box.
DepartmentLists the department for the type of appointment.
PurposeFurther categorizes the appointment type (optional). 
ArchiveEntries no longer in use can be archived. Select this checkbox when you are no longer using this appointment type.
  1. Click the Save button .
  2. Once all changes are made, click the Exit button .

Edit Appointment Types

  1. Access the Appointment Types and Zones window by following the path above.
  2. Select the Appointment Types tab.
  3. Select the Appointment Type to modify.
  4. Click the Edit button .
  5. Edit any field (Visit Type, Description, Duration, Sort #, Appt. Line Color, Department, etc).
  6. Click on the Save button.
  7. Once all changes are made, click the Exit button.
Version 14.10
Utilities > Manage Practice > Appointment Preferences

Overview

The information on the page will instruct you on how to create Visit Types used to schedule appointments.  

Add Appointment Types

  1. Click the button on the menu toolbar.
  2. Select Manage Practice.
  3. Select Appointment Preferences.
  4. Click the Appointment Types tab.
  5. Click the Insert Record button.
  6. Add appointment types using the table definitions below.  
FieldDescription
Visit TypeThe name of the "type" of appointment being made
DescriptionA more detailed description of the "type" of appointment being made
DurationThe length of time for the appointment
Sort #What order the appointment types will appear in on a dropdown list
Appt Line ColorThe color selected will appear on the left hand side of the appointment box
DepartmentWhat department this type of appointment falls under
PurposeFurther categorizes the appointment type (optional)
ArchiveEntries no longer in use can be archived
  1. Click the Post Edit button .
  2. Once all changes are made, click the Exit button .

Edit Appointment Types

  1. Select the Appointment Types tab.
  2. Click to highlight the item to modify.
  3. Click the Edit Record button.
  4. Edit any field (Visit Type, Description, Duration, Sort #, Appt. Line Color, Department, etc).
  5. Click on the Post Edit button.
  6. Once all changes are made, click the Exit button.

How do I add a new user and give permissions?

To add a new staff member or provider into the OP software, follow the chart below to locate to the articles for the steps necessary to add the staff member/provider and grant permissions:

Topic of Instruction 
Adding a Staff Member
Adding a Provider
Adding Basic Staff Information into the Staff/Provider DirectoryAdding Staff into the Staff Directory
Adding Staff into the Staff Directory
Adding Provider Specific Information into the Staff/Provider DirectoryN/ASetting Up Providers in the Staff Directory
Note: Users must complete the Basic Staff Information entry above prior to using this instruction.
Adding Staff and Providers to Permission GroupsManaging Group Permissions
Managing Group Permissions
Adding a Scanned Signature to a Provider's RecordN/ALinking a Signature to a Provider
Adding Credentialed Providers to InsurancesN/AConnect Providers to Insurance Payers
Videos that demonstrate adding Staff and Providers into OPAdd New Front Desk Staff Video
Front Desk Passwords and Permissions Video
Add Mid-Level Provider Video
Mid-Level Provider Info and eRX Video
Mid-Level Passwords and Permissions Video
Add New Provider Video
Provider Info and eRX Video
Provider Passwords and Permissions Video
Adding and Removing a Signature Video


How do I get calendar to display all providers?

About Schedule Properties for Highlighted Calendar

Path: Clinical tab > Schedule button > Calendar radio button > Settings (Gear button)
Path: Practice Management tab > Schedule button > Calendar radio button > Settings (Gear button)
Path: Billing tab > Schedule button > Calendar radio button > Settings (Gear button)

The Schedule and Practice Workflow calendar can be customized to meet the needs of the practice. The Schedule Properties for the Highlighted Calendar window determines how the Schedule and Practice Workflow Calendar is viewed in the selected calendar tab (My View, Office View, etc). For multi-location practices, all property setup applies only to the calendar for the practice location as selected in the upper left hand corner of the calendar window.

Staff/Resources Tab Map

The Staff/Resources tab organizes how the resources on each calendar tab is viewed.


Number

SectionDescription

1

Room ViewThe Room View displays the rooms that appear on the selected calendar view tab. The values that appear on the calendar are located in the Staff/rooms on selected calendar column.

