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Booking Appointments User Guide

1. Insert Slot Extra appointment slots can be inserted within a surgery session before a session starts or after a session ends 1 Select the session from either the Reception or Book View by clicking on a session header this is the green title bar above the appointment slots 20 2 Make sure you first click on any slot under the name of the book owner or SS 2 S gt Insert Slot will be greyed out Then click on Appointment Insert Slot w Insert Slots Time 11 50 Type H ormal Number 1 Duration 5 Amend the time that the extra appointment s are to start from Choose the slot type eg normal emergency Type in how many slots are to be inserted in Number Enter or alter if required the Duration of the slot s Choose from 1 2 3 4 5 10 15 20 30 or 60 minutes Click on OK If you insert slots at a time between two sessions for example before the start of the afternoon session you will be asked to which session to attach the inserted slots Insert Slots You are inserting a slot between two sessions If you select Earlier the slot will be added to the end of the earlier session If you select Later it will be added to the start of the later session and the start time of this session will become end time of session If you select Cancel no changes will be made Earlier Later Cancel Insert Slots You are inserting a slot between two sessions IF you select Earl
2. 12 Reception View Choosing owners and saving views Note The Views menu is only available to users will Full Access to Appoinmtents You can choose which owners are displayed in Reception View An owner is anyone with an appointment book a GP nurse staff member clinic A selection of owners is then saved as a View to be re displayed at a later date Any number of views can be saved for example a View saved as Monday may consist of Dr A Dr B and a Clinic A different view saved as Tuesday may consist of Dr C Dr D and a Nurse One view could display all the owners When you are first setting up the Reception View is a blank screen and None is displayed in the Saved Views box You need to create some Views and save them Once views have been saved you can select each in turn and in doing so build up buttons on the Views toolbar to make switching between views easy see Reception View Recently selected Views on toolbar page 14 The Views toolbar can be switched on or off from the Maintenance menu 1 Add a column First add a column by selecting Views Add column 2 Choose an owner To choose which owner to display point to the top of a header line at the top of a column just below the tabs and click with the right mouse button 3 This displays a selection list of owners from which you can select by clicking with the left mouse button on the one you want Their title is placed at the top of the co
3. ROTEREN Insert Slot 19 30 yy 19 40 19 50 20 00 Not Available 20 10 13 15 15 15 15 15 15 15 17 45 Search Plan Books Maintenance H Make Booking Shifk Ins I Special Booking Ctrl Ins Edit Booking Ctrl Cancel Booking Shift Del Move Booking Copy Booking View Patient in Consultation Manager i View Patient in Registration Insert Slot mr il Patient Warnings In Appointments When selecting a patient in Vision Appointments if the patient has a Patient Warning the warning will display prior to the Appointment Booking screen being displayed To close the warning click Close Patient Warning Warning Patient is abusive If the message has been set to show discreetly click Show Message to view the message or Close Information 46 A revealed discreet message can be hidden click Hide message Click Close to close the patient warning The Appointment Booking form will now be displayed Information Patient is abusive To make changes or delete the patient warning go to Consultation Manager on screen help for further details 47 Carer Details It is now possible to view Carer details when booking or editing an appointment If the patient has carer details the information is displayed see screenshots below If the patient has no carer information recorded the Carer fields will be blank Note Carer next of kin details can be added vi
4. Vision 3 Booking Appointments User Guide IMDS A CEGEDIM COMPANY oe we bs 1 lg ta na LO ndon pene Sena T 44 0 207 50 700 F 44 0 207 50171 00 W iy nps c Copyright Notice 2014 INPS All Rights Reserved No part of this document may be photocopied reproduced stored in a retrieval system or transmitted in any form or by any means whether electronic mechanical or otherwise without the prior written permission of INPS No warranty of accuracy is given concerning the contents of the information contained in this publication To the extent permitted by law no liability including liability to any person by reason of negligence will be accepted by INPS its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document INPS reserves the right to change without notice the contents of this publication and the software to which it relates Product and company names herein may be the trademarks of their respective owners INPS Ltd The Bread Factory la Broughton Street London SW8 3QJ Website www inps co uk Contents MAKING APPOINTMENTS Reception and Book View Reception View and Book View If no appointment slots displayed Booking Appointments Refresh the screen Viewing Appointments in the clinical system Altering the day and date If there are no appointment slots displayed Options from the Book and Reception View Recept
5. Vision Daybook is a new Vision module which allows you to create track and complete clinical and administrative tasks within your practice All patient tasks are additionally displayed on the Reminder within Consultation Manager and Appointments Adding Tasks from Appointments You can add a new task directly to a patient from within Appointments 1 From within Appointments right click on the Reminder and select Add task iT ROOM 03 00 09 10 03 20 09 30 zn Cancel Edt Delete Add Appointments Reminder Add Manual Reminder 2 The Add New Task window is displayed showing the details of the selected patient Complete the task details in the usual way See Daybook Onscreen help or Daybook user guides on the INPS website for further details 51 Managing Tasks from Appointments Outstanding tasks are displayed at the top of Reminders within Appointments If there are no Outstanding Tasks Reminders displays There are no outstanding tasks If there are outstanding tasks for the patient they are displayed To action a task from Appointments 1 Right click on the outstanding task and select Task detalls 2 Action the task in the usual way See Daybook Onscreen help or Daybook user guides on the INPS website for further details 52 Patient Demographic Details The patient demographic window is accessed by single clicking on the patient in the appointment list provided it has not bee switched off
6. 60 N Notes Pulled e 64 65 O On the Day of the Appointment e 64 Options from the Book and Reception View e 10 11 15 p Patient Demographic Details 53 Patient Notes e 33 40 50 Patient Warnings In Appointments e 31 46 Preferred Language Spoken e 54 R Reception and Book View e 5 11 15 Reception View e 5 11 37 60 61 62 69 Reception View Choosing owners and saving views e 11 13 Reception View Recently selected Views on toolbar e 11 13 14 Reception View resize column width e 11 15 Reception View and Book View e 5 Reception View and Options e 11 Refresh the appointments books e 18 Refresh the screen e 7 Release held slots by another user e 25 Release held slots by same member of staff e 25 Reminders e 49 Remove Session e 20 59 Remove Slot e 7 22 55 59 60 Right mouse options on Appointments slot 59 73 S Special Booking e 7 10 37 59 Step 1 Select appointment date e 8 11 26 28 30 32 Step 2 Select appointment time e 28 30 32 Step 3 Patient Selection e 28 30 32 Step 4 Appointment Booking Form e 16 31 32 37 Step 5 Print the appointment reminder e 34 36 37 T The options to amend Appointments e 55 Types of Reminders e 50 V View Patient in Consultation Manager and Registration 45 59 Viewing Appointments in the clinical system e 7 Viewing Did Not Attend DNA Appointment Details e 40 Viewing Patient Information e 39 W Week Tab
