CCC Appointments/Scheduling Web Display Presented by the Ambulatory Education and Systems Team: Irene Jordan, Amy Goldman, Geoff O’Hara, Jerry Amirault, Julie Rockwell, Patricia Cox, Charmaine Massey

OVERVIEW The web appointment display feature was designed to accommodate unique scheduling and appointment display needs. Before a department can use the Web Display, Ambulatory Education and Systems must be contacted to review the request and establish the clinic for use with the option. The information displayed on the web is driven by CCC Appointment Scheduling and the Provider Schedule options. The Web Display may be used to help determine the availability of a provider, room(s) or equipment resources. The user may display schedules by practice or by individual provider identity. The appointment is made in CCC using the appropriate scheduling option, (e.g. “B”ook, “L”ist or “Q”uick). Once an appointment or provider schedule edit is made, the web display must be "refreshed” to display a real-time view of a provider’s schedule. Based on the needs of your department, the web display may also reflect time blocked for OR, Rounds, and other activity codes. To ensure that the web display is meeting the specific needs of each clinic, set up and training must be arranged with the Ambulatory Education and Systems Team.

Web Display Highlights - Web Display is a web-based view of a provider or clinic’s schedule by day or week - For providers with more than one scheduling identity, appointments are color coded by clinic - Convenient access to additional appointment information. Just hover over or click on a patient’s name in the schedule for details such as check-in info, concurrently scheduled visits, referring MD. - Easy navigation between days using the Today button, date entry box, or color coded calendar o   Blue days = clinic days with patients scheduled o   White days = clinic days with no patients scheduled yet o   Gray days = No schedule -  Set up options to customize schedule view including show/hide name, mrn, visit type, appt length, appt start and end times;  fix start/end times for clinic day. -  Click on clinic name under patient in schedule and be brought to clinic view schedule and vice versa. -  Click on date in weekly view and be brought to the daily view. -  View visit disposition information. -  View non-patient blocks of time, including meetings, vacation time and schedule blocks. All system blocked holidays will automatically appear on the web display. -  Page has time stamp upper left corner reflecting when page was last updated (e.g. As of: 04/27/2007 09:52AM)

Accessing the Web Display: Step 1: The web display is accessible via the CareGroup web page at www.home.caregroup.org. Step 2: Select the “CareWeb” link. Step 3: At the bottom of the CareWeb screen select the “Scheduling/Appointments, By Clinic or Provider” link

Entering a Provider or Clinic Signing On At the login screen enter your CCC key. Entering a Provider or Clinic Schedules can be viewed in two ways: Schedule by Provider – Displays an individual providers daily or weekly schedule. Users may continue with previous selection or find a new provider. Schedule by Clinic – Displays the schedule for all providers associated with the clinic/provider set group. These schedules may be displayed daily or weekly. Users may continue with the previous clinic selection or go to a new clinic.

Set Up Preferences Each clinic has the ability to set up individual view preferences related to patient details, how the appointment is displayed and start and end times. Once a clinic is selected, the user may click on the “Set up” link to get to the preferences page as in the example below. “Set Up” link

Clinic Daily Web Display Click the refresh button frequently to ensure that the web display reflects the most current CCC data. Note the “As of Date & Time”. Available Time = White Not Available = Grey Activity Codes (Vacation, Rounds, OR, etc) = Color Comments appearing under the provider’s name originate from the basic schedule comment section in CCC provider schedules. If a provider is on call for the date being displayed, his/her name will appear in Red. If a comment is added to an activity code in CCC provider schedules it will appear on the display in the shaded box that represents that activity. The “Hide Patient Info” button displays the schedule without patient names. To ensure patient confidentiality, use this option when printing a schedule to be posted in patient care areas. To display details of a patient appointment, hover or click the patient name and the following window will appear. Navigation: To move quickly between dates, select a date from the mini calendar or enter the desired date in the “Today or” box. Select the “work week” button to view the clinic’s weekly schedule. XZMCT,ONE 1101383

Clinic Weekly Display Comments do not appear in the weekly display. If a provider is on call his/her name will appear in the grey shaded box next to the date. Non-OR visits will appear in Red. OR visits will appear in Blue Users can return to the Daily view by clicking the “Daily” button.

Schedule by Provider - Weekly View “Schedule by provider” displays an individual provider’s weekly schedule. If a provider has more than one identity used for scheduling,, all schedules can be jointly displayed. To do this, each provider identity must be linked to that providers real name in the CCC provider dictionary. Colors: Available Time = Each identity is assigned a color. Not Available = Grey Activity Codes (Vacation, Rounds, OR, etc) = Color The “HidePatient Info” button displays the schedule without patient names. To ensure patient confidentiality, use this option when printing a schedule to be posted in patient care areas. Activity code comments are entered in CCC provider schedules and displayed in all web views.

On Call Schedule Display Click “Modify” to edit the On Call Schedule for ANY month Users may review the month prior to or four months following the displayed month.

On Call Schedule – Users must have “w” access to edit On Call schedules Step 1: Click the name of the provider to be placed On Call. The provider name selected above will appear in this box Step 2: Click the Year, Month, and Day(s) for which the provider should be placed On Call. Step 3: Click the “Enter” button. Step 4: Sign key to save changes

General Comments General comments are entered in CCC provider schedules. At the “Edit” prompt type “C” for comment. Comments entered here will display beneath the provider’s name on the daily web display.

Activity Code Comments When a comment is entered at the “Activity Code” in CCC provider schedules it will appear on the display in the effected block of time.

Blocking a Provider’s Schedule Using Activity Code “OR” OR time is primarily scheduled through a system called Orbit. This information is also entered into CCC in order to prevent appointments from being scheduled as well as to display a complete view of a provider‘s schedule. The activity code “O”R should be entered into the provider’s schedule as an exception. It will appear on both daily and weekly schedules. When entering OR time into CCC, the user may enter the following information: Name Medical Record Number Procedure Comment .

Resources Ambulatory Education & Systems Team: Geoff O’Hara 667-1594 Amy Goldman 667-1590 Irene Jordan 667-1592 Jerry Amirault 667-1593 Patricia Cox 667-1585 Julie Rockwell 667-1599 Charmaine Massey 667-1557 Policy Questions: Your Supervisor