Epic Basic Appointment Scheduling Lesson 3 Epic Basic Appointment Scheduling

Epic Basic Appointment Scheduling In this lesson you will learn to: Make an appointment Confirm an appointment Exit the appointment desk

Epic Basic Appointment Scheduling This lesson covers how to make a basic appointment. The standard workflow would be: A phone call from an established or new patient. A visit to your practice by the parent. The request for an appointment from another source, e.g. a manager or a provider.

Epic Basic Appointment Scheduling Use the Appts button from the toolbar to open the patient lookup window. You can also click on the Epic button and select Scheduling/Appts . Enter the appropriate search criteria in the Patient Lookup window.

Epic Basic Appointment Scheduling Use the Appts button from the toolbar to open the patient lookup window. You can also click on the Epic button and select Scheduling/Appts . Enter the appropriate search criteria in the Patient Lookup window.

Epic Basic Appointment Scheduling Reminder: Always search for the patient using the established patient search criteria. The top three are: Known MRN 3,3 of the patient’s last and first name First 3 letters of the last name and DOB For a new patient, do a thorough search and ask appropriate questions. To create a new record, type the full name (last name,first name), gender and date of birth. Click “Find Patient” once prior to creating a new patient to assure the patient does not exist in the system. If the patient is still not found, click on “New”.

Epic Basic Appointment Scheduling If the patient is in the system, the Patient Select window appears. Confirm if it is the correct patient by verifying the name, date of birth, gender, and address. Open the appointment desk screen by clicking the Accept button.

Epic Basic Appointment Scheduling If the patient is not in the system, an error window appears. Click on Cancel to be returned to the Patient Look Up window where you can re-enter the search criteria.

Epic Basic Appointment Scheduling: Patient Header Located at the top of the Appointment Desk, the Patient Header is displayed throughout the appointment scheduling process. It includes the Patient’s name ID number Sex DOB Age HMRN Depending on location: Chartcare # Family # Chart Location

Epic Basic Appointment Scheduling: Patient Sidebar The Patient Sidebar provides detailed information about the patient. Users can open or close it as needed. If you are scheduling an appointment, you can open the sidebar to reference other information. Click the arrow to expand or close the Patient Sidebar.

Epic Basic Appointment Scheduling: Patient Sidebar Within the Patient Sidebar, you have access to several reports based on your Epic security. Each report includes hyperlinks that will open additional windows. Reports can be found in the top field of the sidebar.

Epic Basic Appointment Scheduling Much of the patient’s demographic and account-related information is centrally displayed on the Appointment Desk Display. Information displayed may include links to other tables. You can scroll down on the Appointment Desk Display to view additional information. Click the Resize button to resize your window. Click this button to save your sort order and column width headings. You can also clear your settings.

Epic Basic Appointment Scheduling On the Appointment Desk, click the Make Appointment button. This will take you to the “Make Appointment” window.

Epic Basic Appointment Scheduling On the ‘Make Appointment’ window, enter the 3 fields required for a basic appointment. Visit Type Provider Date   Click on the ‘Search’ button at the bottom of your screen to move the Provider Schedule.  Use the Schedule Scanner to help select the provider. Note: Use completion matching to speed up the appointment making process.

Epic Basic Appointment Scheduling: Scheduling Questionnaires If there are scheduling questionnaires set up for the visit type or the appointment department , they will appear as soon as a visit type is selected. Discuss the workflow at your office with your practice manager. Complete the questions. When you click Accept you can continue the scheduling process. Questionnaires may use features, such as: Quick Buttons for Yes/No responses or those with a category list of <= 5 choices. Question Details, denoted by a callout icon. Tooltips, which allow users to see the entire free text response with a truncated view by hovering over the field.

Epic Basic Appointment Scheduling: Scheduling Scanner The Schedule Scanner can be a helpful tool when selecting a provider for an appointment. It provides appointment percentage information for each provider on a given day, so physician’s appointments can be more evenly distributed.

Epic Basic Appointment Scheduling: Viewing Provider’s Schedule You can view the selected provider’s schedule and view information regarding: Time: Indicates the time slot. Pri?: A folder in this column indicates this is a private slot. If the space is empty, it is a public slot. MRN Name Visit Type Len Appt Notes Click the Refresh button to refresh your screen

Epic Basic Appointment Scheduling: Viewing Provider’s Schedule Once double clicked, the bottom portion of the screen fills in with the visit type, date, provider, time. Type in the reason for the visit in the Appointment Notes field. Click on the Schedule button at the bottom right corner to complete this screen. Note: Appt Notes should be as brief as possible. Only the first 39 characters will cross to Eclipsys as the complaint. The ampersand keyboard character (&) interferes with the interface to Eclipsys – use the plus sign (+) instead.

Epic Basic Appointment Scheduling: Appointment Review The Patient Appointment Information screen is the last screen in the appointment creation process. It allows for review and editing of patient demographic information such as name, address, telephone numbers, permanent and phone comments. This screen also provides jump access into Registration to complete the registration process. Click the Accept button to complete that appointment scheduling process and close the Patient Information screen

Epic Basic Appointment Scheduling To create another appointment, click on the Appt button to bring back the Patient Lookup screen. To recall the last patient record opened, use the equal sign (=), then press <Enter> twice to open. Use the Recent Patients tab to view the last 25 records opened.

Epic Basic Appointment Scheduling To create another appointment, click on the Appt button to bring back the Patient Lookup screen. Close the Appointment desk screen by using any one of the following methods: The X on the patient’s workspace tab The Close button on the upper right corner Using the keyboard keys Ctrl + W

Click on the clock to advance to Lesson 4. End of Lesson 3 Click on the clock to advance to Lesson 4.