7. If a patient s Registration details include their telephone number Address Add Communication Numbers then the patient s phone number is displayed at the bottom of the Patient Select screen when you are browsing a list of patients for selection but you cannot select a patient by phone number It is also shown on the Appointments Slot and Booking Form if chosen as Additional Patient Information in Systems Constants 55 Edit Booking You may want to view or edit the patient s booking form useful if you want to add comments after you have made the appointment If you want to amend or view the Appointments Booking Form click on an Appointment line so it is highlighted with a bold frame Then either select Appointment Edit Booking or click on the Appointment View icon FA or press Ctrl W This displays the Edit Booking form An extra Status section is displayed Arrived Surgery Start Consultation and End Consultation The Duration has an Expected time in minutes and an Actual Duration of appointment and Waiting Time This records when the patient arrives and leaves see When the patient arrives page 69 The buttons Recalls DNAs and Future are the equivalent of the More button on the original booking form These will show respectively the patient s latest recall if any on Vision any past DNAs and any already existing future appointments see More Recalls DNAs and Future appointments You can print an app
8. Past DHA s Time GP Clinic Status Future Appointments Time GP 7 Clinic Status Made 09 08 2007 09 53 SYS PDS Status Error reading PDS object OK If you are not printing an appointments card then click on OK so the appointment will be entered in the session If you have entered text in Notes you may be asked if you want to create a reminder from this text answer Yes if you do see back to Notes above The Reception or Book View will be re displayed depending from which screen you started The appointment is entered in the required slot showing the patient s name and any Additional Patient Information set up in Maintenance System Constants eg one of the following date of birth address telephone number NHS number CHI number Sex postcode booking reason Proceed to Step 5 Print the appointment reminder page 37 To re display the appointments booking form in order to edit a booking either click on El or select Appointment Edit Booking or Ctrl W see Edit Booking page 56 36 Step 5 Print the appointment reminder When you are entering the details of a new appointment see Step4 Appointment Booking Form page 32 you may print an appointment label or card to give to the patient as a reminder of the time and date or send in the post Practice defined lines of text can be added to appointment reminders for particular owners for example Please bring a urine specimen
9. The labels are set up in Maintenance Label Definition where the message text can be edited for each book owner To print an appointment reminder first make sure your label printer is on line and loaded with appropriate label stationery Click on the Print button on the Appointments Booking form If the label print runs out of space on one label it will print on to a second label Special Booking If you are booking an appointment which does not include a patient from the practice list such as making an appointment for a drug rep visit or another visitor or a patient from outside the practice use the Special Booking option from Appointments This will include any patient not on the patient register such as a temporary resident or private patient 1 First display either the Reception View page 10 or Book View page 15 screen and the relevant session GP staff or clinic and the required date 2 Click once on the appointment time to select it so its frame is emboldened then click on the Special Booking icon H Or click on Appointments Special Booking or press the Control key and the Insert key Note that you can also use an Any Slot search and having selected an appointment date time and session click on Special 3 This displays the Booking Form with an extra field of Special Booking Click within the Special Booking window Type in the name or nature of the appointment eg Drug rep This is what will be displa
10. attend and any future appointments booked on the system These can also be displayed automatically if the relevant boxes are checked on System Constants More Recalls DNAs and Future appointments Recalls For Vision sites only any recalls that are outstanding will be displayed for the patient for whom you are booking the appointment The recalls are entered in Vision Consultation Manager but immunisation due dates are excluded unless a specific recall has been set up The recalls can be displayed in one of two ways e Either the Maintenance System Constants option Show Recalls can be checked so that recalls are shown automatically You can then decide how far back or forward to look for recalls using Recalls From To The default is one month before and three months hence e orclick on the More button on the Appointments Booking Form when adding an appointment Hecalls The system tries to group recalls sensibly to find the most appropriate one If there is more than one recall then the latest entered recall will be shown ie it looks at the recall set up date rather than the recall date itself For example if there are two recalls for smears 1 5 01 Smear with 5 year recall 2 6 01 Smear with 1 month recall The one month recall will be shown because it was the last entered even if the 5 year recall was the latest future date Past DNAs You can list details of any non attendances or DNAs when booking a pat
11. Consultation for example you may want to mark the appointment as seen when the phone call is finished so that the patient is not counted as a DNA Index A Add Reminder e 50 Adding Tasks from Appointments e 51 Alter sessions and slots on Views e 19 Altering the day and date e 8 Amending booked appointments e 55 57 Appointment List File Print 65 Appointments Older than 7 Days e 63 B Book toolbar on Book View e 15 17 Book View e 6 15 37 60 61 62 69 Book View display and options e 15 Booking Appointments e 7 C Cancel Booking e 7 55 58 59 60 Carer Details e 34 48 Change Slot Type e 24 55 60 Clip Note e 10 20 57 61 Comments How to Add and View e 44 Copy Booking e 7 55 58 59 60 62 Copyright Notice e ii D Daybook Tasks e 51 Delete Reminder e 51 Displaying the Book View from Reception e 15 E Edit Booking e 10 36 55 56 59 72 Editing a Special Booking e 39 H Hold slots 23 24 30 55 60 How to select Date and Days e 26 If no appointment slots displayed 6 If there are no appointment slots displayed e 6 10 11 Insert Session e 10 19 Insert Slot e 7 10 20 29 55 59 62 Interpreter Information e 54 M Make Booking e 7 10 26 59 Make Slots Unavailable Allow Booking e 7 23 30 55 59 60 Making Appointments e 5 Managing Tasks from Appointments e 52 Move Booking 7 55 57 58 59 60 61 62 Multiple options or right mouse click e 55 58
