Action Column Functions

Select Patient
Inquiry
Scan
Multi-Scan
On Call
Wait List
Check In/Out
Morning View
Afternoon View
Refresh
Doctors
Locations
Print
Make Default View
Load Default View
Expand All/Collapse All

Select Patient
With the Select Patient function you can select the patient account you need to schedule an appointment.

This function works the same as the standard Patient Look-up function where the patient referral file and the registered patient file will be automatically check . In addition, it will also search the deleted patient file to see if there are any accounts that match your search criteria. If any matches are found in the patient referral file (pre-registered patients), they will be listed first with an '(R)' in front of the name. If any matches are found in the registered patient file, they will be listed next with the account number. Finally, if any matches are found in the deleted patient file, they will be listed with a '(D)' in front of the name.
If you select a patient account that has a Alert message stored on their account in the DMS Alert Record, the Alert message will display. The Alert message must be selected to display within Scheduling and the Alert User check box must be selected in the Billing screen.
If you select an existing patient account and it has appointments scheduled within the number of Days for Future Review held in the Scheduling System Integration, the Inquiry Screen will automatically be displayed.
- You can control which appointments will be displayed when the Inquiry screen is displayed from within the Select Patient function, with the Display Future or All field in the Scheduling System Integration function. Whether you select to display 'Future' or 'All' appointments, the quantity of future appointments displayed will be limited to the ones scheduled within the number of days specified in the Days for Future Review field.
- If you select to display 'All' appointments, you can limit the quantity of past appointments that display using the Days for Prior Review field in the Scheduling System Integration function.
When you select a patient account that has a future Recall, the Inquiry screen will automatically be displayed and the Recalls will be listed in the bottom section of the screen. Any recalls that are stored for the current date plus 30 days prior and every future recall will display in the Recall section.
If you select a patient that is currently in a Post-op period, a message will display notifying you. The Number of Days for Post-Op field is stored in the CGM webPRACTICE Integration Options function.
If you select a patient that is currently in a Billing Group or Collection Status that has either the Level 1 or Level 2 option selected in the Lock-out Appointments field, the standard lock-out message displays or the Lock-out Comment for the Billing Group or Collection Status displays, if one is entered. When you select the time slot to schedule the appointment, you need to type the Lock-out Password, stored in the Scheduling System Integration, to continue scheduling the appointment. If the Warn option is selected in either table, the standard lock-out message or the Lock-out Comment displays, if one is entered.
If you select a patient that is currently in the Wait List, the text for the Wait List function in the Action Column will change to a blue font color.
If you select a registered patient and they have not had an E/M charge posted within the number of Days for Acct Review held in the Scheduling System Integration, the Last Visit information in will display in red font in the Patient Information Section.

Inquiry
You can view appointment activity for a patient using the Inquiry function. It will provide a list of past, future, deleted, and rescheduled appointments and recalls stored on a patient's account by clicking Inquiry in the Action Column on the Main Scheduling Window. You will first need to select the patient using the Inquiry Patient Look-up function.

Inquiry Patient Look-up

Will only search patients that have been previously entered into the Schedule.
Limited to searching by Account Number, Last Name, and First Name. The remaining patient look-up fields are inactive. When you look up a patient by name, it is not necessary to type in the entire name. You may type just two or more letters of the last name, or the entire last name if you prefer. As CGM webPRACTICE checks its index for names that begin with the letters entered, it looks for not only patient names but also guarantor names. All matching names are listed.
This function works the same as the standard Patient Look-up function where CGM webPRACTICE will automatically check the patient referral file and the registered patient file. In addition, it will also search the deleted patient file to see if there are any accounts that match your search criteria. If any matches are found in the patient referral file (pre-registered patients), they will be listed first with an '(R)' in front of the name. If any matches are found in the registered patient file, they will be listed next with the account number. Finally, if any matches are found in the deleted patient file, they will be listed with a '(D)' in front of the name.
Provides you with the option to assign an account number if you select a Referral Patient. If appointments have been scheduled for a referral patient that also has a separate registered account number, you can assign the referral account the same number as the registered account and all the appointments will be merged onto the registered account.
You can limit the quantity of past appointments that display when performing an appointment inquiry using the Days for Prior Review field in the Scheduling System Integration function.
You can select which format you want to automatically display when performing an appointment inquiry using the Inquiry Format Default field in the Scheduling System Integration function.
The Action column functions for Today's Schedule, Normal Lookup, and Accessed Today are inactive in Inquiry Patient Look-up.

