User Guide - London Health Sciences Centre
Contents
1. 2 Update the patient s demographics 3 Click OK to update the patient s record and save the changes Version V2 Date 2014 07 30 Page 14 Scheduling MODIFY DETAILS OF A SCHEDULED APPOINTMENT Button icon To modify appointment details of a scheduled appointment 1 Right click on the existing appointment you wish to modify gt Actions gt Modify The Modify window appears with all of the information entered for the appointment 2 Click the Details tab to change any of the appointment details 3 Click OK to save the edits 3 Search Patient Proper General Summary Details Orders Guidelines Notification Conve 4 gt ENT FUP Visit Type Outpatient Reason For Exam Visit frequent throat infections Referring Physician Rose David L Family Physician Belvea Melita Colleen E Referring Service Family Medicine Attending Physician Janzen Thomas P E CANCEL AN APPOINTMENT Button icon To cancel an appointment 1 Right click on the Patient Appointment gt Actions gt Cancel The Cancel screen is displayed 2 Select a reason for cancelling from the list add any comments if necessary and click OK Version V2 Date 2014 07 30 Page 15 Scheduling RESCHEDULE AN APPOINTMENT Button icon To reschedule an appointment 1 Right click on the appointment gt Actions gt Reschedule RLSTRATH2. Enter the start date under the Range of Recurrence section Enter the number of instances number of appointments required or the end date Recurrence pattern Click on the radial button next to the appropriate option Select the number of days you want the pattern to repeat i e every day or every 2 days etc If selecting the weekly pattern select the required days of the week There are two options available for selecting the monthly pattern once you select the Monthly radio button Version V2 Date 2014 07 30 Page 10 Scheduling o Select a certain date of the month for a defined number of months i e the 15th day of each month for 6 months o Select a certain week and day of the week for each month for a defined number of months i e the second Tuesday of each month for 6 months e There are two options available for selecting the yearly pattern once you select the Yearly radio button o Select a certain month of the year as well as a particular day of the month for a defined number of years i e the 12th of February for 2 years o Select week day of week and month for a defined number of years i e the third Monday in March for 2 years Range of Recurrence The Range of recurrence section must include e Start Date e and either an end date or the number of instances which is equal to the total number of appointments desired for the patient Allow multiple recurring frequencies To combi
3. 10 If all the book icons in the Work In Progress area are red and closed click Confirm Appointment Confirmation 1 Review details on Confirmation Screen 2 Print appointment for patient if needed 3 Click OK omnet Geres Beware View Guien Migas Com rms Treat Locke HOV Eba Menos Nece Bo e e 1 7 Changing the appointment time after you click Schedule On occasion after you have clicked Schedule and before you click Confirm you may want to change the scheduled time of the appointment 1 To do this you simply select a new time and click Schedule again After you click OK on the Schedule dialog box the following message is displayed Appointment Book Do you want to apply changes to rest of the roles No 2 Click Yes to confirm that you want to accept the new time for the appointment If you click No the patient will not be properly scheduled with the resource Version V2 Date 2014 07 30 Page 8 Scheduling SCHEDULE AN APPOINTMENT USING SUGGEST Use Suggest to automatically find the next available open slot for an appointment Note The Suggest feature only works when the Appointment Type has corresponding empty Slots in the book If an available slot does not exist for the Appointment Type then Suggest will not recommend appointment times 1 Enter appointment details and move the appointment to the Work in progress area 2 Click Suggest 3 Click the Preferences tab
