1. Lesson 8: Epic Appointment Scheduling Wait List

2. Epic Appointment Scheduling Wait List
In this lesson you will learn to:
─ Place a patient on a Wait List.
─ Recognize when the patient is already on a Wait list.
─ Make an appointment from the Wait List

3. Epic Appointment Scheduling Wait List
The Wait List will allow you to place patients who request a currently non- available appointment time to be placed on a wait list for notification if an appointment does become available at the requested time.
When an opening becomes available due to cancellation, Epic will alert you to contact patients on the list.

4. Epic Appointment Scheduling Wait List
Features:
A wait appointment contains the same information as a regular appointment (provider, department, visit type).
Additional information such as what days/times work best for the patient and how long he wants to remain on the wait list is also recorded.
Epic allows you to add, delete or edit a patient’s wait appointments and print the list.
You can place a patient on the Wait List from the Appointment Desk for the patient or from the Patient Options menu.

5. Epic Appointment Scheduling Wait List
Workflow Process:
Patient asks to be placed on the Wait List.
Define the wait list appointment needs.
Access the patient’s record.
Complete the Wait List appointment information screen.

6. Epic Appointment Scheduling Wait List
To display the Wait List Appointments for your patient, click on the Pt Wait List button on the toolbar. In addition, you can click on the Patient Options button and select Wait list from the drop down list.

7. Epic Appointment Scheduling Wait List
Any currently existing waitlist appointments for the specified patient will display.
You can also add the patient to a waitlist from this screen.
Current Waitlist Appointment

8. Epic Appointment Scheduling Wait List
Completing the Wait Appointment Screen:
The assumption here is that, if a patient wants to be added to a wait list, he will schedule an appointment for a time in the future, but will still want to be notified if something earlier opens up for the same kind of appointment with the same provider.

9. Epic Appointment Scheduling Wait List
Completing the Wait Appointment Screen:
The following will fill in automatically: the current date in the Start Date field, "Pending" in the status field, and your login department as the first department.

10. Epic Appointment Scheduling Wait List
Completing the Wait Appointment Screen:
Complete the wait list request by adding the Visit Type, Priority, Provider and appointment notes.

11. Epic Appointment Scheduling Wait List
Epic will display the provider(s) names listed from the previous screen. The following options will be available on the Wait List toolbar.

12. Epic Appointment Scheduling Wait List
Button
Feature Description
Sched
Click Sched to schedule the selected wait list appointment. Clicking this button will take you into the appointment entry process. When you are finished, you will return to the Patient Wait List form.
When you schedule an appointment from the wait list, and a future appointment with the same visit type exists for the patient, you are prompted to cancel the future visit.
Expand
Click Expand to view Expanded Information for the selected wait list appointment.
Add
Click Add to create a new wait list appointment
Edit
Click Edit to edit the wait list appointment.

13. Epic Appointment Scheduling Wait List
Remove
Click Remove to delete a wait list appointment from this list.
Remember that if you originally put the patient on the wait list for multiple providers, deleting this wait list appointment removes the patient from the wait list for all the providers you listed.
Note: During End of Day Processing, the system automatically deletes patients from the wait list based on the expiration date.

14. Epic Appointment Scheduling Wait List
Copy
Click Copy to copy information from this wait list appointment into another wait list appointment.
Message
Click Message to attach a message to the wait list appointment or to view/edit an existing message.

15. Epic Appointment Scheduling Wait List
Patients on the wait list will have a Wait List tab displayed on the Appointment Desk next to the Future/Past appointments.

16. Epic Appointment Scheduling Wait List
Schedule from Wait List Report
Epic gives you the ability to schedule patients from the Schedule Wait List report. When an opening(s) occurs in the schedule, you will want to go to the wait list and schedule appointments from it if possible.
Alternately, you may be prompted to jump to the Schedule Wait List window after canceling an appointment that is not rescheduled.
Epic recognizes that a new opening has occurred with the cancellation, and is asking if you want to try to schedule a patient from the wait list into that opening.

17. Epic Appointment Scheduling Wait List
Schedule Wait List Report
The Schedule Wait List report displays in a split screen.
The top portion of the screen displays the patients on the Wait List.
The bottom portion of the screen displays the Open Slots and Blocks for the requested provider(s).

18. Epic Appointment Scheduling Wait List
Schedule Wait List Report
The Schedule Icon will allow you to schedule the highlighted patient and appointment. If the patient called declines the appointment offered, you can offer the appointment to other patients listed on the bottom portion of this screen