Tracking Schedule

Version 20.11

About Tracking Schedule

Path: Clinical, Practice Management, or Billing tab > Schedule button > Tracking radio button

Tracking is used for different workflows throughout a practice. It is typically used by the Clinical and Provider staff to initiate a Visit or to view the progress of a patient’s appointment. Billing staff also manages most daily charge posting from the Tracking Schedule window. The Show Billing Panel checkbox can be selected or deselected to show or hide charge/billing information. Each user can determine which columns are displayed in their Tracking view.

NoteIf your practice has multiple locations, all rooms must be associated with a respective location. You are not able to reuse the room numbers.

Tracking Schedule Map

Number
SectionDescription

1

DateThe Date field selects the date for appointments to be tracked.

2

Show TasksThe Show Tasks radio buttons determine the Tasks and count and for each patient.

3

Other Window Options
  • Expand Grid: expands the grid by the grouping set in the gray bar located above the grid.
  • Auto refresh: refreshes the window as changes are made.
  • Exclude checked out: removes patients who have been Checked Out from the grid.
  • Exclude not checked in: removes patients who have not yet checked in for their appointment. In combination with the above option of Exclude checked out, the practice can see a complete list of the patients currently in the office.
  • Show billing panel: displays the Billing Panel where routine charge posting is typically completed.

4

Action buttons
  • Print: prints the displayed tracking grid.
  • Validate: validates the insurance for all the appointments in the tracking grid.
  • Statements: prints family statements for all the patients on the schedule.
  • Update Portal Accounts: polls the InteliChart Patient Portal and updates the Portal Account column with the most up-to-date portal status for each patient. If a patient on the schedule is not found in the portal, an error including the patient number is displayed. Once you click OK in the error, the update resumes.  
  • Confirm and Send Message: (not displayed in image; only available when using PMX)
5
Calendar and Tracking radio buttonThese radio buttons are used to toggle between the Calendar view and the Tracking view of the Schedule.
6
Tracking GridThe Tracking grid displays all the patients that are on the schedule for the selected date. The grid displays appointment information in columns. Users may select which columns they want to show or hide. For steps on how to do this in OP, click here. Some of the columns most commonly shown include: Time, Patient, Appointment Reason, Arrival Time, Room, Visit Status, Tasks, and Billing Status, but the importance of the shown columns will depend upon the user. Additionally, other columns such as Curbside and Portal Account can be displayed as they are relevant to features the practice uses. The view of a user's Tracking tab can be saved as a preference by clicking the Save Active Form button located in the Personalize tab.
Version 14.19

About Tracking Schedule

Path: Clinical, Practice Management, or Billing tab > Schedule button > Tracking radio button

Tracking is typically used by the Clinical and Provider staff to view a patient’s progress in the office. A patient’s progress is tracked in stages. It is important to know exactly where a patient is at all times during a visit. Patient Tracking Stages will allow everyone to see what stage the patient is on during the visit. Each entry in the Patient Tracking Stages list has an associated virtual stage. If populated, the system will automatically advance the tracking stage as nurses and doctors open the encounter note.

Note: If your practice has multiple locations, all rooms must be associated with a respective location. You are not able to reuse the room numbers.

Tracking Schedule Map

Number
SectionDescription

1

DateThe Date field selects the date for appointments to be tracked.

2

Show TasksThe Show Tasks radio buttons determine what patients are displayed in the tracking grid based upon the selected department.

3

Show Billing ReconciliationSelecting the Show Billing Reconciliation checkbox opens the Billing Reconciliation window where payments can be applied, payers can be changed, insurance can be updated, and charges can be posted/displayed.

4

Print buttonThe Print button prints the displayed tracking grid.

5

Validate buttonThe Validate button validates the insurance for all the appointments in the tracking grid.

6

Statements buttonThe Statements button prints family statements for all the patients on the schedule.
7
Tracking gridThe tracking grid displays all the patients that are on the schedule for the selected date. The grid displays appointment information in columns. Users may select which columns they want to show or hide. For information on how to do this in OP, click here.  Some of the columns most commonly shown include Time, Patient (whole name including alternate first name as set in the Register), Appointment Reason, Arrival Time, Room, Visit Status, Tasks, and Billing Status but the importance of the shown columns will depend upon the user. The view of a user's Tracking tab can be saved as a preference by clicking the Pref button on the Smart Toolbar.
8
Confirm buttonThe Confirm button opens the Patient Message eXchange in order to send messages to all unconfirmed appointments. This button is not visible when OP Notify is enabled.
9
Send Message buttonThe Statements button prints family statements for all the patients on the schedule.