The Appointment Template or the Appoint Configs screen is used to designate and manage appointment timing for specific providers. They both open the same screen.
Visit Type
This screen is used to manage the types of visits that can be booked for this organization. The type of visit is selected when an appointment is created (See Front Desk Guide). This screen allows options for the type of visit to be added or edited.
Add a Visit Type
- Type in the Visit Name in the box at the top of the screen.
- Choose the E&M services type from the Encounter Code pull down box at the top of the screen. This field must be completed, but None is a given option if the visit is not an E&M Service.
- Chose a color to go with the service from the pull down Color box. This color will be displayed on the Appointment calendar if the program is set to display visit color (See Color Legend section)
- Select the Default Payer Case for the visit type if applicable
- Select the Facility if it is for some specific facility within the organization.
- Also make sure to check the applicable checkboxes
- Active: Enables the visit type for use in the system. If unchecked, the visit type will remain inactive and unavailable for scheduling or documentation.
- Auto Sign Note: Automatically signs the clinical note associated with this visit type after documentation is completed.
- Non-Billable: Marks the visit type as non-billable, meaning charges or claims will not be generated for visits using this type.
- Sick Visit Type: Identifies the visit type as a sick visit for patient appointments related to illness or medical concerns.
- Generate Televisit Link: Automatically generates a telehealth or virtual visit link for appointments scheduled with this visit type.
- Consider in Encounter Remaining: Includes this visit type while calculating the remaining encounters available for the patient.
- Click Save to add the new visit type to the list below.
Edit a Visit Type
To edit a visit type, click Edit in the row of the existing visit. The visit information will then appear in the boxes at the top of the screen to be edited. When finished editing, click the Update button.
Working Hours
The Working Hours tab allows the days and times the provider(s) is/are available for scheduling appointment. This can be used to edit an existing timing or add a new timing for the provider.
Add Provider Timings
1. Select a Facility from Facility drop box and Provider from Calendar drop box.
2. Select the date that these timings will go into effect in the From field
3. Select the date that these timings will stop being in effect in the To field. If the user wishes these provider timings to be in effect indefinitely, check the No End Date.
4. Enter the FromTime and ToTime times for each day of the week to indicate hours during which the provider can take appointments. If the provider does not wish for appointments to be scheduled a certain day of the week, check the Exclude box next to that day. More than one day can be excluded from scheduling. Times do not need to be entered for days that the Exclude box has been checked.
5. Click the Save button to save all fields entered.
Edit Provider Timings
To edit a particular provider timing, select the Provider from the pull-down Calendar box. The existing working hours of the selected provider will appear in the fields on the screen to be edited. When finished editing, click Update.
Visit Type Duration
The Visit Type Duration tab allows the duration of the visit to be set for each provider based on the visit type selected for an appointment.
Add Visit Type Duration
1. Select the Provider from the pull-down Calendar box. A list of visit types will be displayed in the space below.
2. To set a default duration for all visit types, select an amount of time from the Set Default Time pull down box at the top of the screen. This duration will appear next to all visit types in the list
3. To set a duration for a specific visit type, type in the amount of time desired in the TimeDuration box next to the visit type. This can also be done after selecting a default time.
4. Click Save to save all entered fields. If a duration is not entered for a specific visit type, the duration will have to be chosen for that visit type every time a new appointment is made.
Edit Visit Type Duration
To edit a previously entered Visit Type Duration, click Edit next to the specific visit time. The duration for that visit time can then be edited. Click the Update button that is located where the Edit button was previously displayed.
A visit type can be deactivated for the provider by toggling the Active to In-Active next to the specific visit type.