4. Ensure the patient provides you with the correct selection for the Call Instruction field This field is used for all departments and services who need to contact the patient The options for the Call Instruction field are e Alternate Phone e Do Not Contact e Primary Phone SHORTCUTS AND DEFAULTS When typing information into fields or selecting a drop down option use the following shortcuts Shortcut t Unknown age Result for today s date 1875 01 01 n for current time S to add self to a drop down field pat to fill in patient demographics in other tabs after it is initially entered in the patient tab Sa enter double quotes in the preferred name field to delete a previous entry nok next of kin Unknown postal code X9X9X9 nfa no fixed address will add all necessary information clr clear all associated fields unk unknown address will add all necessary information Autofill enter intial keystrokes into a drop down field and system will autofill FUP Follow up appointment with auto chart request Follow Up Follow up appointment without chart request Alt Underlined letter Version V2 Date 2014 07 30 To select a menu item Page 4 Shortcut TAB Use the following in the Family Physician field TYPES OF PIN NUMBERS The table below lists the various PIN formats for area hospitals E Number of Prefix ana Digits No PIN 900 6 London Hospitals No Prefix 3000 8 3100 LCP 6 M 5 P 5 RS 5 R
5. Ky London Health E srjosepH S HEALTH CARE Sciences Centre LONDON User Guide Scheduling CLINICAL INFORMATICS V2 Table of Contents Patient Assistance ana Privacy ciiceseicscicccasetieeousiaaceun seis aed haces tome ao L 1 PUES ce 1 To look up information to help visitors or family find patients cceeeccccsssececeeseceeeeeceeseeseeeees 1 REMOVING scheduling LOCKS ac ixicctecceucasszecincuesctunclva cdsdauleeecdanclsa suadnsltencbunclst sdadmebianebences COR Goeldi BnngusiGadass 1 Completingd a Proper Patient Search s 2 8 00 027 ose cinestecssesou sts asootecerastshasemicdiedsh Baie ea 2 Fyourstill cannot tina your patient somas ele dane Ree I ada 2 Important Notes to Remember when Searching ccccccsssccccsssecccessececcesecceeesecessesecessegeceeseeeeeetes 2 Editing Patient Record Information cccceessssccccccccccsssssseccccsccesseessssecccescseeseeessseccceseeeueeeessss 3 Patent NaMe saia tara tide cavesaleecesaneaasieaseumanyanuaasausnusussa aus ORI Tao nd Essa a RAR donas 3 TelepnoneContactlniormaltOM sds spas aaa apl eaten ale eG 4 SHORTCUTS ana Defauls nissan asda aa o SC aiasuincbaeneds 4 Types Of PIN numbetrs ee erre r ee eae aaa r raca a anne re eae anna re eae a aaa ree nana ada 5 Schedule An Appointment 0 ccccsseccsccseccoccssecseccvecssesccecssesccescccsscdveceseabnuccsecdsesbueseeesecevbusseescetes 6 Selectvolr BOOKS Titec tara lo dat Ace a aa
6. UC Medical Clinics M 4 TUOPD Patsy Mary Bookshelf UC f 4TUOPD Bookshelf UC i 5 OPD Clinic Bookshelf UC M 6 OPD Clinic Bookshelf UC M 7 OPD Clinic Bookshelf UC ig 8 OPD Clinic Bookshelf UH Acute Paediatric Rehab Services Bookshelf E Admission Bookshelf LHSC Ef 4H Alexandra Hos E 4H Gastroenterology AH OPD Clinic Bookshelf cf AH Rehab Bookshelf E ig 4H Surgical Clinics E ig ahlmagingB ookShelf E m Almond Dr Bookshelf f Amold Dr Bookshelf pital Bookshelf Enter appointment details 1 Click the Appointment tab 2 Click the ellipses button beside the Patient Name field 3 Conduct a proper patient search to select your patient The Future Appointments Requests window is displayed for you to review future appointments 4 Click OK 5 Enter the appointment details Resource Selection Resource or Physician Clinician selection is clinic and appointment type dependent and may not exist for some appointment types 1 Type in the first few letters of the appointment type Click on the Ellipses button to select the appropriate appointment type from the list Version V2 Date 2014 07 30 Page 6 Scheduling 2 Enter the appointment location or select from drop down list by clicking on the arrow 3 Press TAB to move to the Physician Clinician Field Books Appointment Appointment Location f URL Urologist lt All Resources A Visit Typ
