Scheduler Section

The Scheduler section of the application provides functionality to optimize your front-office and back-office workflow. Our state-of the-art module allows designated users to access several functions from within the scheduling program. The appointment scheduler can be easily customized to fit your needs in addition to configuring scheduling rules that will help maximize the physician's time.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.



Button Overview

Below you will find a description of the buttons located within the Scheduler section:
  • Retrieve Appointments: This button will retrieve your scheduled appointments.
  • Schedule Appointments: This button will allow you to search for available appointment times to schedule an appointment.
  • Clear Appointments: This button will clear your scheduler.
  • PrintThis button allows you to print your schedule, superbills, and labels.
  • Options: This button will allow you to edit your display options.


The appointment scheduler is used to manage your patient appointments with associated resources, appointment types, and statuses to efficiently manage your practice. Before you begin creating appointments it's recommended that an account Administrator or Authorized Rep configure the following settings.

Getting Started

An Admin / Authorized Representative (Auth Rep) will have to ensure and/or adjust user permissions for the Scheduler, as per the below screen shot:

http://training.collaboratemd.com/helppages/admin#TOC-Permissions

Next, it is important that each tab is configured under the Scheduler section. Please click on each corresponding link for configuration instructions. Once they are configured you may begin creating appointments. 
  1. Resources
  2. Types 
  3. Statuses 
  4. Options 

Scheduler Overview

When you first access your scheduler, by default it will be displayed in the Daily View. Here's an example: 

    1. Retrieve Appointments: Click the Retrieve Appointments button to display your appointments.
    2. Print: Used to print your daily schedule, weekly schedule and superbills. 
    3. Options: Used to customize your scheduler settings. 
    4. Department: Used to filter through your scheduler departments. See Departments for more information. 
    5. Daily View: Used to view appointments for a single day, with each resource given a separate column.
    6. Weekly View: Used to view appointments for the week.  Appointment Resources are not visible within the Weekly View.  To view appointment Resources within the Weekly View, right-click on the appointment and select Edit or double click on the appointment.
    7. Undo & Redo: Used to undo or redo adding, changing, moving or deleting appointments. Please note that these options will NOT undo/redo payments entered, new patient's created or changes to a patient's record in the appointment window.
    8. Mini Calendar: By default, this displays the current month. When you're in the day view the current date has a small gray box around it. When you’re in the week view the light gray highlighted area displays the duration of the time defined in your main calendar. You can use the previous and next arrows to move from year to year or the scroll bar to move from month to month. The day selected within the mini calendar will display the associated appointments within the main calendar view.
    9. Today: Used to retrieve today's appointments in the event you have another day selected on the calendar. 
    10. Filters: Allows you to constrain the view of the appointments and blocks. Select the filters you want to see/deselect the filters you DO NOT want to see. For example, if you don't want to see appointments that have been canceled, expand the Status filter and select all of the appointment statuses you wish to see with the exception of Canceled.
    11. Legend: Used to reference the number of appointments displayed on your calendar.
    12. Main Calendar View: This is where all of the appointments will be displayed by Resource.

Options/Defaults

Follow the instructions below to configure the Scheduler options/defaults:
  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Click on the Options button. 
  4. When the Scheduler Options window opens, make your selections. 
  5. When you're satisfied with your selections click on the Done button.


Working with Resources

Right clicking on a Resource within the Daily View (Main Calendar View) provides you with the following options: 
  • Hide Resource: Selecting this option will hide the selected Resource. 
  • Show Only This Resource: Selecting this option will show the selected Resource only. 
  • Show All Resources: Selecting this option will show all Resources, including those that have been hidden. 
  • Arrange Resources...: Selecting this option will allow you rearrange the order in which Resources appear within the Daily View. Once selected drag and drop the Resources into the desired position.

Appointment Actions

New Appointment

Follow the instructions below to add a new appointment for an existing or new patient:

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments. 
  4. You can create an appointment multiple ways:
    •  Option 1: Select Schedule an Appointment or Right Click on the appointment slot where you would like to add the appointment. Next, select Schedule to search for available appointment times. Please be sure to select a patient, appt type, and at least one entity before completing your search. Once you've entered your search criteria select the Find button. The Available Appointment Times window will open.  Select the appointment that meets the patient’s needs. This will open the New Appointment window.
    •  Option 2: Right-click on the appointment slot where you would like to add an appointment.  Next, select New Appointment. This will open the New Appointment window.  
    • Option 3: Right-click on the appointment slot where you would like to add an appointment.  Next, select Add Appointment for... This will display your appointment types. Select the appropriate type based on the patient's visit. This will open the New Appointment window.
    • Option 4: Double-click on the appointment slot where you would like to add an appointment. This will open the New Appointment window. 
    • Option 5: Right-click on the appointment slot where you would like to add an appointment.  Next, select Add from Request List. When the Request Search window opens, select the appointment you would like to add. Please see Requests for more information.
  5. Complete the appointment details. See below. 
  6. Once you are satisfied with your changes, click the Save button. 