12. SHEILA 04 07 1348 1210 SMITH BRIAN 20 72 1366 14 LIGHTLY RICHARD 10171364 KEFFERNAN WINFAED 220619 19 20 BAVANT SUNNY TOAPB T URE 1445 CROSSLOND ELIZABETH O1 ADT TO GOO GRAAM KATE 17 06 5975 CLARE EMMA AMAS IESO CAMPANELLA HARRY 12 12 1580 1605 TAYLOR GREGORY 0607 1966 GLYNAEWILLIAMS ORELINE 1500 GLAVEY THOMAS 15 01 1921 71615 LLOYD MARICAE 23081987 VERITY OLMA 19 06 9567 l AN DER KOOY PETER 13 10 1938 1515 CRADDOCK DANIELLA 08 4 1954 EBB FRANCOISE 1401 1975 1520 YORK ISOBEL 23 08 1923 en EASOLOWSEY ANDREW 34 1 3192 1830 HODGSON LORETTA Oi rasa us 15 35 ILLSLEY JOHN 17 1071 0D 46 1545 BLACKMORE GEORGE 0612 1566 143 15 00 16 00 ELLIS HELEN 26 10 1202 VES TRILUICE ANNA APT 3 3 1515 o mw w set om T Figure 1 Reception View e The Book View page 15 displays appointments for a single owner a GP nurse or clinic at a time giving a much wider detailed view of each appointment its duration status and any comment There is a column Notes to show if the records have been pulled from the shelf Select File Open Book or press lt F6 gt or click on Ei Select a book to be viewed from the top right picklist This adds a button for that owner to the toolbar making it easy to switch between GPs The days of the week are tabbed and there is a WEEK tab to show the whole week B Delta Park Medical Centre Vision Appointments Ti Wes Appointrent Sea Plan Books Maintenance Help mom Fee O Leelee eee ca
13. Week view has a Day button which is selected will return you to day mode 12 1200 STACEY HOLLIE 27 7112 12 00 110 ER Detta Park Medical Centre Vision Appaintments Fie Nees foportreert Search Plan Boots Marteranos Heij Om FA PAIK O PPD Al Book View ace Mon Twe Wed The fii Sa WEEK A DEMO Mordes 295 Tine Wiech zah Thee De Fih Stee Oh 11 5 6 ns 10E 010 11 15 1115 11 15 1115 em na 11 BRAM 11 2E wa Et nn TORATI SARI ANT 1 0 1 3 ma I a 11 3 CUBR TRELEY AAN 11 4 11 8 11 50 11 5 Wal MFE MAURICE 1677 5 1 100 t f ACBERTS ANNETTE SEALIMONT CAROLE JACKSON MICHAEL 1 1420 RANMLOTH IGE 254 ee m ee 170 14 en en 175 TE 14 TE uae 465 46 1816 1455 14 5 ies 1a 20 15 00 1500 15 00 1 18 1515 1615 1520 16 20 1620 15 2 15 2 19 WM 15 f TEY 155 15 155 194 5 45 156 15 45 1515 19 50 53 i 20 00 16 00 16 00 16 00 i 4 Ti nm A MG m m today or oe a En Iza E ERANI 1057 Figure 5 Book View view of all slots for the Week with Week tab button If there are no appointment slots displayed If there are no appointments displayed on either the Reception or Book Views Make sure a view is selected see Reception View Choosing owners and Saving views and Book View display and options Check that the Personal Plan or Day Plan has been set up Check that Extend Books has been selected and run to generate the Appointment Slots espec
14. cancelled booking 2 On the Confirm Cancellation and Select Reason screen click to select a cancellation reason from the displayed list and click on OK A default cancel reason can be set up in Maintenance System Constants but can be overridden at this point 60 Note if you do not select a cancellation reason and use Cancel on the Confirm Cancellation and Select Reason screen you will warned If you don t select a reason the appointment will not be cancelled Do you want to continue Yes No The text of Cancellation reasons is set up in Maintenance Cancel Reasons 3 To cancel a single booking or multiple bookings Control Click or Control Drag to block highlight the slot s 4 Then right mouse click or select Appointment Multiple Options Select Cancel Bookings Confirm and select a cancellation reason the same reason will apply to all the appointments Cancelled appointments which are not rescheduled do not go on the Clip Note Move Booking You can move a booking and leave the original slot blank or copy a booking to another slot leaving the original appointment in its slot Appointments can be moved from one appointment slot to another by dragging the appointment details to another slot the same as cancelling and rescheduling or by moving temporarily on to the Clip Note until the new date and time is found Multiple as well as single slots can be moved 1 From either the Reception or Book View selec
15. has been selected the Appointments Booking Form will be displayed Appointment Booking for CAROL SATURN Booking Time Comment Show Close Date Comment Print Patient BEBOTT CATHERINE 19 10 1923 446 957 3078 CE Notes Patient is registered blind she needs assistance with steps Duration 1 Carers Patient s carers THOMAS PAUL 400 056 2554 Patients cared for Recalls Recall Date Recall Actioned GP Past DHA s Time Date GP Clinic Status 10 40 Mon 25 04 2011 MICHAEL NEPTUNE DNA 14 40 Thu 14 04 2071 MICHAEL NEPTUNE DNA Future absentee Time GP Clinic Status Made 03 05 2011 10 50 SYS PDS Status Error reading PDS object Title Bar The GP s name is on the title bar Booking Time and Date The time and date of the appointment slot selected are displayed but you are not able to amend these at this screen Patient Name The patient s name and NHS number CHI number or H C number is shown together with the Additional Patient Information set up in Maintenance Defaults System Constants eg one of the following date of birth address telephone number Sex postcode booking reason Double clicking on the patient name brings up the Select Patient screen again Comment You can leave this blank or type in unlimited free text about this appointment for example Needs blood pressure check Needs vaccinations for Kenya The Comment is not saved for future appointments and
16. has ended the consultation The Wait to In times becomes the Waiting Time The In and Out times become the consultation time If you make an error bring renty be displayed and remove the time in Status under Arrived Surgery Start Consultation or End consultation Comment These are free text comments made on the Booking Form at the time of making the appointment see Step4 Appointment Booking Form page 32 Column widths on Book View can be resized On the row under the weekday tabs point to a column line between either Time Patient Notes Dur Status or Comment so the cursor changes to a double headed arrow lt gt Click with the left mouse and drag the column line in the direction left or right depending on whether you want to increase or decrease the column width Ek Delta Park Medical Centre Tiston Appointments me Wess pporno Search Plan Boots Martense Melp Om API O PP EE al Book Van FAGAN JOM AAT 567 gt GABLIAN VERONICA 24087 13958 di ree ruses for FBC 5 ABBOTT JANE EIS 25 SRAHAMKYLE 19 07 1919 5 gt DALTON SHARON G71271939 Piet M BF checi D COBB TRACEY 21069911 DOVALMOF MAURICE 1610795 D STACEY HOLLIE 2201497 SOSERTS ANNETTE 1140471977 SEALIMONT CAROLE T amp T E00 JEKSON MICHAEL 1991 1955 0 SAMMLOTH IAE 2300 1347 Sahn Br 7e Verende moe as o mo otd We Gwe B ZERE 1050 Figure 9 Book View Book toolbar on Book View There is a toolbar above the weekday
17. in Maintenance System Constants Patient Information The following information is displayed Patient s Name NHS H C CHI number Address details Communication numbers Preferred language spoken Interpreter details You can move the patient demographic window by dragging and repositioning it This is saved as a workstation setting 03 04 2013 Aba am en Today DAVE KEIGHLEY ma AKTAR SEAN me ol xl AM 09 00 NHS number 922 363 6701 9 10 NEW LANDS 41 TREAROCUR ROAD 09 20 TREARDDUR B r 09 30 HOLYHEAD 03 40 AK TAR SEAN 26 08 1995 922 363 6701 eee 03 50 Tel Home 01139993333 10 00 Tel Wark 011383853799 10 10 Tel Mobile OF 754688333 10 20 E mail murntedernall co uk Prefered language spoken Bilingual Welsh English 10 40 Preferred language spoken French 10 50 Interpreter unknown 1100 11 10 C Do not show this dialog again during 11 20 this Appointments instance dd A Patient Demographic Details 53 Preferred Language Spoken The patient demographic window shows the patient s preferred language spoken Where multiple entries have been recorded the information is displayed in chronological order with the most recent entry at the top w WILSON ALISON B 1 KEALY ROAD LEEDS Beb HEE Preferred language spoken English Interpreter unknown a Patient Demographic screen Preferred Language Spoken Note The language spoken information is only displayed if
