Register/Schedule/Check In/Check Out FAQs

How do I reset a patient visit status for an appointment?

Right click on the patient's appointment from Tracking and select Clear All Fields.


How do I get appointments to show on tracking screen?

Path: Smart Toolbar > Schedule button > Calendar tab

Overview

This page will instruct you on making an appointment on the schedule.


If you are making an appointment for a new patient who has not been registered yet, you must register the patient first before an appointment can be made. Follow these steps: Registering a New Patient.

Making an Appointment

  1. Click on a time Slot. 

  1. Double-click on the time Slot to add an appointment. 


  1. Find the patient using the Search box  .
  2. Enter the Appointment Reason: The patient's chief complaint.  This list is populated based on the Template Name of all Symptom Templates and Well Visit Templates that are available in OP. 
  3. Enter the Appointment Type: What type of visit is this (sick, well, recheck, etc)? The appointment type must be selected in order for the patient to appear on the tracking screen.
  4. Click the Save button at the bottom of the Add/ Edit appointment screen.

   Schedule and Practice Workflow: Add/Edit Appointment

Version 14.9
Path: Smart Toolbar > Schedule button > Calendar tab

Overview

This page will instruct you on making an appointment on the schedule.


If you are making an appointment for a new patient who has not been registered yet, you must register the patient first before an appointment can be made. Follow these steps: Registering a New Patient.

Making an Appointment

  1. Click on a time Slot. 

  1. Double-click on the time Slot to add an appointment. 


  1. Find the patient using the Search box  .
  2. Enter the Appointment Reason: The patient's chief complaint.  This list is populated based on the Template Name of all Symptom Templates and Well Visit Templates that are available in OP. 
  3. Enter the Appointment Type: What type of visit is this (sick, well, recheck, etc)? The appointment type must be selected in order for the patient to appear on the tracking screen.
  4. Click the Save button at the bottom of the Add/ Edit appointment screen.

   Schedule and Practice Workflow: Add/Edit Appointment

How do I see list of patients past and future appointments?

About Search for Appointments

Path: Smart Toolbar > Schedule button (F7) > Keyword Search of Schedule button

The Search for Appointments window locates appointments for a specific patient or date.

Note:  Please note that 'Deleted' appointments off the schedule will not appear in this list, nor will 'Rescheduled' appointments.

Search for Appointments Map

Number

SectionDescription

1

Search CriteriaThe Search criteria locates appointments for a specific patient or date. Keywords can also narrow the search.

2

Appointment DetailsThe Appointment details information appears in this location for a selected appointment. Details include patient name, date, time, provider, and location.

3

Appointment listThe appointment list displays the list of appointments based upon the selected search criteria.

How do I unlink siblings?

  • To unlink patients socially: deselect the checkmark in the Res? column in the Contacts tab of the Patient Register window.
  • To unlink patients financially: change the Guarantor at the top of the Insurance tab in the Patient register window. 
  • To unlink patients genetically: change the genetic parent(s) indicated in the Patient Chart > History tab > Family History tab.

For information on the fields in OP 14 that link patients, click here.

How can I see who scheduled an appointment?

To see who scheduled an appointment:

  1. Open the Schedule and Practice Workflow window by clicking on the Sched button.
  2. Navigate to the appointment on the Schedule.
  3. Double-click the appointment to open the Add/Edit Appointment window. 
  4. In the lower-left corner of the Add/Edit Appointment window, you will see the initials of the person who scheduled the appointment in addition to the date and time of scheduling.


How do I copy the setup of one schedule tab to another?

You can choose to save the properties of a selected schedule tab as the default for your calendar and apply it to other calendar tabs. To do so:

  1. Navigate to the schedule tab that you would like to copy to another tab.
  2. Click the Schedule Properties button .
  3. After making any necessary edits to the properties, click Save as Default.
  4. Click Yes in the confirmation window to store the settings as the template.
  5. Click OK to exit the Schedule Properties window and return to the Highlighted Calendar window.
  6. Select the schedule tab where you would like to apply the saved default properties.
  7. Click the Schedule Properties button.
  8. Click Reset.
  9. Click Yes to reset the schedule settings to default values.
  10. Click OK to exit the Schedule Properties for Highlighted Calendar window.

How do I display the Exclude Billing Complete checkbox on the Tracking Window?

To show Exclude Billing Complete on the Tracking window, you want the Calendar tab to be set to Billing Stage.  Once selected, the Exclude Billing Complete checkbox will appear in the Tracking tab. To do this:

  1. Click the Sched button.
  2. Select the Calendar tab.
  3. From the Calendar tab, select Billing stage in the Status color field.

  1. Click the Tracking tab. The Exclude Billing complete checkbox is visible.

  1. Click the Pref button on the Smart Toolbar to save this as your preferred setting.

How do I sort patient contacts?

To re-sort the order of a patient's contacts, follow these steps:  

  1. Click the Register (Rgstr) button on the Smart Toolbar to open the patient Register.
  2. Search for and select the patient whose contacts you would like to re-sort.
  3. Click the Contacts tab.
  4. Select the contact you'd like to move up or down in the sort order.
  5. Use the up and down arrows to move the contact up or down in the sort-order list.
  6. Click the Fix Sort button
  7. Review the Information box.
  8. Click OK.

How do I create a Wave Schedule in OP?

In order to create a Wave Schedule, you must first review the Template Zone setup for your Practice. You will want to ensure that you have the following:

  • An Appointment Zone that will be used for the first wave of scheduling called whatever your Practice determines will be the format. For example, if you will double book at the top of the hour with a Sick and a Well Visit, call the Zone Wave 1: 1 Sick, 1 Well.  
  • An Appointment Zone for each other Wave of scheduling. For example, Wave 2, Wave 3, etc. You may also include in the name of the zone how many appointments should be scheduled there to assist your scheduling staff.
    • The Zone color for these particular zones should be different than that of your other Appointment Zones and unique from one another. This color difference will visually help the scheduling staff so that the zones do not appear to overlap.
    • The Protection Status should be set to Not Protected.
      • You may select Owner Protected if a particular wave should only be scheduled in by an Administrator or the schedule owner. 
    • The Purpose should be set to Any Encounter unless your Practice wishes to track the amount of slotted time delegated to Wave scheduling. You may create a Zone Purpose called Wave Scheduling specifically to calculate this by going to the Zone Purpose tab.
    •  The Max Appts should be set according to how many appointments are allowed to be scheduled at the same time. For Wave 1, select 2 so that no more than 2 appointments are scheduled. For waves where only one appointment may be scheduled, select 1. Setting the Max Appts to zero applies no limit to the number of appointments that may be booked in one time slot. Only Practice Administrators or the individual who owns the calendar can override the Max Appt setting at the time of scheduling.

Then, you need to apply the Template Zones to slots in your calendar. For more information on using slots, click here.

Your schedule will look like the image below, once appointments have been scheduled.

Note: In order for the concept of Wave or Modified Wave Scheduling to be successful in your practice, be sure to review with your scheduling staff the meaning of all of the zones you have put into place. Wave scheduling may require the scheduling staff to modify the appointment time that is confirmed with the parent or patient. 


How do I change a patient status in the register?

A patient may be discharged, transferred, or become deceased. This would require your practice to change the patient status. To change a patient status:

  1. Click the Register button.
  2. Search for and select the patient. 
  3. Click the Status dropdown and select the appropriate status from the Status list.


Why are there appointments in the Not Assigned column?

Appointments appear in the Not Assigned column when a user's calendar view does not include all of the schedule columns.


Select the Not Assigned checkbox to view the Not Assigned column.