 New Appointment Window Details

  1. Save: Click to save the changes you made to the appointment. 
  2. Close: Click to close the appointment window or to cancel any changes you may have made. 
  3. Review: Used to review the patient's address through Automated Address Checking or to review the patient’s eligibility through Automated Eligibility Checking
  4. Tabs: Click on each corresponding tab to view/edit the patient’s record. Please note these are the same tabs that are available via the Patient section of the application. Important: If you're creating a new patient through the appointment window, please remember to complete the patient's demographics by completing the required fields listed in the Patient, and Insurance tabs. For more information on how to create new patient's please see the Patient Help Page. 
  5. Request Queue: Used to add appointments from the request list. Please see Requests for more information.
  6. Open: Used to open an active patient (if applicable). 
  7. Find Patient: Used to search for a patient. 
  8. New Patient: Used to create a new patient from the appointment window. 
  9. Appointment Details: Select or confirm the appointment details. Here is where you will find the appointment date, time, resource, office, facility, and appointment type. 
    1. Select Update patient defaults to automatically update any changes made to the patient's default demographics. 
    2. Select Allow appt. to overbook appointments to override an appointment that already exists on a date/time slot.
  10. Schedule: Used to record the occurrence of the appointment. By default, Once is selected for a one-time appointment. Select Daily or Weekly to create a recurring appointment.
  11. Chief Comp: Used to enter a chief complaint that represents the patient’s symptoms.
  12. The Appointment Reminder options are used in conjunction with the Appointment Reminders feature that can be enabled via the Admin section. 
    • Select how you would like to send the appointment reminder by selecting the Send appointment reminder by option and choosing the delivery method from the drop-down menu.
    • Important: 
      • An indicator will show if the patient has accepted the opt-in message. It will also denote when the last opt-in message was sent and if a patient is missing a phone number. 
      • You can manually resend the Opt-In message by right-clicking on the warning. For more information on how often the opt-in message is sent please see Text Reminder Options.
  13. Comments: Used to enter any comments related to the patient's visit. 
  14. Undo/Redo/Characters Left: Used to undo or redo comments entered and count a number of characters left.

Edit Appointment

Follow the instructions below to edit an appointment: 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. When the appointments are displayed, right-click on the appointment and select Edit or double click on the appointment. 
  5. Once you are satisfied with your changes, click the Save button. 

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Once an appointment is saved, please note the Patient the appointment is assigned to and Appointment Schedule (e.g, Once, Daily, or Weekly) cannot be modified.  

Enter Payment & Print Receipt

  1. Go to the Scheduler section.
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. When the appointments are displayed, open the appointment you wish to add the copay/payment to.
  5. When the appointment window opens, click the Payment tab.
  6. Enter the payment details (i.e.Copay Amount, Payment Amount, Received Date, Check#)
  7. Optional: Check the Print receipt box to print the patient a receipt.
  8. Select the payment Source. Note: If the Credit Card Processing feature is enabled, complete one of the following options:
    • Option 1: Click on the “Swipe” button to swipe the patient’s credit card with the credit card reader.
    • Option 2: Place the cursor in the “Card #” box and swipe the patient’s credit card reader.
    • Option 3: Manually enter the credit card number followed by the expiration date.
  9. If applicable select who the credit will be Due To (Patient or Insurance), and what Provider and Office the credit will be associated to. 
  10. When you’re satisfied with your changes, click on the Save button.
 Note: The payment will be applied as an Account Credit.

Change Appointment Status

Follow the instructions below to change the status of an appointment: 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. Right click on the appointment you would like to change, hover your mouse over Status and select the applicable status for the state of the appointment.

Move Appointment

Appointments can be moved to a new time slot or day for the same resources. Please note that you are unable to move appointments to a new time or day for a different resource. To do so, Edit the appointment and change the Resource. 