When the Appointment Inquiry screen displays, it lists the most recent appointments first. NOTE: The Delete/Reschedule Comment column contains the comment entered when the appointment was rescheduled or deleted. If the appointment was deleted from Edit Doctor Schedules function, 'Deleted Through Doctor Edit' appears in this column.

You can access the Appointment Details for any appointment listed in the Appointment Inquiry screen. To select an appointment, click anywhere in the row containing the appointment information. For information on the data contained in the Appointment Details screen, see Details

If the patient has any recalls that are stored for the "current date plus 30 days prior" or any future recalls, they will be listed in the Recall section in the bottom portion of the Inquiry screen. You can select a recall and Delete it or Mark a Recall as Worked. The purpose of marking a recall as 'worked' indicates the patient has already made an appointment and the recall should be closed. When a recall is 'closed' it will no longer be included in the recall list to print a recall card or letter. To select a recall, click anywhere in the row containing the recall information.

Inquiry Action Column Functions:

Select Patient - You can access the Inquiry Patient Look-up function to select another patient.
Appointments Only - Refreshes the display to only list appointments that have not been deleted or rescheduled.
Deletions Only - Refreshes the display to only list appointments that have been deleted.
Reschedules Only - Refreshes the display to only list appointments that have been rescheduled.
Show All Activity - Refreshes the display to list all appointments, including deletions and reschedules.

Note: CGM webPRACTICE will display ***Patient is in Wait List*** in the Appointments area if the patient is currently on the Wait List.

Scan
You can search for any available appointment time slots based on multiple criteria using the Scan function in the Action Column. The scan function will be inactive until you 'select' a patient account. You can also scan for appointments based on Schedule Filters and after you select a filter, you can additionally select a specific Doctor or Location stored in that filter.

Note: If you select a Filter that was created for a specific location, or if the Preserve Location check box was selected when the Filter was created, the Location field will be automatically populated and you will not be able to change it when scanning.

Data Field Information

Prompt	Response	Len
Beginning Time	Type the time you want followed by 'A' for A.M. or 'P' for P.M. For example, 08:00A. If you do not type the 'A' or 'P' after the time, one of them will automatically default based on the 'most common usage' for the time selected.	6
Ending Time	Type the time you want followed by 'A' for A.M. or 'P' for P.M. For example, 08:00A. If you do not type the 'A' or 'P' after the time, one of them will automatically default based on the 'most common usage' for the time selected.	6
Filter	If you want to filter the scan results, select the filter you want from the list.	6
Doctor	Type the doctor code you want, select from the list or leave the field black to include all codes. This field will provide an ‘auto-complete’ list. When you start typing the name or code you want, any matching values will appear in a list below the text box. If you type a code, you can press TAB and the code will populate in the text box. If you type a name or description of a code, you can use the down arrow or mouse to highlight the code and then press TAB to populate the text box. If you select a doctor code and that doctor has reached the specified maximum patient load for the morning, afternoon, or entire day, any appointment time slots during those times will be ignored during the scan. If you select a doctor code that does not have the Scan this Doctor field selected in the Maintain Doctor Integration Codes function, the scan function will ignore the doctor code.	4
Location	Type the location code you want, select from the list or leave the field black to include all codes. This field will provide an ‘auto-complete’ list. When you start typing the name or code you want, any matching values will appear in a list below the text box. If you type a code, you can press TAB and the code will populate in the text box. If you type a name or description of a code, you can use the down arrow or mouse to highlight the code and then press TAB to populate the text box.	3
Beginning Date	Type the date or click the calendar icon to select the date you want to start scanning the schedule.	10
Ending Date	Type the date or click the calendar icon to select the date you want to stop scanning the schedule.	10
Specific Day	If you need to scan for an appointment on a specific day, select the day you want from the list.	9
Type of Visit	If you want to scan for a specific type of visit that has been set up as a reserve appointment, or for a type of visit scanning group set up as reserve appointments for multiple type of visit codes, type the code you want or select from the list. You can leave the field blank to include all codes. Type of Visit Scanning Group codes will display at the bottom of the list. This field will provide an ‘auto-complete’ list. When you start typing the name or code you want, any matching values will appear in a list below the text box. If you type a code, you can press TAB and the code will populate in the text box. If you type a name or description of a code, you can use the down arrow or mouse to highlight the code and then press TAB to populate the text box. Note: The auto-complete functionality does not display Type of Visit Scanning Group Codes.	3
Number of Units	Type the number of units you want for the appointment.	3

You can also access the Multi-Scan function in the Action Column if you need to switch functions and perform a scan for multiple resources. For information on scanning for multiple resources, see Multi-Scan.

