Lesson 6: Epic Appointment Scheduling Advanced Appointments Sequential Joint Recurring This material contains confidential and copyrighted information of Epic Systems Corporation © Epic Systems Corporation – Confidential

Epic Appointment Scheduling Advanced Appointments In the next 3 lessons you will learn to: ─ Create Advanced Appointments ─ Identify the different Advanced Appointments on the appointment desk The first lesson will be on Joint Appointments

Epic Advanced Appointments Scheduling an appointment is the most basic and essential function that you can perform in Epic. However, Epic also allows you to schedule appointment types that are more complex than basic appointments. The main difference between all of the complex appointment types and basic appointments is what you specify when defining the appointment on the Make Appointment window.

Epic Advanced Appointments There are three types of complex appointments in Epic: Joint Appointments – Two or more providers see the patient during one visit. Sequential Appointments – Two or more visits on the same day. Recurring Appointments – Creating multiple appointments on a recurring basis.

Epic Advanced Appointments Workflow Process Patient calls or presents and requires an advanced appointment type to be scheduled. Identify the advanced appointment type. Identify the provider(s) and or resource(s) required for the appointment.

Epic Advanced Appointments Joint Appointment: If the patient needs to see more than one provider for an appointment, you must schedule a joint appointment so that both providers are booked for the appointment.

Epic Advanced Appointments Joint Appointment: A simple joint appointment has only one visit type. However, for any joint appointment, the times selected must be the same, overlap, or touch for all providers/resources required. Joint appointments can have no gap in the selected times. If there is a gap, the appointments are instead considered to be Sequential appointments.

Epic Advanced Appointments Joint Appointment: Select the Visit Type, and enter the names of the providers the patient will see. Place a checkmark within the “Joint Times” box. This will gray out any unavailable time on either provider’s schedule.

Epic Advanced Appointments Joint Appointment: Select the appointment time slots. Remember that Joint Appointments require that the two slots must be at the same time, or at least touching.

Epic Advanced Appointments Joint Appointment: To select the time slot, double click it or click once and press Enter. Type in the reason for the visit in the Appts Notes field. Click on the other appt notes field and the note will be automatically inserted into the second appointment slot and can be changed if needed.

Epic Advanced Appointments Joint Appointment: Once the reason for the visit is noted in the Appts Notes, click on the schedule button to review the appointment with the parent.

Epic Advanced Appointments Joint Appointment: The Account Selection screen appears to review the Account and Coverage. The Appointment Review screen displays the names of both providers on the same appointment Date/Time/Department level. This screen will “Hold” the appointment for two minutes allowing for sufficient time to review the information with the parent. Waiting beyond the two minute period without clicking the Accept button will make this appt available to other staff members.

Epic Advanced Appointments Joint Appointment: Once you update and accept the patient’s appointment information screen, Epic displays the joint appointment on the appointment desk. Note that the Joint appointment, because it contains the names of both providers, is twice the size of the regular appointment.