7. ODSP check Noshow The appointment information appears in the Appointment tab and Work In Progress area 2 If necessary make changes to the appointment s details click Move to transfer the changes to Work In Progress area and then click Schedule 3 Select the appropriate resource time and duration and click OK to accept the new appointment information 4 Select the most appropriate reason for rescheduling from the Reason drop down list e g Scheduled in Error Type comments in the Comments text area if necessary 5 Click OK Version V2 Date 2014 07 30 Page 16 Scheduling No SHOW AN APPOINTMENT Button icon To make an appointment a No Show 1 The No Show screen is displayed 2 Enter an optional comment and click OK VIEW CANCELLED RESCHEDULED APPOINTMENTS AND EMPTY SCHEDULES Displaying of Cancelled and Rescheduled appointments and Empty Schedules can be toggled ON OFF When you click the View menu a check mark to the left indicates the item will be displayed View Toolbars w Demographics Bar Availability Bar w Status Bar w Small Buttons Large Buttons Reschedules ID Oo MODOC eD Refresh Options Customize Appointments can still be scheduled to an empty schedule by viewing Empty Schedules and clicking on the resource Once an appointment has been scheduled to this resource it will appear in the resource window Version V2 Date 2014 07 3
8. erre r rara aaa erre aaa a aerea renan rre renan nana da 14 Modify Details of a Scheduled Appointment c errar erre rea 15 Cancel ah APPOINTMENT ssa idas scorers alt a a a E wan ata ca ta 15 Reschedule an Appointment erre area re aeee aaa r rea ea aaa e erre aaa a aaa da 16 No Snow an APpoIniment asas ss saias ralis LELLO a a 17 View Cancelled Rescheduled Appointments and Empty Schedules cc eeeeesccceesseeecceeeeeeee 17 VIEW ADDOINIMMERE HISTO scans roseta cenas ice caia cair a aa a ni Ralo res 18 APDO VIEW asas ia Da a AN ad UA Wen Uia Naa Da a a Da O didi 18 PODOIAIMICHIE INGUIN CORRA RR A RT RU O RR RO E snes 18 BOOK SEINN SEADE NNE RE RR RSRS RR RIO RR DAN NR AN AR RR er ree ne 19 BOOK Settings RESOURCE VOWS ist ines era ain a SS US 20 BOOK SettinesiPropeRtHOS css este eb es S ads dlos so Gra a eae 20 Setting your Default Bookshelf era rreeeeaa aaa aaa rrreeera nana assada 21 Advanced Scheduling Set Up and Preferences cccccccccccssssssssseccccccessssssssecceccceeseeesseecceseeeeeas 21 Scheduling PATIENT ASSISTANCE AND PRIVACY Audits e All patient system access is stamped with your electronic signature Regular audits are conducted to ensure that patient privacy has not been breached Remember to access only the patient data you require to perform your job e Privacy Office staff are always willing to come to departments for discussion or in s
9. 0 Page 17 Scheduling VIEW APPOINTMENT HISTORY Button icon To view all activities associated with an appointment and to read notes left by other staff you can view appointment history with Appointment History View 1 Right click on the appointment gt Inquiry gt Appointment History View 2 Inthe left column expand the appointment schedule to see all actions associated with the appointment 3 On the right column click the Action Details and Action History tabs for more information on the appointment Appointment View To quickly view who booked the appointment e Double click the appointment to see the Appointment View dialog box APPOINTMENT INQUIRY Button icon mma a To view a list of scheduled appointments for a patient Click on the Appointment Inquiry icon Click the Person tab Click the Ellipses button beside person and search for the patient Click on the appropriate patient and click OK Set the start date for the search eS SE YS Do not enter an end date or time Version V2 Date 2014 07 30 Page 18 Scheduling 7 Click the Find button to search for the appointment Schedule Inquiry Person Schedule Inquiry Details Task Edit View Help AhESLAN KT LL 0 CA RA ZFEO CMINA 2 M ao iry 2007 06 25 09 30 Confirmed Urgent Medical New Boyd Dr D Urgent Medical tes Person Schedule Inquay Details v Person Corporate Patricia Two E Start date Start
10. 014 07 30 Page 13 Scheduling 2 Click Person Management head icon The Encounter Search window will open with the patient name highlighted 3 Click Add Encounter button to launch the Pre Registration conversation The Pre Registration conversation will launch 4 Select the appropriate Pre Reg patient type and complete the required fields 5 Click OK to save the Pre Registration The Pre Registration is now created The patient now has a visit number and a PIN if they did not have one before Orders can be activated at any time and documentation added Scheduling an Appointment with an Automatic Pre Registration There are certain appointments that will always require that a Pre Registration be created For example Pharmacy has to create the medications for an IV therapy infusion before the patient arrives at the hospital In these cases Pharmacy will document their orders using a Pre Registration a day before the patient s visit while preparing the medication When scheduling these types of appointments you are always prompted to complete the Pre Registration conversation after you Confirm the appointment The Pre Registration conversation is automatically displayed for you to complete MODIFY A PATIENT RECORD You can modify a patient s record from the book 1 Right click on one of the patient s appointments gt Person gt Modify Person View Person Person Comments View All Encounters Allergies