2

Staff ViewStaff View displays the staff that will appear on the selected calendar view tab. The values that appear on the calendar are located in the Staff/rooms on selected calendar column.

3

Staff/rooms in specified locationThe Staff/Rooms in Specified Location displays the complete list of staff and rooms.

4

Staff/rooms on selected calendarThe Staff/Rooms on Selected Calendar displays the staff and rooms that appear on the selected calendar tab. Staff and rooms can be added, removed, and reorganized in this column.

5

Organize buttonsThe organize buttons move and remove the staff/rooms in the Staff/rooms on selected calendar column.

6

Reset buttonThe Reset button restores the properties for the selected calendar to the default settings (described below). All additions, removals, and arrangements are removed if they were not set as the default list. The reset applies to both Staff/Resources and Display Preferences tabs.

7

Save as Default buttonThe Save as Default button saves the current entries in both the Staff/Resource and Display Preferences tabs.

8

OK buttonThe OK button saves the changes and closes the window.

9

Cancel buttonThe Cancel button closes the window without saving any changes.

Display Preferences Tab Map

The Display Preferences tab configures how the calendar is displayed.

Number

SectionDescription

1

Number of columnsThe Number of columns field sets the number of columns to display on the Calendar window.

2

Time UnitsThe Time Units field sets the duration for the scheduled appointments.

3

Line HeightThe Line Height field sets the number of appointment lines to display in the Calendar view.

4

Appointment FontThe Appointment font field sets the preferred font size of appointment lines in the calendar view.

5

Non-Prime Time (before/after hours)The Non-Prime Time field sets the earliest and latest time the Calendar view can be opened for the scheduled appointments.

6

Prime Time (public office hours)The Prime Time field sets the start and end time of the office hours of operation.

7

Calendar SampleThe Calendar Sample displays how the calendar is viewed based upon the selections made in the Display Preferences tab.

8

Reset buttonThe Reset button restores the properties for the selected calendar to the default settings (described below). All additions, removals, and arrangements are removed if they were not set as the default list. The reset applies to both Staff/Resources and Display Preferences tabs.

9

Save as Default buttonThe Save as Default button saves the current entries in both the Staff/Resource and Display Preferences tabs.

10

OK buttonThe OK button saves the changes and closes the window.

11

Cancel buttonThe Cancel button closes the window.
Version 14.10

About Schedule Properties for Highlighted Calendar

Path: Smart Toolbar > Schedule button (F7) > Calendar tab > Schedule Properties button

The Schedule and Practice Workflow calendar can be customized to meet the needs of the practice. The Schedule Properties for the Highlighted Calendar window determines how the Schedule and Practice Workflow Calendar is viewed in the selected calendar tab (My View, Office View, etc). For multi-location practices, all property setup applies only to the calendar for the practice location as selected in the upper left hand corner of the calendar window.

Staff/Resources Tab Map

The Staff/Resources tab organizes how the resources on each calendar tab is viewed.

Number

SectionDescription

1

Room ViewThe Room View displays the rooms that appear on the selected calendar view tab. The values that appear on the calendar are located in the Staff/rooms on selected calendar column.

2

Staff ViewStaff View displays the staff that will appear on the selected calendar view tab. The values that appear on the calendar are located in the Staff/rooms on selected calendar column.

3

Staff/rooms in specified locationThe Staff/Rooms in Specified Location displays the complete list of staff and rooms.

4

Staff/rooms on selected calendarThe Staff/Rooms on Selected Calendar displays the staff and rooms that appear on the selected calendar tab. Staff and rooms can be added, removed, and reorganized in this column.

5

Organize buttonsThe organize buttons move and remove the staff/rooms in the Staff/rooms on selected calendar column.

6

Reset buttonThe Reset button restores the properties for the selected calendar to the default settings (described below). All additions, removals, and arrangements are removed if they were not set as the default list. The reset applies to both Staff/Resources and Display Preferences tabs.

7

Save as Default buttonThe Save as Default button saves the current entries in both the Staff/Resource and Display Preferences tabs.

