1. CHAPTER © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11 Scheduling

2. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Learning Outcomes When you finish this chapter, you will be able to: 11.1 List the four main areas of the Office Hours window. 11.2 Demonstrate how to enter an appointment. 11.3 Demonstrate how to schedule a follow-up appointment. 11.4 Demonstrate how to search for an available time slot. 11.5 Demonstrate how to book an appointment for a new patient. 11.6 Demonstrate how to book repeating appointments. 11.7 Demonstrate how to reschedule an appointment. 11-2

3. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Learning Outcomes (Continued) When you finish this chapter, you will be able to: 11.8 Demonstrate how to create a recall list. 11.9 Demonstrate how to enter provider breaks in the schedule. 11.10 Demonstrate how to print a provider’s schedule. 11.11 Demonstrate how to create an overdue balance report for upcoming appointments. 11-3

4. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Key Terms Office Hours break Office Hours calendar Office Hours patient information provider’s daily schedule provider selection box 11-4

5. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.1 The Office Hours Window 11-5 Medisoft provides a special program called Office Hours to handle appointment scheduling The Office Hours program has its own window, including its own menu bar and toolbar

6. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.1 The Office Hours Window (Continued) 11-6 Office Hours contains four main areas: 1.The provider selection box, located at the far-right end of the toolbar, is used to select a provider 2.The provider’s daily schedule, shown in the right half of the screen, is a listing of time slots for a particular day for a specific provider 3.The Office Hours calendar is used to select or change dates 4.The area just below the calendar contains Office Hours patient information about the patient who is selected in the provider’s daily schedule

7. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.1 The Office Hours Window (Continued) 11-7 The four main areas of Office Hours

8. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.2 Entering Appointments 11-8 To enter an appointment in Office Hours: –Select the provider for whom the appointment is being scheduled –Choose the date of the desired appointment –Appointments are then entered by clicking the Appointment Entry shortcut button or by double- clicking in a time slot on the schedule

9. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.2 Entering Appointments (Continued) 11-9 Time slots on the schedule

10. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.2 Entering Appointments (Continued) 11-10 To enter an appointment (continued): –After selecting a time slot, the New Appointment Entry dialog box is displayed, which contains information about the patient and the appointment, such as: ▪ Chart No.▪ Name▪ Phone Nos. ▪ Resource▪ Note▪ Case ▪ Reason▪ Length▪ Date ▪ Time▪ Provider▪ Repeat

11. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.2 Entering Appointments (Continued) 11-11 After the New Appointment Entry dialog box is completed, clicking the Save button enters the information on the schedule Exercise 11-1 page 384 Exercise 11-2 page 385 New Appointment Entry dialog box

12. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.3 Booking Follow-Up Appointments 11-12 To search for a future appointment in Office Hours, use the Go to a Date shortcut button on the toolbar –The Go to Date dialog box is displayed, allowing the user to search by days, weeks, months, and years from the currently selected date

13. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.3 Booking Follow-Up Appointments (Continued) 11-13 Use the five options in the Go to Date dialog box to choose a future date –After a future date option has been selected, clicking the Go button closes the dialog box and begins the search –The future date is located and that date’s calendar schedule is displayed Exercise 11-3 page 387 Exercise 11-4 page 388

14. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.4 Searching for Available Time Slots 11-14 The Find Open Time dialog box is used to search for the next available appointment, with filters for length of appointment, and acceptable hours and days of the week Exercise 11-5 page 388 Exercise 11-6 page 389

15. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.5 Entering Appointments for New Patients 11-15 Appointments can be scheduled in Office Hours before patient information is entered in Medisoft –To book the appointment, double-click in the schedule and key the patient’s first and last name in the blank box to the right of the Chart box It is possible to enter an appointment before a chart number has been assigned to a patient Exercise 11-7 page 390

16. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.6 Booking Repeated Appointments 11-16 Some patients require appointments on a repeated basis The Repeat Change button at the bottom of the New Appointment Entry dialog box is used

17. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.6 Booking Repeated Appointments (Continued) 11-17 The Repeat Change feature is used to schedule repeated appointments on a daily, weekly, monthly, or yearly basis Exercise 11-8 page 392

18. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.7 Rescheduling and Canceling Appointments 11-18 Changing an appointment is accomplished with the Cut and Paste commands on the Office Hours Edit menu –Cut the appointment from the old time slot and paste it in the new one Appointments can be canceled and not rescheduled simply by using the Cut command A right-click on the mouse will also display a pop-up menu with these options Exercise 11-9 page 393

19. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.8 Adding a Patient to the Recall List 11-19 When patient appointments are scheduled well in advance, it is practical to set up reminders In Medisoft, a recall list can be created and maintained by clicking Patient Recall on the Lists menu The Patient Recall List dialog box is displayed –Patients can also be added to the recall list by clicking the Patient Recall Entry shortcut button on the toolbar

20. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.8 Adding a Patient to the Recall List (Continued) 11-20 The Patient Recall List dialog box organizes the recall information in a column format

21. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.8 Adding a Patient to the Recall List (Continued) 11-21 Add patients to the recall list by clicking the New button in the Patient Recall List dialog box or by clicking the Patient Recall Entry shortcut button –The Patient Recall dialog box is displayed, completed and then saved Exercise 11-10 page 397

22. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.9 Creating Provider Breaks 11-22 The Office Hours break is a block of time when a physician is unavailable for appointments with patients –This feature is used so that appointments are not booked when a physician will be unavailable Physicians are sometimes unavailable due to personal or work-related reasons

23. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.9 Creating Provider Breaks (Continued) 11-23 To set up a break for a listed provider, click the Break Entry shortcut button –The New Break Entry dialog box will appear, where the information is entered, and saved Exercise 11-11 page 399

24. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.10 Printing Schedules 11-24 To view a list of all appointments for a provider for a given day, click Appointment List from the Office Hours Reports menu –The report can be previewed on the screen, and then printed, or sent directly to the printer by clicking the Print Appointment List shortcut button Various buttons are used to view the schedule at different sizes, move from page to page, print the schedule, and save the schedule as a file Exercise 11-12 page 401

25. © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 11.11 Creating an Overdue Balance Report for Patients with Appointments 11-25 It is much easier to collect on overdue accounts when the patient is in the office, rather than by phone or mail In Medisoft, the Appointment List with Remainder Balance report provides account balance information Exercise 11-13 page 401