11. ES O E 6 Enter appointiment d tail ca ais iai a Eae E DD SS 6 Resource selection Sac aii eee A Se A A 6 Move the appointment to the Work in progress area for Scheduling and Confirmation 7 Appointment CONTIN ALO kesese aran EAA a 8 Changing the appointment time after you click Schedule eessessseesessensssrenesrrrsssreresrrresseereseressseens 8 Schedule an Appointment using Suggest cccccessssseseccccccceesssssseccccccesseuseseeccescessueeensseceess 9 Schedule Recurring Appointments erre err rreereaa aaa a ars rreeeraaaaaaada 10 TUE DO a 2 alg EE E PEA E E cl En an Ce eT 10 Recurrence DO ELSI pts aces ovate od Ca na ans Tg e ea ona b oan ana acao ia DNS End pda areas Te ad 10 Range OF ReCUIMeNCe dia ee etc alo AS bad esas dated Lilo ES 11 Allow multiple recurrine irequencies paia ia SL Upa a 11 Create Multiple Appointments rear rea e aaa rea e aaa r re eae aaa rreana 12 Remove appointments from the Work in progress area cccccccccccccessssssseecccccceessesssseeccesceeeeas 12 Creating INO TE ADDO METI VOI AS asse coca eres aceon DSI CI CA tase oot 13 Preredi iE LCC a tee eee ere ere ee dd ne Se en eS 13 Manually adding a Pre Registration to an existing ADPOINTMENL ceeccccesseccceesscceeeeseeeeeeeeees 13 Scheduling an Appointment with an Automatic Pre RegisStration ccccccsescccssssseeeceeeeeseeeeeees 14 Modify a Patient Record
12. L 5 J I3 6or 7 Scheduling Result Tab between fields to enter data walkin brings up a list of family clinics nofam no family doctor unk unknown family doctor Site DOB exists Valid Patient Record Must Use Referred in Lab Work London Health Sciences Centre Downtime PIN London Regional Cancer Program Mount Hope London Parkwood Hospital London Southwest Centre for Forensic Mental Health Care Regional Mental Health London St Joseph s Health Centre London Downtime PIN Historic PINS no longer being issued UorV Regional Hospitals AH FC LM SH SE SM TG Version V2 Date 2014 07 30 6 HD ADs O E o E Mo a University Hospital London or Victoria Hospital London Alexandra General Hospital Ingersoll Four Counties Hospital Newbury Listowel Memorial Hospital South Huron Hospital Exeter St Thomas Elgin General Hospital Strathroy Middlesex General Hospital Tillsonburg District Memorial Hospital Page 5 Scheduling Prefix Numa oi Site Digits WD 6 Wingham amp District Hospital WH 6 Woodstock General Hospital SCHEDULE AN APPOINTMENT Select your bookshelf 1 If your bookshelf is not displayed click the Bookshelf Bar 2 Click the bookshelf name 3 Click OK Books Appointment Bookshelf Admission Bookshelf LHSC UC Admission B YA E fi 1 OPD Bookshelf UH Cancel M 3 North BMC Bookshelf SSC M 4 OPD Clinic Bookshelf
13. and select the number of suggested appointments to return 4 Click the Suggest Criteria tab indicate days of the week and time ranges to search for available times 5 Click Suggest Fal Suggested Schedules ee om O Die restrictions Hes Da Sa Sun Exceptions 6 A list of possible appointment times will appear 7 Click on the desired appointment time 8 Click Select A red checkmark appears next to the appointment in the top window 9 Click OK The appointment is displayed in the Work in progress area on the Scheduling screen 10 Click Confirm Version V2 Date 2014 07 30 Page 9 Scheduling SCHEDULE RECURRING APPOINTMENTS Use Recurring Appointments to select the recurring pattern for multiple appointments 1 Enter appointment details and move the appointment to the Work in progress area Click Recur The Recurring Frequencies window will open FUP Recurring Frequencies TT Time pattem IV Every 2 hours Begin time jogo H gon E C End time H Recurrence pattern C Daily Every fi week s Weekly Jv Sunday Iv Monday v Tuesday v Wednesday C Monthly IV Thursday Iv Friday M Saturday C Yearly All days Weekdays P Allow multiple recurring frequencies Time pattern Select the number of hours required between appointments Enter the start time Select the number of appointments required for the day or the end time for the appointments