18. the preferred box has been checked If this box is not selected or if there are no entries the screen states Preferred language spoken unknown Interpreter Information If Read Code chapter 9NU is used to record Interpreter details this appears in the patient demographic window If no entries exist the box states unknown 54 NHS number 529 620 3615 LESTERA ROAD LEEDS zoa a Preferred language spoken unknown Interpreter Need for interpreter a Do not show this dialog again during Patient demographic window Interpreter Details Note Where there are multiple interpreter entries all are displayed with the most recent at the top Amending booked appointments The options to amend Appointments Refer to the following for appointment booking changes Edit Booking page 56 Cancel Booking page 60 Move Booking page 61 Copy Booking page 62 Insert Slot page 20 Using Multiple Options see Multiple options or right mouse click page 60 Remove Slot page 22 Make Slots Unavailable page 23 Hold slots page 24 Change Slot Type page 24 Search for suitable appointment slots nd or the next free slot using the Search options Search also by patient name to find an appointments made by a patient Print a list of appointments from Appointment List File Print Customise the patient s name in appointments with additional patient details see System Constants Maintenance
19. the Reception and Book View you can select multiple slots as well a single Slot with a block highlight and then carry out an action Either hold the Control key down and click on each line to be selected or just one line for a single slot or hold the Control key down then drag over the lines to be selected The selected slots will be highlighted When multiple slots or a single slot are highlighted you can use the right mouse click or select Appointments Multiple Options Move Booking page 61 Cancel Booking page 60 Copy Booking page 62 Remove Slot page 22 Make Slots Unavailable Allow Booking page 23 Hold slots page 24 Change Slot Type page 24 Cancel Booking You can cancel either a single appointment or multiple appointment s altogether 1 From either the Reception or Book View select the appointment session by the relevant GP staff or clinic and the required date see Reception View page 10 and Book View page 15 To cancel a single booking Click on the appointment slot so that its frame become emboldened Then either click on the Cancel Booking icon X or click on Appointments Cancel Booking or press Shift Del You will be warned if you try and cancel an appointment in the past though you may continue with Yes Confirm Cancellation and Select Reason Reason BY PRACTICE DEATH HOSPITALISATION HOYED TO OTHER GP TIME ISIT REQUESTED Figure 13 Confirm a
20. the wastepaper basket before minimising ER Clip Note e The Clip Note remains displayed when other screens are brought up or when changing days Minimise it by clicking on B and re display it by double clicking on the Clip Note icon e Any appointments on the Clip Note will remain on it when you close the view or exit from Appointments or Vision and will be there when you next view the Clip Note e Appointments go on Clip Note in the same order as they were added 57 e The Clip Note is assigned to each user so if Dr A moves an appointment to his Clip Note then he and no other user will see the Clip Note appointment e If the Show All box on the Clip Note is checked then the Clip Note shows anything that any user has put on it If unchecked it only shows those put on by the user currently signed on e If you double click on a Clip Note or Appointment you can view details of a Suspended appointment useful when re scheduling Suspended Appointment Details Patient IGAGLIANI VERONICA 24 08 1958 i sts s C Owner DEMO Comment Date Wednesday 25 06 2003 11 15 Duration hoo re DEMO 11 05 En Clip Note 4 ES 11 15 11 25 CACLIANT VERONICA 2401950 11 30 Figure 12 Suspended Appointment Details See also Multiple options or right mouse click page 60 Move Booking page 61 Cancel Booking page 60 but only if rescheduling Copy Booking page 62 58 Right mouse op
21. tok view EO LT ij z ETE INKE ma en Today week doe ZETA 1027 Figure 2 Book View with All Day button in use If no appointment slots displayed Note If there are no appointment slots displayed page 9 when you display the Reception or Book Views then either there is not surgery at that time or plans have not been set up or Extend Books needs to be run Running this generates the appointment slots for the next few weeks See Books Extend Books Booking Appointments Once either the Reception or Books views is displayed new appointments can be booked using one of the following Appointment menu options e Make Booking page 25 Make a patient appointment e Special Booking page 37 Make a non patient appointment e Cancel Booking page 60 Cancel an appointment e Move Booking page 61 Move an appointment to another time e Copy Booking page 62 Copy an appointment to another time also leaving the appointment in its original slot e Insert Slot page 20 Put an extra appointments slot in a session e Remove Slot page 22 Take an appointment slot out of a session e Make Slots Unavailable Allow Booking page 23 Either blank out an appointment so it cannot be booked or the reverse The Clip Note icon at the top right is used to store appointments when copying or moving Before you can book appointments you will need to set up the sessions slots and plans f
22. window in the top left of the screen and use the weekday tabs to move forward or click the right mouse button for a future week or use the calendar for a past date e You are trying to make an appointment in the past Do you wish to continue The time of the appointment has passed a warning message is displayed This explains that the current time is now later than the appointment time you are trying to book You will however be able to access appointment times earlier the same day in case you want to make some retrospective entries for bookings or status PD You are trying to make an appointment in the past ed Do you wish to continue Mo e The appointment slot is a coloured slot type a warning message will be given for example DO NOT BOOK UNTIL THE DAY EMERGENCIES ONLY Do you wish to continue Yes No The message depends on the Warning Message set up for this slot type You can ignore the warning and answer Yes to book that slot anyway The appointment time remains coloured The Booking Form or Appointment Edit Booking or El records the time date and operator who booked the appointment Warning THIS 5 RESERVED FOR EMERGENCIES ONLY Do wou wish to continue No Do you wish to continue ele A THIS SLOT IS RESERVED TO BE BOOKED ON THE DAY Warning A Do you wish to continue mo The appointment slot is a blank and not a proper appointment time see Insert Slot page 20 if
23. you want to insert an extra patient For an explanation of blank appointment slots see Slot Distribution New Session Plan This time has been overrun by the previous appointment Do you wish to continue The appointment before has been made for an extra duration and this current slot is now called OVERRUN and is coloured grey 13 30 13 40 DREW WILLIAM 09 06 1997 You will be warned if you try to book it but you can anyway Vision Appointments This time has been overrun by eal the previous appointment Do you wish to continue Mo 29 The appointment slot has been marked Unavailable see Make Slots Unavailable page 23 Held by user The appointment slot is a held slot and can only be released by the user who held the slot or a user who has full administrator rights to Appointments see Hold slots page 24 11 05 Held by DEMO 11 15 Held by DEMO 11 25 A message about a special Event booked at the time you are trying to book and appointments have been blocked out during this time for example a doctor is on study leave see Events Books Note that access is allowed in the near past ie earlier today for Make Booking and set times Step 3 Patient Selection 30 1 Seefirst Step 1 Select appointment date page 26 How to Select a Date and Days Then follow Step 2 Select appointment time page 28 2 Once you have selected the appointment date and time if you do