 Follow the instructions below to move an appointment: 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. Appointments can be moved one of two ways:
    • Right click on the appointment and select Move Appt. Double click on the time slot where you would like to move the appointment or right click and select Move appointment to <date>. When the confirmation window opens, verify the appointment listed is the appointment you would like to move. If so, select Continue to move the appointment. 
    • Drag and drop the appointment to the new time slot. 
  5. The appointment is now moved.

Reschedule Appointment 

Appointments can be rescheduled to a new time slot or day for the same resources. Please note that you are unable to reschedule appointments to a new time or day for a different resource. To do so, Edit the appointment and change the Resource. 

 Follow the instructions below to reschedule an appointment: 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
    • Right click on the appointment and select Reschedule Appt. Double click on the time slot where you would like to move the appointment or right click and select Reschedule appointment on <date>. When the confirmation window opens, verify the appointment listed is the appointment you would like to reschedule. If so, select Continue to move the appointment. 
  4. The appointment is now rescheduled.

Delete Appointment

In the event an appointment is created by accident, please note you have the option to delete. If a patient cancels their appointment please change the appointment status to Canceled vs. deleting it. 

 Follow the instructions below to delete an appointment: 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. Right click on the appointment you would like to delete, hover your mouse over Status and select Deleted.
  5. The appointment is now deleted.

Create Claim

After the patient has been seen you can create an appointment right from within the appointment scheduler.

 Follow the instructions below to create a claim from an appointment: 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. Right-click on the appointment you would like to create a claim for and select Create Professional Claims or Create Institutional Claims. See the Claim Help Page for more information on creating claims. 

Open Records

Follow the instructions below to open a patient’s record or claims. 

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the appointment.
  4. Right-click on the appointment and select Open PatientOpen Claim For Visit (this will open claims created for the selected visit), or Open Claim For Patient (this will open all claims for this patient). 

Blocks

Blocks are created to block off or hold a specific amount of time on the scheduler in order to prevent appointments from being created. Blocks can be created for lunch breaks, surgeries, meetings, etc. 

Please note appointments can be created if the Allow appt. to overbook box is enabled.

Add Block

Prior to creating the block, please create an appointment Type that describes what the block is. For example, "LUNCH" or "MEETING". Once the Type is created, follow the instructions below to create the appointment block:

 

  1. Go to the Scheduler section.

  2. Click on the Scheduler tab.

  3. Select Retrieve Appointments.

  4. Right-click on the appointment slot you would like to add the block and select Add Block.

  5. When the New Block window opens, enter the block details.

  6. Once you are satisfied with your changes, click the Save button.


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TIP: If applicable, use the Filters on the left-hand side of the screen to view these appointment blocks.


Edit Block

Follow the instructions below to edit an appointment block:

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the block.
  4. Right-click on the block and select Edit.
  5. Once you are satisfied with your changes, click the Save button. 

Delete Block

Follow the instructions below to delete an appointment block:

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Select Retrieve Appointments and locate the block.
  4. Right-click on the block, hover your mouse over Status and select Deleted.

Print

Print Schedule & Superbills

Follow the instructions below to print your Daily Schedule, Weekly Schedule or all Superbills for a specific day. 

  1. Go to the Scheduler section. 
  2. Click the Scheduler tab.
  3. Click the Print button. 
  4. When the filter window opens, make your selections then select Print
Note: Appointments in statuses that have been selected as inactive or deleted, such as the default statuses No Show or Canceled are not printed. For more information on appointment status settings, please review the Status help page. 

Note: To print a superbill for a specific appointment, right click on the appointment and select Print Superbill. For information on how to configure your superbills, please view the Configuration Help Page within the Admin section.

Print Labels

For information on how to configure your labels, please view the Configuration Help Page within the Admin section. Follow the instructions below to print your labels:

  1. Go to the Scheduler section. 
  2. Click on the Scheduler tab.
  3. Right-Click on the appointment, you would like to print a label for. 
  4. Hover your mouse over Print Label and select the label you wish to print. 

Tips

  1. If you receive a message statement "The selected time is outside the available times set for this resource. Would you like to continue creating the appointment anyway?" this means the resource has specific hours set under the Resources tab. To override this setting you enable the Allow scheduling during unavailable times option. See Options/Defaults for more information.
  2. If you receive a Duplicate Appointment message when you are saving a new appointment, this means the Patient already has an appointment on that day, for the same resource. You may open the existing appointment by clicking “Open”. To close the Duplicate Appointment window, you can either continue to save the duplicate appointment or cancel the creation of the new appointment. If you don’t want to get these warnings, select “Don’t show me this warning again”. To re-enable to feature, see Options/Defaults for more information and un-check the “Show duplicate appointment alerts” box.