14. e 4 Click on the Ellipses button to select Resource Move the appointment to the Work in progress area for Scheduling and Confirmation 1 After you have entered all appointment details click Move to transfer the appointment details to Work In Progress area 4 2006 gt Books Appointment Work in progress 4 July gt Corporate Patricia Two Schedule nu Mo TUNA TA Fi Sa Person Name gt FUP Corporate Patricia Two Current Schedule 25 26 27 28 29 30 1 fal 10H Li e COR Teas par Jane Appointment Type lt Q Orthopedic Surgeons UC Recur ae Fallen 9 10 11 12 13 14 15 FUP a 16 17 18 19 20 21 2 Appointment Location E 23 24 25 26 27 28 29 equest 0 31 12345 2 The Resource s book will automatically display below 3 Note Other resources e g room dietician nurse chair educator procedure may prompt for selection depending upon the appointment type clinic selected 4 Ensure appropriate resource is highlighted This is the first resource listed in the appointment 5 Select a date on the calendar 6 Click in the desired time slot under the clinic resource 07 30 Open 8 hours PEPPERS PEPPERS k r he ae j ty na cja ral Pry en fm te 7 Click Schedule 8 Review resource time and select duration of appointment 9 Click OK Version V2 Date 2014 07 30 Page 7 Scheduling
15. e interval 5 Column width in pixels C Custom width o B e Size to fit all with minimum width C Size to fit all Start display at DDD On current date start at current time Time interval changes the displayed time increments Column width in pixels sets width of resource columns Version V2 Date 2014 07 30 Page 20 Scheduling SETTING YOUR DEFAULT BOOKSHELF To set your default Bookshelf 1 Click View gt Options The Options dialog box is displayed 2 Click the Navigation tab 3 Click the Default bookshelf list and select your bookshelf 4 Once you have selected your default bookshelf you can select your default book by clicking the Default book list and selecting your default book ADVANCED SCHEDULING SET UP AND PREFERENCES Click HERE to view the Registration amp Scheduling User Setup amp Preferences Guide Version V2 Date 2014 07 30 Page 21
16. each appointment CREATE MULTIPLE APPOINTMENTS You can use the Work in progress area to copy and edit multiple appointments 1 rd se x Enter appointment details on the Appointment tab Click Move to transfer appointment details to the Work In Progress area Click Next Change appointment criteria if necessary Click Move Repeat the steps above to create as many appointments as needed Each appointment is copied to the Work In Progress area To edit one of the appointments 1 2 3 Click on the appointment s first resource Make edits to the appointment details as needed Click Move to transfer the edited appointment details to the appointment REMOVE APPOINTMENTS FROM THE WORK IN PROGRESS AREA 1 To remove all of the patient s appointments right click on the patient s name in the Work in progress area To only remove one appointment right click on that appointment s first resource Click Remove Work in progress Pain FUP Infusion Remove Current Sched Expand Branch EE 3 6sc lt S Physiciz lt Nurse lt S Patient Appointment Inquiry Appointment Attributes Version V2 Date 2014 07 30 Page 12 Scheduling CREATING NOTE APPOINTMENTS You create Note Appointment types to block off time in a book so patients cannot be scheduled during that time 1 Click on the Appointment Tab 2 DO NOT enter a Patient Name 3 Select the appointment type as Note 4 Select the appo
17. ervice on any privacy related topic To request an in service call ext 32996 To look up information to help visitors or family find patients Outpatients e The Scheduling Appointment Inquiry is an appropriate tool to use for providing patients with information about the time and place of their appointment Inpatients Emergency Urgent Care One Day Stays e The Patient Locator is an appropriate tool to use for giving directions way finding to family and visitors to locate patients who are currently registered REMOVING SCHEDULING LOCKS If you see a Lock s dialog when you open the Scheduling and Appointment Book you can simply remove the lock 1 Click on one of the rows in the right hand column 1 Click Remove Lock s held by SRSTROL E All Locks Person Resource Appt Type Location Role e fal Booking 2 Person Corporate Maewell Five 2013 08 15 15 40 20 zeHIM Fup WU UPH Patient Slot x Thompson Dr 2013 08 15 15 40 20 zeHIM Fup U UPH zeHIM Physicii fal In Process Appointrmi W Show ventied locks Remove Close Version V2 Date 2014 07 30 Page 1 Scheduling COMPLETING A PROPER PATIENT SEARCH Performing a proper patient search is critical to ensure that only one record exists for each patient To find a patient record perform the three searches in the following order 1 Ontario health card number 10 digits 2 Last Name and the first 3 4 characters of the First Name If the Last Na