8

OK buttonThe OK button saves the changes and closes the window.

9

Cancel buttonThe Cancel button closes the window without saving any changes.

Display Preferences Tab Map

The Display Preferences tab configures how the calendar is displayed.

Number

SectionDescription

1

Number of columnsThe Number of columns field sets the number of columns to display on the Calendar window.

2

Time UnitsThe Time Units field sets the duration for the scheduled appointments.

3

Line HeightThe Line Height field sets the number of appointment lines to display in the Calendar view.

4

Appointment FontThe Appointment font field sets the preferred font size of appointment lines in the calendar view.

5

Non-Prime Time (before/after hours)The Non-Prime Time field sets the earliest and latest time the Calendar view can be opened for the scheduled appointments.

6

Prime Time (public office hours)The Prime Time field sets the start and end time of the office hours of operation.

7

Calendar SampleThe Calendar Sample displays how the calendar is viewed based upon the selections made in the Display Preferences tab.

8

Reset buttonThe Reset button restores the properties for the selected calendar to the default settings (described below). All additions, removals, and arrangements are removed if they were not set as the default list. The reset applies to both Staff/Resources and Display Preferences tabs.

9

Save as Default buttonThe Save as Default button saves the current entries in both the Staff/Resource and Display Preferences tabs.

10

OK buttonThe OK button saves the changes and closes the window.

11

Cancel buttonThe Cancel button closes the window.

How do I create a Schedule Template?

Overview

Path: Practice Management tab > Schedule Templates

This article provides quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. In the Staff field, click the drop-down to select the staff member for which you will create a schedule template. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click Search.
  3. If the staff member already has schedule templates created click the Add buttonto create a new template. If this is the first template you're creating for a provider, you will receive a message stating a new template will be started.  Click OK to start a new template.
  4. In the Description field, enter a name for the new schedule template.
  5. In the Sort field, select the sort number. This determines the order of the templates.
  6. Set the Start and End times. These settings carry over from the Schedule Properties but can be edited here if necessary.
  7. Set the Appointment Time Increments (5, 10, 15 etc.) and the Location for the template.

  1. On the right-hand side of the window, under the calendar, use the Appointment Zone drop-down to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click the Zones button to access the Appointment Types and Zones window. Also, see Template Zones.

  1. Double-click in the start time slot.
  2. Hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging the slot to cover the desired time slots.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot.
  • Right click to copy a slot.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.
  1. Select the checkboxes for the weeks this template should be applied to or use the Quick Picks button to:
  • Check All Weeks
  •  Uncheck All Weeks
  • Every Other Starting with WK1
  • Every Other Starting with WK2
  1. In the Applied through field, set the date the template should be applied through.

Typically the Applied through date coincides with how far in the future your schedule is open for scheduling. If you continue using schedule templates, you will need to return to the Schedule Templates Editor and extend the Applied through date.
  1. Click Apply.
  2. Click Yes to apply the template to the desired time-frame. The Applied through date will now be completed for that location.
  3. Return to the Schedule to view the template.

Setting the Reapply as of date

  1. In the Reapply as of field, enter the date the template should take effect. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".
  2. Click Reapply.
  3. Carefully read the pop up warning, and click Yes to proceed or No to cancel the re-applying of the template.
  4. Repeat this process for all providers and all locations if needed.
Version 14.10

Overview

Utilities > Manage Practice >  Schedule Templates

Follow these quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. Select a provider using the drop down box. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click on Search  or Insert Record to start a new template.

  1. If this is the first template you're creating for a provider, you will receive the following pop-up.  Click OK to start a new template.

  1. In the Description box, you may want to give the template a name.
  2. The Sort number will determine the order of the templates. The Sort number also determines how the templates will overlap. For example, sort 1 will always assume first position.

  1. Set the Start and End times. These settings will carry over from the Schedule Properties  see Set-up the Office Calendar Properties for additional information.
  2. Set the Appointment Time Increments (5, 10, 15 etc.)

  1. On the right under the calendar, use the Appointment Zone dropdown to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click on the Manage Template Zones button  to take a shortcut to Utilities > Manage Practice > Appointment Preferences > Template Zones.  Also, see Template Zones.