24. 35 1435 HUR HARRY AF 03E 14 45 FRENCH MYRLA 21 00 1981 1450 CHR TOPDES PATRICK 260871566 STACEY ANN mns 1500 TRAVIS Mars 9747 1 1700 UARONS HARRY 1071015 p GRAHAM STANNE 084971 1720 EDMONDS CAROLINE 314 ILIECH ALA JESSICA M00 Et 1515 BRADY SUSAN AGAIN O concen AICHAAD MAADAM ASHBY HELEN 770A 1520 DEBRAY KACY 020671956 1740 HENDUN ANGELA OEE WILD ANGELA 200771990 1530 FINBOW MARIA 3 12 1993 1750 MOVES AKIN 02 07 1586 14 20 VENABLES STEVEN 26 11 1320 12 STAUTHERS ACEIN 15 03 1974 NE cavia Ten CATHERINE 114 30 PRENTICE LALRA 12 08 1375 19 45 TLT SHEILA DAAN 1948 1210 SHITH BREN OAN BE 14 UGHTLY HIDHARD PAAN 64 WEFEFERNAN WEALD 22201 IN 1220 BRYANT SUNNY IANTO 14 45 CROS TLAND ELEZARE Tol Ot Art 7 420 1E OD GRAM KATE 1706 3475 CLAFE EMMA AMAS HAS CAMPANELLA HARTY 1292 1980 1605 TAYLOR GREGORY MATASE GLYMNAALLIAM SG OREUINE 1500 LANEN THOMAS 05 91 1901 1615 LLOVD MARJDAE 23 08 1987 VERITY OLMA 19 D6 567 VAN DER KOOY PETER 19 10 1938 1515 CRADDOCE DANELLA 08 14 1594 WEBS FAARCTPSE 1401 1975 1420 YORE ISOBEL 28 08 1323 EASOLOWSEY ANDREW 24 12 9982 TS a HODGSON LORETTA Of 7104 15 35 ILLSLEY JOHN 17 1071 MP 1545 BLACKMORE GEORGE RAI 5 VED ELLIS HELEN 26 10 1502 i Al Day aa En Tojer chen Uz 24 08 2009 ele Figure 8 Reception View Reception View Recently selected Views on toolbar There is a toolbar above the weekday tabs and below the main menu toolbar This is the Views Toolbar The Views toolbar can be switched on o
25. 5 40 00 DEMO r Viewing Patient Information Patient Information can be viewed in a number of ways e Viewing Did Not Attend DNA details e Patient Notes e Comments on an Appointment Booking form e View Patient in Consultation Manager or Registration e Patient Warnings e Carer Information e Reminders e Patient Demographic Details 39 Viewing Did Not Attend DNA Appointment Details Appointments are recorded as DNA once the appointment time has elapsed this is calculated from the computer clock if this is incorrect it can be updated on your server unless the patient is marked as arrived or a consultation start end time is recorded DNA details can be viewed in a number of ways Vision Appointments e Appointment booking form this shows all none attended appointments e Edit Booking Form Click the DNA button to view all DNA appointments e DNA Report Includes all DNAs in the specified date range If today is specified all DNAs except those in the previous hour are included in the report e Patient Search F3 All DNAs are displayed when viewing a patient search Consultation Manager e Consultation Manager Click on the patients name on the appointment list the appointment details are shown at the bottom of the page Past DNAs are viewed by clicking the drop down list Patient Notes View Patient Notes Patient Notes are displayed whenever you view an appointment booking form for example Patient is extrem
26. ACY 02 06 1386 Puled 10 16 PNBTW HARIA WT Puled 5 1535 STRUTHERS RODN TSW Pied 10 545 TILT SHELA MAAS Puled 5 HEFFERNAN WINIFRED 22 78 1531 Pubed 10 GRAHAM KATE 17 06 1975 Filed 5 EB TAYLOR GREGORY 05407 1966 6 Puded 10 LLOYD MARJORIE 29403 719387 Pied 5 VAN DER KOOY PETER IVI WE Pride 10 WERD FRANDOIE 14017195 P 5 KASOLOWSKY ANDREW 24 9241 10 ae 135 an gn 10 EN E S Yoder Ge H 64 Appointment List File Print You can print an Appointment List from File Print If you have either Reception or Book displayed you do not need to exit from these screens first 1 First check the File Print Set Up to make sure the correct Printer is selected ie if there is a specific printer that is set up for appointment cards rather than A4 paper Note that A printed appointments list shows whether slots were blocked out by an Event When setting up the Event Books Events you can choose either Mark Slots as Unavailable or Leave Slots Available If you selected to remove the slots the printout shows the event with the beginning and end If you chose to leave the appointments each appointment blocked by the event is included on the printout with the event details The word pulled shows on an Appointments List if the Notes have been pulled from the shelf see Notes Pulled page 64 You can print out a list of past appointments 2 First click within the session you want to print on either Reception or B
27. B AddId 1801 2 BROOM ROAD TEDDING TOH KINGS TOM UPON THAMES TW119HD Yes Figure 16 Full Appointments List Print Preview 4 When the patient arrives The Status of an appointment tracks the patient through the surgery by recording the time they arrive at the surgery and book in WAIT and the start IN and end time OUT of the consultation This gives useful information as to how long patients are waiting in the Waiting Room the waiting time and consultation time Two reports can analyse these times see Waiting Time Report and Consultation Report Searches Appointments can be tracked from either Appointments or the Appointments List in Consultation Manager 1 First display either the Reception View page 10 or Book View page 15 screen and the relevant GP staff or clinic and the required date A DEMO ABBOTT JANE 02 06 1953 AM SURGERY 11 00 12 30 Cuthand 11 15 Pulled 10 2 When the patient has arrived in the surgery the receptionist can double click on the appointment line 3 An Appointment Status window is displayed with the Arrived Surgery time entered automatically The arrival time can be edited if you know the patient arrived before the time shown Click on OK to clear the Appointment Status window and confirm the arrival time Appointment Status Status Armed Surgery Start Consultation Cancel En End Consultation Thi Comment 69 70 Note
28. GP staff or clinic If you cannot remember when the next session is due for example an occasional Diabetic Clinic or to see if a specific session has any free slots use the Search option Specific Slot search to find possible dates for the appointment How to select Date and Days 26 Today You will be on today s appointments when first entering the Reception or Book View To revert to today s appointments from another date click on the Today button Retaining date If you switch to the Book from the Reception View or vice versa whatever date is currently selected will be retained rather than reverting to today s date Weekday tabs On either the Reception or Book Views you may choose which day of the week is displayed by using the weekday tabs The selected weekday is underlined in red The weekday will be in the currently selected week GRAEME MACDONALD AM SURG BG AM SURGERY To move a day or two at a time Click once on the up or down arrow by the date window to move one day at a time in the future or in the past 24 06 2003 w e To find a date in the future using the tabs Click with the right mouse button on the required weekday tab to display a choice of 1 week hence 2 4 or 6 weeks or the previous week Thur FRI Gal 1 Week 4 Weeks 6 Weeks Prev Week e For example to find an appointment four weeks from Monday click with the right mouse button on Monday and click with the left mouse b