18. intment location 9 Type a comment in the Details field example staff meeting Books Appointment Appointment Type Note E Appointment Location WAVPHO Details STAFF MEETING 6 Click Move to transfer appointment criteria to Work In Progress area 7 Click Confirm to confirm all notes simultaneously 8 The Note will appear in dark blue with the details displayed TEE WPMD STAFF MEETING DO NOT BOOK Confirmed PRE REGISTRATION A Pre Registration is created to allow Cerner users to activate orders on a patient s chart when that patient is not currently registered as an inpatient or outpatient This allows hospital staff to activate orders or place documentation on the patient s chart before the patient arrives at the hospital for registration It can be used for Inpatient OR patients or Ambulatory care Inpatient Outpatient or One Day Stay patient types It is also used when orders need to be placed on a patient who is New to your facility and does not have an encounter in the system Manually adding a Pre Registration to an existing appointment Note In order to manually create Pre Registrations your Add Encounter flex form settings have to be changed from Registration to Pre Registration for the PM Toolbar and Appointment flex forms To add a Pre Registration to an existing appointment 1 Click on the appointment in the book or in the Appointment Inquiry list of appointments Version V2 Date 2
19. me is a common Last Name you may need to enter the full First Name 3 Hospital PIN specific to your site or Hospital RMRN LRCP Only Important You must perform the FIRST TWO searches to ensure that all person records for the patient are found because Many patients are currently scheduled without a health card number so you need to complete this search to be sure that the patient is not in the database OR Many old records do not have complete information and therefore duplicates do exist Call Health Records to combine duplicates BEFORE scheduling and or registering these patients whenever possible If you still cannot find your patient If you cannot find your patient after performing the first three searches described above complete as many of the following searches to ensure that the patient does not exist before you click Add Person to create the new patient record 1 2 3 4 5 Last Name first 3 4 letters of the Middle Name field Last Name sex and age range of 10 years based on given date of birth Other Last Name e g maiden previous first 3 4 letters of the First Name Last Name legal form of abbreviated First Name e g Elizabeth from Betty If the patient was born in one of our hospitals then search Last Name First Name Baby and sex Important Notes to Remember when Searching Searches performed with too much information limit the number of names found If the result of a search is too ma
20. ne more than one type of recurring pattern for the appointment 1 Place a check mark in the box beside Allow multiple recurring frequencies The window will expand to allow the use of the Add button to start a new recurring appointment series FUP Recurring Frequencies b Time pattern Every f hour s Begin time Recurrence pattern Work in progress EE prsandy Sharon Elizabeth Es Recurring sequence B FUP Wednesday 2008 01 02 Eb Current schedule Ee U 10RTH S Orthopedic Surgeons UC oS Patient Bl FUP Monday 2008 03 17 m Range of recurrence Stat Date 2007 05 10 lle Endafter 2 instances ae FUP Wednesday 2009 01 07 C End date r HH H S FUP Monday 2009 03 16 2007 0 The third Monday of March 2 2007 0 The first Wednesday of January 2 Cancel Version V2 Date 2014 07 30 Page 11 ee oe Scheduling Click Add to save the current recurring sequence and start another Follow steps 1 2 above and repeat this process as many times as necessary Click OK for the information to be transferred into the Work in progress area If there are any necessary changes or deletions to the information entered click on the Recur button to reopen the Recurring Frequencies window Right click on the patient s name Click Expand Branch Click on the first resource for each appointment Click Schedule to select the resource time and duration for