  1. Find the beginning time for that appointment zone.

  1. Double-click on the start time slot, then hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot or use the keyboard shortcut Ctrl+Del.
  • Right click to copy a slot or use the key board shortcut Ctrl+C.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.

Set the "Applied through" date

  1. Check off the specific weeks for this template.

  1. Use the Quick Pick button to select Check All Weeks, Uncheck All Weeks, Every Other Starting with WK1, or Every Other Starting with WK2.
  2. In the upper right hand corner, using the drop down select the Applied through date.


Typically the Applied through date coincides with how far in the future your schedule is open to. If you continue using schedule templates, you will need to return to the Schedule Template Editor and extend the Applied through date.
  1. Click on the Create Slots button button to begin the process.
  2. Click Yes to apply the template to the desired timeframe.
  3. The Applied through date will now be completed for that location.
  4. Return to the Schedule and Practice Workflow form by clicking on the Schedule button  to view the templates.

Setting the Reapply as of date

  1. Select the Reapply as of date. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".

  1. Click on the Reapply button , carefully read the pop up warning, and click Yes to proceed.

  1. Repeat this process for all providers and all locations if needed.

How do I extend a schedule template?

Overview

Path: Practice Management tab > Schedule Templates

This article provides quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. In the Staff field, click the drop-down to select the staff member for which you will create a schedule template. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click Search.
  3. If the staff member already has schedule templates created click the Add buttonto create a new template. If this is the first template you're creating for a provider, you will receive a message stating a new template will be started.  Click OK to start a new template.
  4. In the Description field, enter a name for the new schedule template.
  5. In the Sort field, select the sort number. This determines the order of the templates.
  6. Set the Start and End times. These settings carry over from the Schedule Properties but can be edited here if necessary.
  7. Set the Appointment Time Increments (5, 10, 15 etc.) and the Location for the template.

  1. On the right-hand side of the window, under the calendar, use the Appointment Zone drop-down to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click the Zones button to access the Appointment Types and Zones window. Also, see Template Zones.

  1. Double-click in the start time slot.
  2. Hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging the slot to cover the desired time slots.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot.
  • Right click to copy a slot.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.
  1. Select the checkboxes for the weeks this template should be applied to or use the Quick Picks button to:
  • Check All Weeks
  •  Uncheck All Weeks
  • Every Other Starting with WK1
  • Every Other Starting with WK2
  1. In the Applied through field, set the date the template should be applied through.

Typically the Applied through date coincides with how far in the future your schedule is open for scheduling. If you continue using schedule templates, you will need to return to the Schedule Templates Editor and extend the Applied through date.
  1. Click Apply.
  2. Click Yes to apply the template to the desired time-frame. The Applied through date will now be completed for that location.
  3. Return to the Schedule to view the template.

Setting the Reapply as of date

  1. In the Reapply as of field, enter the date the template should take effect. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".
  2. Click Reapply.
  3. Carefully read the pop up warning, and click Yes to proceed or No to cancel the re-applying of the template.
  4. Repeat this process for all providers and all locations if needed.
Version 14.10

Overview

Utilities > Manage Practice >  Schedule Templates

Follow these quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. Select a provider using the drop down box. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click on Search  or Insert Record to start a new template.

  1. If this is the first template you're creating for a provider, you will receive the following pop-up.  Click OK to start a new template.

  1. In the Description box, you may want to give the template a name.
  2. The Sort number will determine the order of the templates. The Sort number also determines how the templates will overlap. For example, sort 1 will always assume first position.

  1. Set the Start and End times. These settings will carry over from the Schedule Properties  see Set-up the Office Calendar Properties for additional information.
  2. Set the Appointment Time Increments (5, 10, 15 etc.)

  1. On the right under the calendar, use the Appointment Zone dropdown to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click on the Manage Template Zones button  to take a shortcut to Utilities > Manage Practice > Appointment Preferences > Template Zones.  Also, see Template Zones.