A list of available appointments that meet the criteria will be displayed. The available reserve appointments will display in the Reserves column and the maximum number of units per appointment time and number of units already scheduled will display in the Units/Used column. Click anywhere in the row of an available appointment time with multiple reserves to proceed with scheduling the appointment. If you want to modify the criteria for the scan and perform a new scan, click Cancel to return to the scan screen.

After selecting the appointment time, the available reserve appointments will display. Click anywhere in the row of the reserve appointment to proceed with scheduling the appointment.

Multi-Scan
The Multi-Scan function is used in conjunction with Resource Panel Scheduling and allows you to scan for multiple resources at one time and then book the appointments for each resource simultaneously. The multi-scan function will be inactive until you 'select' a patient account.

Data Field Information

A list of available appointments that meet the criteria will be displayed. You can select an appointment and proceed with scheduling the resource panel. To select an appointment, click anywhere in the row containing the appointment information. If you want to modify the criteria for the multi-scan and perform a new multi-scan, click Cancel to return to the multi-scan screen.

On Call
You can quickly view every doctor that is currently on call and any associated notes for the date displayed in the Main Scheduling Window, using the On Call function in the Action Column. For information on setting up the schedule to indicate when a doctor is on call or adding notes to a schedule, see Indicate On Call Status located in the Edit Doctor Schedules Help section.

Wait List
You can use the Wait List to keep track of patients that want to be notified if any cancellations occur so they can be seen sooner than their scheduled appointment time. The Wait List is also used to store the detailed patient appointment information whenever you Delete or Block time in the doctor's schedule. This prevents the loss of patient appointment information and saves you the labor-intensive task of having to re-enter all the information when rescheduling the appointments.

To assist you in processing the patients in the Wait List, CGM webPRACTICE will automatically inform you 'There are patients in the Wait List for this date' whenever you Delete or Reschedule an appointment and the Wait List contains patients for that same date.

Whenever you use the Select Patient function prior to scheduling a patient appointment and select a patient that is currently in the Wait List, the text for the Wait List function will change to a blue font color in the Action Column. This allows you to quickly access the Wait List and schedule the appointment using the information already stored in the Wait List.

To access the Wait List, click Wait List in the Action Column on the Main Scheduling Window. Upon accessing this function, CGM webPRACTICE will display the Wait List Summary Screen listing all the patients currently stored in the Wait List using the current Filter settings. The information displayed includes; the date, patient account number, patient name, phone number (from the Patient Name and Address Information screen; if that is blank, then the phone number stored on the appointment), preferred doctor, preferred location, preferred time, type of visit, number of units, and the source of the appointment information.

There are three different methods used to store patient appointment information in the Wait List. The source of the patient appointment information is indicated in the Source column (Src).

A - The patient information was added manually. You can do this by using the Add Patient function in the Wait List Action Column or you can use the Add Patient to Wait List function in the Patient Appointment Information screen Action Column.
B - Block Time in the schedule.
D - Delete Time from the schedule.

Entries added to the Wait List by clicking the Add to Wait List Action Column function from within a specific appointment, will move off of the Wait List after the appointment date has passed for that specific appointment. All other entries added to the Wait List (not from within a specific appointment, but through the Move Patients to Wait List options when you edit a doctor's schedule, for example) will move off of the Wait List after the appointment has met the number of days stored in the Days for Wait List field in the Scheduling System Integration. After this time CGM webPRACTICE will automatically delete them from the Wait List and transfer the patient's appointment information to a file for deleted Wait List appointments. You can print a report of the deleted entries using the Print function in the Action Column. For information on printing the Wait List report, see the Print section below.

If a patient appointment is added to the Wait List that was originally scheduled using a Resource Panel, all the appointments for the various Resources will also be added to the Wait List.

If a patient appointment has been added to the Wait List and their account is inactivated, CGM webPRACTICE will automatically move that patient to the deleted Wait List file.

