1. Lesson 11: Epic Appointment Scheduling Viewing Options

2. Epic Appointment Scheduling Viewing Options, Expanding & Editing a Slot
Objectives:
In this lesson you will learn to:
─ Expand an appointment slot
─ Edit an appointment slot
─ Set Exceptions (time on hold, time off, day off)
─ Create Provider Messages

3. Expanding a Slot
To display details of the selected appointment, such as appointment length, schedule blocks and overbook capabilities, from the DAR or the Patient’s Appointment Desk, double click the appointment slot.
Unlike the DAR or Patient’s Appointment Desk, double clicking will not expand in the view Provider’s Schedule, where you must click once on the appointment slot and then right click to display a menu. Select the choice to “Expand” from this menu.

4. Expanding a Slot
The Expand window will display information about the patient’s appointment, such as, date/time, provider and visit type.
To view patient demographic information and information on who created an appointment, click on the patient hyperlink. This hyperlink is only available within the View Provider’s Appointment Schedule. Within the DAR or the appointment desk this information will automatically display.

5. Expanding a Slot
The Expand window will display who made, confirmed, checked in, checked out or canceled the appointment.

6. Epic Appointment Scheduling Viewing Options, Editing a Slot
Access to Editing a Slot is based on user security. It may be necessary to edit a slot to accommodate scheduled appointments.
When scheduling appointments you have the option to change the appointment length. This action alone may leave some available time on the schedule that is not adequate for an appointment.
By right clicking on the selected slot you have the ability to remove blocks, edit the open and overbook availability and change the slot from public to private or vice versa. Once you have entered your edits, click on the Accept button or enter Alt + A to complete the edit process.

7. Setting Provider Time On Hold
Unavailable time can be accessed by clicking one of three icons on the view provider schedule screen.
The lock and clock icon is for hold time, the clock is time off and the calendar is for setting the whole day off.
Setting a provider time on hold is available to those with the proper security. First, select the slot and then click on the appropriate icon.

8. Setting Provider Time On Hold
You can also access these options by selecting an appointment slot and right clicking.
The drop down menu has an Exceptions option, which when highlighted, will give you the Hold/Time/Day selections. Each selection will have a Set/Delete option.

9. Setting Provider Time On Hold
Putting a time or day on hold blocks scheduling for that day. This is useful for situations when a provider has tentative plans that may interfere with his or her schedule. You can change a held day to a day or time unavailable when the provider’s plans have been confirmed.
Setting a provider’s time on hold provides an optional comment field to indicate the reason for the time on “hold” listed on the schedule. If the comment field is left blank, the time will appear on the schedule as “On Hold”.
Note: Comments can be written to include up to 75 characters and cannot contain the caret (^) character.

10. Setting Provider’s Day Unavailable
Entering a day as unavailable blocks the entire day’s schedule.
This is useful for situations when a provider has scheduled vacation plans or emergent situations.

11. Setting Provider’s Day Unavailable
Setting provider’s day “Off” requires a reason. Click on the magnifying glass to choose from the selection list and click on the Accept button.

12. Setting Provider’s Day Unavailable
If the provider’s schedule has scheduled patients at a time that has now been set as unavailable, Epic will alert you to jump to the “Reschedule Report” in order to contact the patients to cancel and reschedule their appointments.

13. Epic Appointment Scheduling Viewing Options, Provider Messages
Messages can be created to appear on the Provider’s schedule on a daily basis or on a specific day and time, as needed.

14. Epic Appointment Scheduling Viewing Options, Provider Messages
You can access provider messages in Epic by selecting the Edit Provider Messages icon from the View Schedule activity toolbar.
Please note that in Epic provider messages can only be edited from the Search/View option All Times when in the provider’s schedule.
From the Schedule>Template option, single and multiple provider messages can be created and edited.

15. Epic Appointment Scheduling Viewing Options, Provider Messages
Daily Message
Daily messages appear on the provider’s schedule on the appropriate day of every week.
These messages appear at the top of the provider's schedule when you access Appointment Entry, View Schedules, Staff Daily Schedule, and Staff Appointments reports.

16. Epic Appointment Scheduling Viewing Options, Provider Messages
Message By Date
Messages By Date appear at the top of the provider's schedule display on the date specified in Appointment Entry, View Schedules, Staff Daily Schedules and Staff Appointments reports.

17. Epic Appointment Scheduling Viewing Options, Provider Messages
Daily Timed Message
Daily Timed Messages appear in the provider's schedule in Appointment Entry, View Schedules, and the Staff Daily Schedules report at the time and on the day of the week specified.

18. Epic Appointment Scheduling Viewing Options, Provider Messages
Message By Date and Time
Messages By Date and Time appear in the provider's schedule in appointment entry, View Schedules, and the Staff Daily Schedules report at the time and on the date specified.

19. Epic Appointment Scheduling Viewing Options, Provider Messages
General
Message will appear each day as the first entry on the Provider’s schedule.