  1. Find the beginning time for that appointment zone.

  1. Double-click on the start time slot, then hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot or use the keyboard shortcut Ctrl+Del.
  • Right click to copy a slot or use the key board shortcut Ctrl+C.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.

Set the "Applied through" date

  1. Check off the specific weeks for this template.

  1. Use the Quick Pick button to select Check All Weeks, Uncheck All Weeks, Every Other Starting with WK1, or Every Other Starting with WK2.
  2. In the upper right hand corner, using the drop down select the Applied through date.


Typically the Applied through date coincides with how far in the future your schedule is open to. If you continue using schedule templates, you will need to return to the Schedule Template Editor and extend the Applied through date.
  1. Click on the Create Slots button button to begin the process.
  2. Click Yes to apply the template to the desired timeframe.
  3. The Applied through date will now be completed for that location.
  4. Return to the Schedule and Practice Workflow form by clicking on the Schedule button  to view the templates.

Setting the Reapply as of date

  1. Select the Reapply as of date. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".

  1. Click on the Reapply button , carefully read the pop up warning, and click Yes to proceed.

  1. Repeat this process for all providers and all locations if needed.

How do I re-apply a schedule template?

Overview

Path: Practice Management tab > Schedule Templates

This article provides quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. In the Staff field, click the drop-down to select the staff member for which you will create a schedule template. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click Search.
  3. If the staff member already has schedule templates created click the Add buttonto create a new template. If this is the first template you're creating for a provider, you will receive a message stating a new template will be started.  Click OK to start a new template.
  4. In the Description field, enter a name for the new schedule template.
  5. In the Sort field, select the sort number. This determines the order of the templates.
  6. Set the Start and End times. These settings carry over from the Schedule Properties but can be edited here if necessary.
  7. Set the Appointment Time Increments (5, 10, 15 etc.) and the Location for the template.

  1. On the right-hand side of the window, under the calendar, use the Appointment Zone drop-down to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click the Zones button to access the Appointment Types and Zones window. Also, see Template Zones.

  1. Double-click in the start time slot.
  2. Hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging the slot to cover the desired time slots.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot.
  • Right click to copy a slot.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.
  1. Select the checkboxes for the weeks this template should be applied to or use the Quick Picks button to:
  • Check All Weeks
  •  Uncheck All Weeks
  • Every Other Starting with WK1
  • Every Other Starting with WK2
  1. In the Applied through field, set the date the template should be applied through.

Typically the Applied through date coincides with how far in the future your schedule is open for scheduling. If you continue using schedule templates, you will need to return to the Schedule Templates Editor and extend the Applied through date.
  1. Click Apply.
  2. Click Yes to apply the template to the desired time-frame. The Applied through date will now be completed for that location.
  3. Return to the Schedule to view the template.

Setting the Reapply as of date

  1. In the Reapply as of field, enter the date the template should take effect. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".
  2. Click Reapply.
  3. Carefully read the pop up warning, and click Yes to proceed or No to cancel the re-applying of the template.
  4. Repeat this process for all providers and all locations if needed.
Version 14.10

Overview

Utilities > Manage Practice >  Schedule Templates

Follow these quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. Select a provider using the drop down box. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click on Search  or Insert Record to start a new template.

  1. If this is the first template you're creating for a provider, you will receive the following pop-up.  Click OK to start a new template.

  1. In the Description box, you may want to give the template a name.
  2. The Sort number will determine the order of the templates. The Sort number also determines how the templates will overlap. For example, sort 1 will always assume first position.

  1. Set the Start and End times. These settings will carry over from the Schedule Properties  see Set-up the Office Calendar Properties for additional information.
  2. Set the Appointment Time Increments (5, 10, 15 etc.)

  1. On the right under the calendar, use the Appointment Zone dropdown to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click on the Manage Template Zones button  to take a shortcut to Utilities > Manage Practice > Appointment Preferences > Template Zones.  Also, see Template Zones.

  1. Find the beginning time for that appointment zone.

  1. Double-click on the start time slot, then hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot or use the keyboard shortcut Ctrl+Del.
  • Right click to copy a slot or use the key board shortcut Ctrl+C.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.

