Main Scheduling Screen

Action Column
Patient Information Section
Calendar and Type of Visit Toolbar
Schedule Information and Schedule Views Toolbars
Appointment Schedule
Locations
Filters

Main Scheduling Screen
Upon accessing Enter Patient Appointments, the main scheduling screen displays the default schedule view for the individual user as selected in Maintain Users. For information about setting a default view for a user from within the schedule, see Make Default View. You can also set Filters for your schedule view.

The Main Scheduling screen is comprised of the following sections. (Note that your schedule will look different depending on the scheduling view, default or filter that you have selected.)

1 - Action Column
The Action Column contains easy access to a variety of functions that you might need when entering patient appointments and viewing your schedule. For detailed information on each function, see Action Column Functions.

2 - Patient Information Section
This section is blank until an account has been selected with the Select Patient Action Column function. This section includes:

Patient account number and name in Last Name, Suffix, First Name, Middle Name format as stored in the Name field on the Patient Name and Address Information screen.
Referring Doctor: This displays the Referral Source stored on the Patient Name and Address Information screen. It displays the Source Name and Source Code fields from Maintain Referral Source Codes for that referring doctor.
Comment from the Internal Comment field on the patient's Billing Information screen.

Home Phone (H) from the Telephone field on the Patient Name and Address Information screen.
Work Phone (W) from the Telephone Number field on the patient's Billing Information screen.
Cell Phone (C) from the Cell Phone field on the Patient Name and Address Information screen.
Patient E-Mail from the E-mail Address field on the Patient Name and Address Information screen.

Rsp Doctor: This displays the Responsible Doctor stored on the Patient Name and Address Information screen. It displays the Doctor Name field from Maintain Doctor Codes for that doctor.
Billing Grp: Displays the code from the Billing Group field on the patient's Billing Information screen.

Visits since Jan: This field is calculated by adding the number of procedure codes posted to the patient's account that begin with '99' (Evaluation and Management codes) and have an accounting date of January 1st or later for the current year.
No Shows: This field displays the total number of 'No Show' procedures posted to the patient's account. If you want to reset this figure to zero at the beginning of each calendar year, select the Reset No Show Count check box in the Scheduling System Integration function.
Sex from the Sex field on the Patient Name and Address Information screen.
Age: The patient's date of birth from the Patient Name and Address Information screen, followed by the patient's current age in parentheses.
Language: This displays the language description from the Language field from the Patient Name and Address Information screen.

Pri Ins: Displays the Insurance Carrier Code description from the patient's Insurance Policy Information screen for the patient's primary insurance carrier.
Copay: This displays the co-pay as stored in the Co-Payment Amount $ field on the patient's Insurance Policy Information screen for the patient's primary insurance carrier.
Spec Copay: This displays the specialty co-pay as stored in the Spec Co-Pay $ field on the patient's Insurance Policy Information screen for the patient's primary insurance carrier.
Pat $: This is the current patient balance as reflected in the Guarantor section on the Patient Summary screen.

Sec Ins: Displays the Insurance Carrier Code description from the patient's Insurance Policy Information screen for the patient's secondary insurance carrier.
Copay: This displays the co-pay as stored in the Co-Payment Amount $ field on the patient's Insurance Policy Information screen for the patient's secondary insurance carrier.
Spec Copay: This displays the specialty co-pay as stored in the Spec Co-Pay $ field on the patient's Insurance Policy Information screen for the patient's secondary insurance carrier.
Ins $: This is the current insurance balance as reflected in the Guarantor section on the Patient Summary screen.

Last Visit: This displays the last Evaluation and Management (E&M) code posted to the account. If there has not been an E&M code posted to the account within the number of Days for Account Review in the Scheduling System Integration, the Last Visit information displays in red font. This alerts you that you may want to review the account to see if the patient needs to schedule an annual visit, for example. NOTE: This field is different from the Last Vis field in the Guarantor section of the patient summary screen. That field displays the date of the last posted procedure for that specific patient.
Col Bal: This is the current collections balance as reflected in the Guarantor section on the Patient Summary screen.
Tot $: This is the total account balance as reflected in the Guarantor section on the Patient Summary screen.

You can quickly access the Change Patient Data function by clicking anywhere within this Patient Information section. The Change Patient Data summary screen displays so you can verify and update the address, insurance or any other information stored on the patient's account. After you have finished reviewing and/or updating the patient's account, click Cancel on the summary screen to return to the Main Scheduling screen.

3 - Calendar and Type of Visit Toolbar
The current month's calendar displays on the left and the next month's calendar on the right. Click any date on the calendar to display the schedule for that date. The selected date or dates on the calendar display in a blue font surrounded by a gray square. You can change the month or year by using the drop-down list box above the calendar. There are also navigation icons directly below the calendar that offer additional functionality for changing the schedule displayed.

	- Moves back one unit.
	- Moves back two units.
	- Displays the schedule for the current date.
	- Moves forward one unit.
	- Moves forward two units

The arrow icons automatically skip the dates that have no doctors scheduled, based on the current doctors/resources/filter currently selected. The unit value changes depending on the selected view. If one day is selected, the unit equals one day. If the 7-day view is selected, the unit equals one week and if the 30-day view is selected, the unit equals one month.