29. a Patient Details in Consultation Manager or Registration click the Contacts button to add details Appointment Booking for MICHAEL NEPTUNE Booking Time Comment Show Close _ Date Comment Print Patient BBOTT CATHERINE 1971071923 446 957 3078 Paes Duration 1 T THOMAS PAUL 400 088 2554 Patients cared for po Notes Patient is registered blind she needs assistance with steps Carers Patient s carers Recall Date Recall Achoned GP Past DNA s Date GP Clinic Status Mon 11 04 2011 MICHAEL NEPTUNE DNA Mon 11 04 2011 NURSE PRESCRIBER DNA Future Appointments GP Clinic Status Made i 4 04 2011 12 24 SYS 48 w Edit Booking Booking Time 14 40 Comment Show Date Thursday A 147047201 Comment Iv BBOTT CATHERINE 1971071923 446 957 3078 Patient is registered blind she needs assistance with steps Status Duration Arived Surgery Expected Start Consultation Actual End Consultation Waiting Time Made E 4 04 2011 12 24 00 sys Carers Patient s carers THOMAS PAUL 400 USS 2554 Patients cared for Reminders Once enabled in System Constants reminders can be viewed in Appointments see Reminders System Constants To view the reminders for a patient click on the patient s name in the appointment book the reminders are displayed in the top right corner but can be moved to a more suitable position this is a workstation setting You can right click to edit can
30. ar option described above or click on the relevant weekday tab with the right mouse button then click on Prev Week for a week previously The date will be displayed in the window at the top left of the screen On either Reception or Book view the AM PM buttons are not displayed on dates prior to the last week Using Free Slot search See Any Slot search and Specific Slot search Step 2 Select appointment time 28 1 See first Step 1 Select appointment date page 26 How to Select a Date and Days 2 Then either double click within a valid appointment time or click on an appointment time so that its frame is emboldened to show it has been selected and then e either click on Appointments Make Booking e orclick on an appointment time then click on the Make Booking icon e or click on an appointment time and press Shift and Insert This displays the patient selection screen see Step 3 Patient Selection page 30 If you have the Slot Count warning switched on see Slot Count System Constants and your number of free slots remaining for the current week is low you may see a warning message for example There are only 20 free slots left for the current week If there is no response or if the Make Booking option is faint ie is disabled then you have probably chosen an appointment slot which is not valid because of one of the following reasons e The date of the appointment has passed check the date
31. atively double click in this date window to display a calendar and click to select a date or click on a weekday tab with the right mouse button to choose future dates which are 1 2 4 or 6 weeks ahead or the previous week This image cannot currently be displayed Figure 3 Reception View toolbar Figure 4 Book View toolbar AM or PM All Day Click on AM or PM to display either the morning or afternoon appointments It will default to whichever corresponds to the time of day The cross over time from AM to PM is defined in Afternoon starts at in System Constants Any session that starts before that time is defined as an AM session and any that Starts after that time as a PM session Click on Today for the appointments for today If you click on the All Day button the appointments run continuously without an AM PM break A green session header line eg PM shows the division between the am and pm sessions Week On Book View only click on the Week tab or button to see all appointment Slots for that owner for the week In Week view when the date is changed using the up or down arrows next to the date box instead of being taken back to day mode Appointments will stay in week mode and the week will change as the date is increased or decreased by seven days You can also use the right mouse shortcut on a weekday tab to navigate through future or previous weeks eg 1 2 4 6 or previous weeks The
32. automatic reminder option switched on in Maintenance System Constants Reminders or if set to prompt you if you answer Yes when asked if you want to create a reminder The reminder will be appear in Appointments and Consultation Manager when that patient is selected as a yellow post it 1 Wj Patient is partially deal 33 Carers Carer details can now be viewed when booking appointments use the scroll buttons to view Patient s carers or Patients cared for See Carer detai s page 48 for further details Expected Duration If you expect the appointment to last longer than the usual time you may enter a time in minutes in the Expected Duration window For instance if a patient needs a twenty minute appointment and the session is booked in ten minute appointments enter 20 Any longer duration which is out of the ordinary will be entered in the Dur column on Book Any slots that follow the booking will be marked as OVERRUN These slots will be greyed out and any attempt to make bookings will display a warning message However bookings are allowed Print If you click on Print an appointment reminder will be printed see Step 5 Print the appointment reminder page 37 on page Ignore the Print option if no card is to be printed and click on OK instead More Clicking on the More button on the Appointments Booking form will show the patient s latest recall entered on Vision any past appointments where they did not
33. blank see Move Booking page 61 1 From either the Reception or Book View select the correct appointment session by the relevant GP staff or clinic and the required date see Reception View page 10 and Book View page 15 2 To copy an appointment leaving the original in place and duplicating the appointment in another slot e Either click on the appointment to be copied so the frame is emboldened Click on Appointments Copy Booking e Or you can hold the Control button down click on the appointment to be copied so the frame is emboldened and there is a suitcase icon then drag the appointment to a new slot 62 3 You will be asked to confirm copying the appointment Are you sure you want to make a copy of the appointment for name Click on Yes A re you sure vou want to make a copy of the appointment For CRADDOCK DANIELLA 08 04 1954 7 The appointment will be placed temporarily on the Clip Note 4 Display the appointment date and time where it is to be copied clicking on the appointment slot 5 Then drag the patient s name from the Clip Note to the new slot click on the patient name in Clip Note the icon turns to a suitcase drag the mouse to the new slot and release 6 Click on the Minimise icon to reduce the Clip Note window 7 Copy single or multiple bookings Control Click or Control Drag the slot s then right mouse click or select Appointment Multiple Options Then sele
34. cel the reminder Bh he INPS Practice Vision Appointments 1 Bik Pie Wews Acpointment Search Plan Books Maintenance Help mce 4 ole eeens ee By af Fean View Doctors Mon Tue Tha FRI Doctors 7 00704 2017 Al Day am EM tog Doe io Laan nam 098 40 me 103 1040 1050 1700 110 11 40 11 50 1200 49 Types of Reminders p ee m mm gm P i pp l on Dn anade LEMS Add Reminder You can add an Appointments reminder if one does not already exist If there is an existing Appointments reminder the Add option is not available on the menu 1 Point at an existing reminder in the Reminders window and right click select Add Appointments Reminder Note You can only have one Appointments reminder if Add Appointments Reminder is not available there is an existing Appointments Reminder Cancel Edit Delete Add Appointments Reminder 2 Type your message in the Reminder Text window max 60 characters w Add Appointments Reminder Reminder Text Cancel 3 Click OK to save and close Note A reminder can also be added using Patient Notes see Patient Notes page 40 for further details Or select Add Manual Reminder from the right click menu to add further reminders 50 Delete Reminder Point at the reminder in the Reminders window right click and select Delete Cancel Edit The reminder is now deleted Daybook Tasks