21. ny persons found add a limited amount of information to the search screen so that the search is narrowed and results can be displayed Once results are displayed use additional patient demographic information to verify that the selected patient is correct Version V2 Date 2014 07 30 Page 2 Scheduling The search automatically filters out all punctuation e g hyphens quotation marks and equalizes upper and lower case letters Spaces in the Last Name do not affect the search e g Smith Jones providing the Last Name is entered in a separate field An age range search does not find matches on the minimum and maximum age specified Soundex searching does not find matches on Middle Name Important Never include a PIN or HCN with any other search filters e g name sex This slows down your search performance as well as all other system users and may cause your computer to freeze Remember to use the patient s FULL legal name when registering and make any necessary modifications if a patient is found registered under their preferred name rather than legal name This helps to eliminate duplicate registrations for the same patient EDITING PATIENT RECORD INFORMATION Follow these guidelines when creating or editing a Patient Record Patient Name The patient s full legal name must be used The legal name is defined as the first or given name Middle Name if applicable and the surname as is entered on the
22. patient s birth certificate or as altered via a legal name change event such as marriage adoption or court approved name changes Legal names will be entered with proper punctuation i e periods commas hyphens etc as well as upper and lower case letters when applicable For patients with only ONE legal name the name is entered into the Last Name field and NONE is entered into the First Name field Abbreviations of a First Name will not be used unless this is the patient s legal First Name Ifa patient prefers to be called something other than their legal name enter this into the preferred name field The following exceptions may apply to naming convention e Newborns are entered using the mother s Last Name unless otherwise informed and the First Name will be Baby In the case of multiple births use letters to distinguish between babies For example Baby A Smith and Baby B Smith e Titles such as Dr or Reverend and name suffixes such as Junior are recorded ONLY in the preferred name field unless documented as a legal name e Last Names that include Saint will be entered as St Version V2 Date 2014 07 30 Page 3 Scheduling Telephone Contact Information The main or primary telephone number for the patient is to be entered in the Primary Phone Number field The Primary Phone Extension field should not contain alpha characters or symbols only numeric digits Do not type the term cell in this field
23. time arara EE or E End date End time aaa 8 Once the appointment list appears in the screen you can print the list by left clicking on Task gt Print 9 You may also right click on the appointment to see a list of options for that patient For example you can reschedule an appointment from the appointment inquiry BOOK SETTINGS To change the settings of how the book is displayed e Right click in the bottom section of the scheduling book and select Book Settings gt Properties Actions 4dd New Appointment Book Request Confirm Request Remove Request Recur Appointment Navigation F Inquiry F Report F Soplications k Person k Slots k Resources Book Settings View k Date and Time Properties Version V2 Date 2014 07 30 Page 19 Scheduling Book Settings Resource Views To change the display of the Book click the Change View button The default view is Proportional Single day The other two view are o Non proportional Single day Proportional Multiple day Book Settings Properties To further customize the book view 1 Right click in the bottom section of the scheduling book and select Book Settings gt Properties The Appointment Book Properties dialog box is displayed 2 Click on the fourth tab in this example View Proportional Single day Appointment Book Properties General Icons Fonts View Proportional Single day Display binder Tim
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