Set the "Applied through" date

  1. Check off the specific weeks for this template.

  1. Use the Quick Pick button to select Check All Weeks, Uncheck All Weeks, Every Other Starting with WK1, or Every Other Starting with WK2.
  2. In the upper right hand corner, using the drop down select the Applied through date.


Typically the Applied through date coincides with how far in the future your schedule is open to. If you continue using schedule templates, you will need to return to the Schedule Template Editor and extend the Applied through date.
  1. Click on the Create Slots button button to begin the process.
  2. Click Yes to apply the template to the desired timeframe.
  3. The Applied through date will now be completed for that location.
  4. Return to the Schedule and Practice Workflow form by clicking on the Schedule button  to view the templates.

Setting the Reapply as of date

  1. Select the Reapply as of date. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".

  1. Click on the Reapply button , carefully read the pop up warning, and click Yes to proceed.

  1. Repeat this process for all providers and all locations if needed.

Why do I get out of bounds error when extending schedule template?

If you get an Out of Bounds error message when extending a schedule template, that is because the applied through date can only be advanced 6 months at a time. If the date range that you are trying to use exceeds six months out from the date it is currently set to, you will get an Out of Bounds error.

How do I update a Provider's legally changed name?

Overview

Prior to changing a provider's name in OP 14, you will want to be sure to contact any party that receives information from the provider either by name, or some numerical identifier. The order in which changes should be made would be best determined by the parties receiving the information. The best place to start with a legal name change for a provider is with the NPI Registry, but all entities should be contacted. This article will instruct you how to update the provider's name in OP 14 when it is determined the best time to do so.

Warning: Failure to contact all vendors or parties receiving information may result in rejections such as claim rejections or prescription rejections.

Staff/Provider Directory

  1. Navigate to Utilities > Manage Practice > Staff/Provider Directory. The Staff Directory window will open.
  2. Select the provider's name in the Staff name column. These are listed by location. If you do not see the provider you're looking for, either change the location or select the All checkbox. After selecting the provider, his/her information will appear in the right side of the window. 
  3. If you are not already there, click the Basic Info tab.
  4. Click the Edit Record button .
  5. Edit the following as appropriate:
  • First/middle name
  • Last name/suffix
  • Initials
  • Colloquial name
  1. Click the Provider Info tab, and edit the Signature name.
  2. Click the Post Edit button  to save your changes.

Address Book

The provider's name in the Address Book will be updated automatically once the Staff/Provider Directory entry is saved. However, it is still necessary to confirm the complete entry for the provider in the Address Book.

  1. Click Adr Bk on the Smart Toolbar. The Address Book window will open.
  2. Search for the provider by name or category.
  3. Select the provider entry.
  4. Click the Edit Record button.
  5. Review and edit the tabs as appropriate.
  6. Click the Post Edit button.
  7. Click Exit.
Note: It may also be appropriate to change the signature of the provider that has been scanned into OP. After removing the existing signature, click here to learn about scanning in a provider's signature.

 

How do I add a new location for my practice?

Before you add a new location in the OP software, please contact your Client Account Manager. Once you have consulted with your Client Account Manager, follow the links below to add a new location.

Some of the items to complete when adding a new location (or relocating an existing location) include (but are not limited to): 

  • Add the new location information to the Practices and Locations window.
  • Enable the multi-location feature.
  • Assign staff members to the new location (see step 11): Users will only be able to log into locations in which they have been assigned in the Staff/Provider Directory. 
Note: Users who have been assigned to multiple locations will be presented with a Choose Your Location box upon login. Users will only be presented with this box once per day. If users travel between locations in the same day, the location dropdown at the top of OP must be changed to the correct working location. This location field also impacts the Vaccine Inventory as immunizations are administered.    
  • Configure your Practice's schedule to include the providers who will see patients in the new location:
For additional reference to these topics, view the following videos:


Warning: Additionally, it should be noted that Practices and Locations function differently from one another in OP. A new Practice should only be added in the case where a different Group NPI will be a factor. Again, contact your Client Account Manager to best direct you during this process.