35. click Cancel Booking Move Booking Copy Booking Appointments Older than 7 Days On the Day of the Appointment Notes Pulled Appointment List File Print When the patient arrives INDEX Making Appointments Reception and Book View Reception View and Book View There are two screens from which appointments are viewed and can be booked e The Reception View page 10 displays appointments by weekday in columns per owner Only the appointment time and patient name is displayed per owner Select File Open Reception or press lt F5 gt or click on Hit You can pre save views of particular book owners to suit the current session ER Detta Park Medical Centre Vision Appointments 5912 30 VAN DE PEER JOMINE 17407715916 1235 GAGUANI KALANA UT 081925 RAVEN MCHOLAS OLDAT PEARY MARK 22007197 14 20 KEDEM TREVOR 2308 1972 1430 KOOR DEBORAH 14 00 1935 14 35 MUR HARRY AEN DE 1445 FRENCH MYRLA 21 03 1951 71450 CHAS TORIES Pal RICA 2640671356 STACEY ANN 07 90 1986 os 5 1500 TRAVIS MARA 1140 1965 1700 LABAMS HARRY 10004 GRAHAM SUZANNE 08971 1720 EDMONDS CAROLINE Fi ILNECH AMA JESSICA P14 71515 BRADY SUSAN 060321 BRE CER EN Anwar ossa ASHBY HELEN 21 08 1350 1520 DEBRAY KACY 12 06 1386 1740 MENDUM ANGELA 08 05 3 WILD ANGELA 2007 1930 1530 FINBOW MARIA 30 12 1933 1750 MOVES AKIN OUD ME 1420 VENABLES STEVEN 26 11 1900 12 STAUTHERS ACEIN 15 02 1374 OE cavia TEA CATHERINE 114 30 PRENTICE LALRA 12 08 1375 P1545 TLT
36. creen If Print Preview use zoom in to magnify and Print to print the list 9 Click on Close Print Preview i Zoom Out Close Lut on P40G 2003 for DEMO PR SURGERY GAGLIANT EALFHA 0108 1925 RAVEN HICHOLAS 0402 1970 BERET MARE 2208 1997 EED EM TREVOR 2370871972 HOOR DEB OR AH 14 02 1950 MUIE HARES 25705 1938 FREM CH MYELA 21031951 CHRIS TOFID ES PATRICIA 2606 1966 TRAVIS MARIA 11 01 1956 GRAHAM SU ZAHHE 0308 1971 BRADY MISAH 0602 1921 DEBRAY EACY 0206 1936 FIHE OW MARIA 301271993 5 TEU THERS ROBIN 1503 1974 TILT SHEILA 0071945 HEFFER VAM WIHIFEED 2209 1931 GRAHAM EATE 1706 1975 TAYLOR GREGORY 06 07 1966 LLOYD MARTORIE 2909 1937 VANDER EOOY PETER 19 10 1995 WEBB FRANC OISE 1401 1935 FEA SE EAS eee Pulled Travel SE Asia Book on the D ar Book on the D aF EVE SURG BG Free DREW WILLIAM 0906 1997 Dwm ABBOTT IA HE 0206 1953 Free Firer gery Figure 15 Summary Appointment List Print Preview 68 w Print Preview Print Hext Page i A Ful Pahent Listen F4007003 for A DEMO Appomdrmerd Patietit Address Tel Ho Hote s parle d CHEF Hotes Appomdrmerd Patierd Address Tel Ho Hote s pale d Corbett Hotes 14 00 24062003 for 4 DEMO MS EALPHA GAGLIGNI DOB 0108 1925 Add Td 3754 25 WELLESLEY ROAD TEDDING TOH MELA TW11 SDW Yes 14 05 2406 2003 for 4 DEMO ME HICHOLAS TOHH ROBERT RAVEN DOB 0402 1970 LEH SBURY CLU
37. ct Copy bookings Copied appointments are placed on the Clip Note as well as remaining in the original appointment slot Appointments Older than 7 Days For audit trail purposes you are not able to delete or edit appointments that are older than seven days You will be prompted with the following message if this is attempted You cannot alter anything that happened before seven days ago 63 On the Day of the Appointment Notes Pulled When you are preparing for a session by getting the notes out on the Book View you can double click in the Notes column of an appointment to signify that the notes for that patient have been pulled out of filing The word pulled is displayed Double clicking again will toggle this off to a blank A printed Appointments List or a Print Preview includes whether the notes have been pulled or not Delta Park Medical Centre Vissen Appointments a Yes Appontrert Serd Pen Books Mentenance Help ile 7 FF eee ee ZE al Book View A DEMO 4 me we mw m 30 EE 5 Ja GAGLIAN KAL PDU Ot RN RS Pubect RAVEN NEHDLAS DAA 1970 Pied 10 BERAY MARK 2208 1957 Puled 5 KEDEM TREVOR 23 18 1572 Puled 10 Mon Time 1623 NODA DEBORAH 1e2 PSs Puled 5 UB NMURA HARRY 6990 Pulsed 10 1645 FRENCH PRA HANS Pad 5 1E CHRISTORDES PATRICIA 26706713 Puded 10 S00 TRAMIS MARIA 11401 1935 Puled 5 GRAHAM SUZANNE C3061971 Pud d 10 M15 BRADY SUSAN OBAN CI Pied 5 BP chect MKM DEBAT R
38. e bookings Control Click or Control Drag to highlight the slot s then right mouse click and select Move bookings The moved appointments are placed on the Clip Note and removed from the Original appointment slot From the Clip Note each appointment can be dragged and dropped on to a new time TE GAGLIANT FEROMICA 21950 E K ple ley Pad A Lr l ik Ls Drag and drop blocks of appointments Drag and Drop can be used to move blocks of appointments where there are matching time slots in the receiving session ie moving four appointments with times 9 05 9 10 9 15 and 9 20 on to another session which has these slot times in it When dropping appointments if there is a clash with other booked appointments new slots will automatically be created with duplicate times If the receiving session has four slots available but with different times eq 9 05 9 15 9 20 and 9 25 the appointments will not be moved at all The appointments you are trying to move must also be in a continuous block If there are not enough slots in the drop area when dropping appointments for example if dropping ten appointments into eight slots then a message tells you this and no appointments will be dropped You will need first to manually increase the number of slots see Insert Slot page 20 Copy Booking Appointments can be copied to another slot leaving the original appointment in its slot To move a booking and leave the original slot
39. ecessary so that it does not clash with any existing sessions 4 Click on OK 19 Note You will be warned if The session you are trying to insert overlaps with existing slots This means the session you are trying to put in has a start time before the end of the last session Otherwise the session will now be displayed in the appointment book 5 Click on 6 to hide the Session List Remove Session A session can be removed either from the Book or Reception View or from the plan see Remove Session in the Weekly Appointment Plans section 1 To remove a session from the Book or Reception View first click on a session header this is the green title bar above the appointment slots and beneath the weekday tabs eg AM SURG XX When selected it is framed in purple a a A EMO AM SURGERY 2 Then select Appointment Remove session 3 This deletes the entire session but first gives a warning if there are any appointments in it The Session you are trying to remove contains at least one appointment If you continue it will be moved to the clip note Do you wish to continue Yes No Vision Appointments The Session you are trying to remove contains at least one S appointment IF you continue it will be mowed to the clip note Do you wish bo continue Ves ho The appointments are placed on the Clip Note page 57 and when convenient can be dragged from there on to a new session