At the bottom of the calendar on the right is a drop-down list that displays all of the Types of Visit selected on appointments (in the Type of Visit field in the appointment detail) within the current schedule.

4 - Schedule Information and Schedule Views Tool bars
This section includes various information about the schedule for that day and several icons to access different views of the schedule. The doctor's name and doctor code display in bold font. The location name and location code also display. If you hover over an icon, a short description of that icon displays.

For information regarding the available scheduling views, see Scheduling Views.

The Units Sched displays the total number of units scheduled for the doctor for the day. The Unit Sched displays in red font to indicate when the Max Units Per Day for the Doctor has been exceeded.

Three additional icons are also provided on this tool bar:

	Print this schedule. This icon provides a shortcut to the Print Appointment Schedule function located in Schedule, Scheduling Printing Menu.
	On Call Indicator. If the doctor is On Call, the telephone will be displayed in yellow. For information about setting the on call indicator, see the Edit Doctor Schedules function.
	Maximum Appointment Indicator. This icon indicates whether the maximum number of appointments have been scheduled for this doctor. The maximum number of appointments allowed is set up using the Set Maximum Patient Loads function located in Schedule, Scheduling Table Maintenance, Doctor Code Integration Table, or the Edit Doctor Schedules function. After the maximum number of AM appointments has been reached the top bar will turn red; and after the maximum number of PM appointments has been reached, the bottom bar will turn red.

5 - Appointment Schedule
The Appointment Schedule section displays the name of the currently selected Location(s), Date(s), and Doctor(s) and all the time slots created within the schedule. Each time slot can contain: CGM webVERIFY Eligibility Status icon, the color for any Reserve code setup in the schedule, the names of any scheduled patients including the color for the Type of Visit code if one was selected, or an asterisk (*) which indicates a continuation of the previous appointment. If there are more time slots in the schedule than can be displayed on the screen, a scroll bar is provided.

CGM webVERIFY Eligibility Status icons: (CGM webVERIFY clients only)

Verification Failed - Red

Verification Passed - Green

Verification Outdated - Grey

Verification Partial - Yellow

Never Verified - Clear - denotes a policy that has never been verified. If you point to the icon, a ScreenTip will state either, 'Never Verified' or 'Never Verified. Carrier does not contain a CGM webVERIFY Identifier.' You can click the Status icon to check eligibility for the carrier

The status icon reflects the status of the specific result being viewed, not the current eligibility status for the policy.

You have the option to view the details of an appointment without accessing the appointment. You can expand and collapse the details of the appointment by clicking the PLUS SIGN (+) next to the patient's name to expand it or the MINUS SIGN (-) to collapse it. For additional information on selecting the appointment data you want to view, see Appointment Display Integration.

6 - Locations
The Location tabs indicate which Locations have schedules created for them for the date displayed, allowing you to quickly change schedules if needed. When a doctor is scheduled at more than one location, location tabs display at the bottom left of the schedule. Click the tabs to view the schedule for this doctor at one or All of the locations. The selected location tab displays in blue font. When there are five or more locations to show on a schedule, the tabs change to a drop-down list.

If you select the All tab to view this doctor at all locations for this day, the schedules display vertically in time order, so depending on your window size and screen resolution, you may have to scroll down to see the second schedule. Note that this is true in any doctor schedule view any time the doctor is scheduled at multiple locations in one day.

7 - Filters
The Filters tabs can be used if you have set up Schedule Filters. If there are four or more filters, the tabs change to a drop-down list.

Using Filters in the Schedule

All of your saved filters are viewable on the schedule in Enter Patient Appointments and Review Patient Appointments. The following rules apply when using filters in the schedule:

Using schedule filters does not affect how the action column functions in any way. You can still change to Morning View and Afternoon View, select Doctors and Locations and make and load default views.
The filters appear as tabs, in alphabetical order by Filter Name, across the lower right corner of the schedule. (The Location tabs still display in the lower left corner of the schedule.)
If you have more than four filters, it changes to a drop-down list in the lower right corner of the schedule.
The filter name on the tab appears in blue font for the selected filter.
If your filters are in a drop-down list, the selected filter displays in the drop-down list box field.
All filter tabs (or drop-down list selections) display except for those filters where you have selected a specific location in the Location field at the top of the Maintain Schedule Filters screen. If you have selected one specific location there, that filter tab displays only when that location is selected on the schedule.
The None option brings up the default schedule view as it is stored in the Scheduling Default Location, Scheduling Default Doctor and Scheduling Default View fields in Maintain Users, unless you have used the Make Default View Action Column function to create a different default view.
You can select a filter and click Make Default View to store that filter as your default view. That filter tab will not be selected when you open your schedule, but whatever is selected in that filter does display since you made it your default view.
When you select a filter on the schedule, only the schedules for the doctors and locations selected in that filter display.
If you have a filter selected and then you select to view any of the schedule view icons at the top of the doctor's schedule, those views display, but the selected filter no longer applies and reverts to the None filter tab.