The following functions are available in the Action Column when the Wait List Summary Screen is displayed:

Add Patient - To manually add a patient to the Wait List, click Add Patient in the Action Column. You must first select a patient using the Wait List Patient Look-up function.
- This function works the same as the standard Patient Look-up function where CGM webPRACTICE will automatically check the patient referral file and the registered patient file. In addition, it will also search the deleted patient file to see if there are any accounts that match your search criteria. If any matches are found in the patient referral file (pre-registered patients), they will be listed first with an '(R)' in front of the name. If any matches are found in the registered patient file, they will be listed next with the account number. Finally, if any matches are found in the deleted patient file, they will be listed with a '(D)' in front of the name.
- An Alert message will display if you select a patient account that has an Alert message stored in the DMS Alert Record and it has been selected to display within Scheduling. The Alert User check box must also be selected in the Billing screen.
- If you select a patient that is currently in a Post-op period, CGM webPRACTICE will display a message notifying you. The Number of Days for Post-Op field is stored in the CGM webPRACTICE Integration Options function.
- If you select a patient that is currently in a Billing Group or Collection Status that has either the Level 1 or Level 2 option selected in the Lock-out Appointments field, the standard lock-out message displays or the Lock-out Comment for the Billing Group or Collection Status displays, if one is entered. When you select the time slot to schedule the appointment, you need to type the Lock-out Password, stored in the Scheduling System Integration, to continue scheduling the appointment. If the Warn option is selected in either table, the standard lock-out message or the Lock-out Comment displays, if one is entered.
- You can add a new patient to the Wait List. When the Wait List Patient Look-up screen displays, type the patient's last and first name and click New in the Action Column.
  - If your practice has selected to Quick-Register patients, the Quick-Register screen will display. You will be required to complete the necessary fields prior to entering the patient's Wait List appointment information so CGM webPRACTICE can check to see if the Social Security Number you entered has already been registered for another patient and prevent duplicate patient accounts from getting registered. This function requires the minimum amount of patient information to register a patient account quickly. For information on the data fields for Quick-Register, see the New Patient section contained in the Select Patient section above.
  - If your practice has selected to Pre-Register patients, CGM webPRACTICE will display the Add a Patient to Wait List screen and you can proceed with entering the patient's Wait List appointment information. After you have saved the patient's information, the Pre-Registration screen will display for you to complete the necessary patient demographic information. For detailed information on pre-registering patients, see Add a Patient Referral.
  - You can select whether you want to Quick-Register or Pre-Register new patients in the Scheduling System Integration function, located on the System, Database Maintenance Menu.
After you select the patient you want, a blank Add a Patient to Wait List screen will display. The Delete function in the lower-right corner and the Schedule Appt function in the Action Column will not be available until after you Save the patient Wait List appointment information and it has been added to the Wait List.

Data Field Information

Add/Edit Filter - With the Filter function you can apply a filter and limit the quantity of patients displayed in the Wait List Summary screen. The heading on the Wait List screen will indicate the settings when a filter has been applied.

Data Field Information

Prompt	Response	Len
Date	Type the date you want or click the calendar icon to select a date.	10
Location	Type the location you want, select a code from the Location list, or leave the field blank to include all codes in the table.	5
Doctor	Type the doctor you want, select a code from the Doctor list, or leave the field blank to include all codes in the table.	4

Remove Filter - You can quickly remove any Filter settings and redisplay the entire contents of the Wait List.

Print - You can print a list of the patients currently in the Wait List by clicking Print in the Action Column.

Data Field Information

Prompt	Response	Len
Sort by	Select the sorting option you want	1
Date to Begin Report	Type the date you want the report to start with or click the calendar icon to select a date.	10
Date to End Report	Type the date you want the report to end with or click the calendar icon to select a date.	10
Print for Location	Type the location you want, select a code from the Location list, or leave the field blank to include all codes.	10
Print Deleted Entries only	If you want to print the deleted wait list entries, select this check box. By selecting this option the report will only print the deleted entries and not the entries that are currently contained in the wait list.	1

Sample of a Standard Wait List Report
Note: The patient's telephone number is retrieved from the Patient Name and Address Information screen. If one does not exist it is retrieved from the phone number on the appointment detail, if one was entered. A patient may not have an account number listed if they were a New Pre-registered patient that was moved into the Wait List by time being deleted or blocked in the schedule.

Sample of a Deleted Entries Wait List Report

Refresh - In larger offices, you may have several staff members using scheduling and the Wait List. The patients contained in the Wait List will be changing constantly. You can click Refresh in the Action Column to redisplay the screen with the most current and updated information.

To access a Wait List entry to schedule an appointment, edit the appointment information, or delete the entry, you must first select a patient. To select a patient, click anywhere in the row containing the patient information.

After selecting a patient, the Wait List Appointment Screen will display the detailed appointment information. For information on each of the fields, see the Add Patient section above.