 






How do I print a Schedule Template?

  1. Navigate to the Schedule Template Editor (Utilities > Manage Practice > Schedule Templates).
  2. Select the Staff member whose Schedule Template you would like to print.
  3. Select the Template you would like to print.
  4. Click the Print button . The Schedule Report Options window will open.

  1. Complete the following:
  • Start and End times: the time range that you want to include on the Schedule Template printout.
  • Appt interval: the intervals in which you want to print. If your template is set to 10 minute intervals, set this field to also be 10 minute intervals.
  • Start and End columns: the columns are numbered by the day of the week. For example, if you choose 1 in the Start column field, Sunday will be the first column on the schedule template printout. The End column is the last column that will be included on the Schedule Template printout.
  • Columns/page: this is the number of columns (days) that appear on a page when the Schedule Template is printed out.
Note: To print a full week on one page, enter the following:
  • Start column: 1 (to start on Sunday)
  • End column: 7 (to end on Saturday)
  • Columns/page: 7
  1. Click Print.

How can I change the order of staff in lists?

To change the order in which staff appear in lists, the List # in the Staff/Provider Directory record may be modified. Referred to as List #, Sort #, or Sort Order throughout the system, these numbers should be unique to ensure that the expected order of items is generated. To modify a staff member's List #:

  1. Navigate to the Staff/Provider Directory (Utilities > Manage Practice > Staff/Provider Directory). The Staff Directory window will open to the Basic Info tab.
  2. Select a user from the left pane in the window.
  3. Click the Edit Record button.
  4. Modify the List #, as necessary.
Note: List number for one user should not be be the same as another user. Verify there are no duplicate list numbers by checking the list numbers of all other staff members.

How do I delete Staff from the Staff/Provider Directory?

Once a user is created in the Staff/Provider Directory, they can not be deleted, but they can be deactivated. Deactivating a user will remove them from drop-down lists where they may have previously been listed, such as in the To field of a message window.

Staff can be deactivated by following these steps:

  1. Navigate to the Staff/Provider Directory (Practice Management > Staff/Providers). The Staff Directory window will open to the Basic Info tab.
  2. Select a user from the left pane in the window.
  3. Click the Edit button.
  4. Deselect the ACTIVE checkbox.
  5. Save your changes.
Note: OP recommends placing the words "Do Not Use" in the First Name field of the user profile as an extra measure of precaution.

Why can't I see all of the Providers in the Clinical Work scope drop-down?

In order to see all Providers/Staff listed in the Clinical Work scope drop-down, each Provider/Staff member must be assigned to the location in which the user is logged into. If a user is not listed in the Scope drop-down: 

  1. Notice the Location selected in the upper right-hand corner of the ribbon.

  1.  Navigate to the missing Provider/Staff member's record in the Staff Directory: Practice Management tab > Staff/Providers.
  2. Verify the location(s) to which the user has been assigned. In the image below, the Provider is not assigned to the Primary Location, which is the location in which the user is logged into. This is what is preventing the Provider from showing in the Scope drop-down in the Clinical Work window.

  1. Edit the users profile, and add the location to the Provider/Staff record.
  2. Save the changes.
  3. Log out of OP and log off all sessions.
  4. Relaunch OP. The Provider/Staff member will now be displayed in the Clinical Work scope.

How do I copy a Provider schedule to a new location?

If the provider has Schedule Templates created you are unable to copy between locations. An alternative is to use the Slots feature on the Calendar, follow the instruction below. 

  1. Navigate to the Schedule confirming you have the Calendar radio button selected.
  2. Click the Office View tab.
  3. Click the Slots button.
  4. Click the drop-down and select the provider who's schedule to copy.

  1. Select the Week button.
  2. Right-click on the first slot and select Copy week.

  1. Click the location drop-down and select the location to copy the week to.
  2. Right click in a slot and select Paste week.

  1. Repeat the steps.

How do I remove a user from the To drop-down in a Message?

Inactive users are not displayed in drop-downs lists in OP. If you recently made a user Inactive in the Staff Directory, you must log out and back in after saving the change to see that the user's name was removed from the list.