You can perform the following functions after you select a patient from the Wait List Summary Screen:

Schedule an Appointment Using a Wait List Entry - You can remove the appointment information from the Wait List and transfer into an actual appointment in the doctor's schedule using the Schedule Appt function in the Action Column. CGM webPRACTICE will store the appointment information from the Wait List in a temporary file and transfer you to the main scheduling window in 'Rescheduling' mode. The word 'Rescheduling' will appear in red in the Patient Information Section as a reminder that you are in the process of transferring appointment information from the Wait List into an appointment in the schedule. This message will remain on the screen until the appointment has been rescheduled. For information on rescheduling, see the Reschedule section below.

If the patient you selected was originally added to the Wait List using the Add Patient to Wait List function (from the appointment entry screen when the original appointment was scheduled) - CGM webPRACTICE made a note internally that an appointment was linked to the Wait List entry. When you select the Wait List entry and transfer it into an actual appointment in the doctors schedule and click Save, CGM webPRACTICE automatically deletes the original appointment that was linked to entry. You will receive the message: 'Patients original appointment has been deleted'.
Edit a Wait List Entry - Edit any necessary fields and click Save.
Delete a Wait List Entry - Click Delete in the lower-right corner of the screen to delete the patient from the Wait List.

Check In/Out
You can quickly access the Patient Check In/Out function by clicking Check In/Out in the Action Column. For information on the various functions available in Patient Check In/Out, see Patient Check In/Out.

Morning View
You can change the schedule view to display starting with the morning appointments by clicking Morning View in the Action Column instead of using the scroll bar to the right of the schedule to navigate back to the top of the schedule. You can still view the afternoon appointments but you will have to scroll down because the schedule view is going to list the morning appointments first.

After you select to display the Morning View, this view will continue to display as you work within the Enter Patient Appointments function.

Afternoon View
You can change the schedule view to display starting with the afternoon appointments by clicking Afternoon View in the Action Column instead of using the scroll bar to the right of the schedule to navigate down the schedule.

After you select to display the Afternoon View, this view will continue to display as you work within the Enter Patient Appointments function. The view will revert back to the default morning view automatically when you 'Cancel' out of the schedule and return to the menus.

Refresh
In larger offices, you may have several staff members using scheduling and the patients contained in the schedule will be changing constantly. You can click Refresh in the Action Column to re-display the screen with the most current and updated information.

Doctors
If you want to view a schedule for a doctor that is not currently displayed in the Main Scheduling window you can select a different doctor by clicking Doctors in the Action Column. A complete listing of the doctor codes will display for you to select another doctor.

Locations
If you want to view a schedule for a location that is not currently displayed in the Main Scheduling window you can select a different location by clicking Locations in the Action Column. A complete listing of the location codes will display for you to select another location.

Print
You can print the various Scheduling Views as they are displayed in CGM webPRACTICE using the Print function in the Action Column. The scheduling views for All Doctors/One Day and One Doctor/One Day will also print any Notes entered for the schedule.

Upon accessing this function you will first need to select if you want to Show Color and Show Headers/Footers in the top section of the screen and then click Print. The Type of Visit code for each appointment will print to the right of each patient's name and in any consecutive time slots for the appointment.

Note: This function is not available for the One Doctor/Month-at-a-Glance scheduling view. If you plan to print the Scheduling View in color, you must turn on background color printing in Internet Explorer (IE) first. To do this: from the IE menu bar, click Tools, select Internet Options, click on the Advanced tab, scroll down to the Printing section and select the Print background colors and images, click OK.

Make Default View
You can store an individual default view of the schedule for each User code in the 'Scheduling Default' fields in Maintain Users. Each time the you access the Enter Patient Appointments function, the default view selected in Maintain Users automatically displays. But if, for example, the front office staff located at the remote office wants to see only the doctors available for their location, they can change their current view of the schedule to display only the doctors that have schedules at the remote office and then click Make Default View to hold all of the settings. You can change and make new 'default' views as many times as you want and that view will hold until a different default view is made, even when you exit and re-enter the schedule. To display the last default view stored with the Make Default View function, click the Load Default View Action Column function.

Load Default View
Click Load Default View to display the schedule view that you last selected in the Make Default View function. Any time you change schedule views, you can click Load Default View to return to that view. NOTE: The default view loaded here is not the default view selected in Maintain Users; rather it's the view that you stored by clicking the Make Default View function.

Expand All/Collapse All
Click the Expand All/Collapse All toggle button to expand/collapse all of the time slots in the schedule without having to individually click the plus '+' or minus '-' icons next to every appointment.

When you click Expand All/Collapse All, the view settings are stored by your User Code as expanded (or collapsed), so the next time you access the function, the view will be automatically expanded (or collapsed). This expanded/collapsed setting is stored separately for the Enter Patient Appointments, Inquiry and Wait List functions.