40. ely deaf they can also be viewed by hovering over the booked appointment a tooltip will display any available patient note Add Patient Notes 1 Go to Vision Appointments File Open Patient Notes 40 Note You can also add Patient Notes on the Appointment Booking Form when you make or edit an appointment These notes are the Same as Patient Notes and can be edited and deleted Type the patient s surname forename in the Select Patient window then click 2 Find Highlight the correct patient and click OK w Patient Notes Patient ABBOTT CATHERINE 1971071923 446 957 3078 Hotes Patient i registered blind Vision Reminder 3 Type your note in the Notes window click Save Note The maximum number of characters allowed for a patient notes is 200 whilst a reminder has a limit of 60 characters 4 To add a reminder you can either Copy an existing patient note right click on the note and select Copy then right click in the Vision Reminder window and select Paste Alternatively you can type a message directly in the Vision Reminder window 41 42 5 Click Update to save the reminder When you press Update a reminder will either be created automatically or you will be asked Are you sure you want this to appear as a reminder in Consultation Manager or not created depending on which option you have set in System Constants Reminders Note If Update is not available check your Re
41. g on the square by the Owners box in the top right of the screen and making a selection You will a button corresponding to the owner you selected now on the View toolbar more buttons will be added as you select different books and then you can use these buttons to switch between books see Book toolbar on Book View page 17 3 The Views toolbar can be switched on or off from Maintenance Show Views Toolbar 4 See Reception and Book View page 5 and Options from the Book and Reception View page 10 Book View has tabs across the top of the columns for the weekdays and only one weekday is viewed at a time The Week tab shows all the appointment slots for that week for that owner 15 The Book View columns are 16 Time the appointment slot start time Patient the patient s name booked into that slot As you change the status of the patient from Wait In to Out see Status below then patient s name becomes crossed through turquoise then green respectively Notes double clicking in this column for a booked appointment inserts the word Pulled This implies the patient s notes have been taken off the shelf ready for the appointment session Dur This the duration or length of time of the appointment slot Status This can be either blank Wait In Out Double clicking in this status column against an appointment goes through blank Wait In Out to show whether the patient has arrived is in consultation or
42. ially if this is the first time Reception has been accessed Options from the Book and Reception View I make an appointment booking for a patient see Make Booking page 25 E make a non clinical appointment eg a drug rep see Special Booking page 37 To display the details of any appointment that is displayed click anywhere on that appointment line then click on Y Appointment View this Appointment Booking screen is explained in Edit Booking page 56 Record when the patient arrives goes into the consultation with the doctor and out again by double clicking each time on the patient s line This displays a Status window which automatically enters the times of arrival consultation start and end see When the patient arrives page 69 To insert a new appointment slot see Insert Slot page 20 The Clip Note icon is explained in Clip Note page 57 A new session can be inserted into the Appointment Book using the Session List see Insert Session page 19 Column widths on Book View can be resized in the same way as on the Reception View Record on an appointment list in Book View that the notes have been pulled from filing The Book View will be refreshed every few minutes to bring it up to date To exit from the screen click on Close Reception View Reception View and Options Note The Views menu is only available to users with Full Access to Appointments The Reception View displays ap
43. ient s appointment This does depend on your using the feature Arrived In when the patient arrives in reception and goes into the Consulting Room There are two methods e For an automatic display of any DNAs when the patient s appointment is booked check the box Show DNAs on System Constants 34 or manually check for recalls if Show DNAs is not checked on System Constants by clicking on the More button on the Appointments Booking Form Past DNA s Time Date GP Clinic Status 10 20 Wed 08 07 1998 WILLIAM PRESTON DNA 18 00 Tue 07 07 1988 JACK KERRUSH DNA Future Appointments If a patient already has an existing appointment and tries to book another one you can show this when you add a booking for the patient in one of two ways e Either check the Show Existing Appointments box on System Constants This will automatically warn you if the patient has a future appointment You can then use one of two relevant buttons Cancel Appointment and Move Appointment e Whether or not Show Existing Appointments is selected in System Constants click on the More button on the Appointments Booking Form to check if the patient has any future appointment AE Date GP Clinic Status ppointments 15 30 Wed 02 09 1998 WILLIAM PRESTON When any future appointment s is displayed you can then click and highlight an appointment then use one of two relevant buttons Cancel Appointment and Move Appointment Confirm with Yes that you
44. ier the slot will be added to the end of the earlier session F vou select Later it will be added to the start of the later session and the start time of this session will become 12 50 If you select Cancel no changes will be made So selecting Earlier adds the new slot to the earlier session and Later to the later session 21 Note if you choose Later at a time near the afternoon start time eg 1 pm so that the inserted slot eg 12 50 am with a duration of 10 minutes may overlap the afternoon start time you will see the following message we have used 13 00 as an example your message will say your defined afternoon start time instead Insert Slots WARNING Your default afternoon start time is 13 00 If you proceed this P M session will have an A M start time and will appear in A M views Proceed Cancel Insert Slots WARNING Your default afternoon start time i 13 00 IF you proceed this F M session will have an M start time and will appear in A M views Cancel 10 Clicking Proceed adds the inserted slot to the later session in this case one in the afternoon even if that session does not start for some considerable time eg 3 pm And this 3 pm session will now be seen with the A M sessions when you use the A M button and will not be displayed when you use the P M button Note If you try to insert a slot in a time that is not part of a session the exception being immedia
45. in Book View e 18 When the patient arrives e 10 56 69 74
46. ion View Reception View and Options Reception View Choosing owners and saving views Reception View Recently selected Views on toolbar Reception View resize column width Displaying the Book View from Reception Book View Book View display and options Book toolbar on Book View Week Tab in Book View Refresh the appointments books Alter sessions and slots on Views Insert Session Remove Session Insert Slot Remove Slot Make Slots Unavailable Allow Booking Change Slot Type Hold slots Release held slots by same member of staff Release held slots by another user Make Booking Step 1 Select appointment date How to select Date and Days Step 2 Select appointment time Step 3 Patient Selection Step 4 Appointment Booking Form Step 5 Print the appointment reminder Special Booking Editing a Special Booking Viewing Patient Information Viewing Did Not Attend DNA Appointment Details Patient Notes Comments How to Add and View View Patient in Consultation Manager and Registration Patient Warnings In Appointments O1 CON NN DO U UI Carer Details Reminders Types of Reminders Add Reminder Delete Reminder Daybook Tasks Adding Tasks from Appointments Managing Tasks from Appointments Patient Demographic Details Preferred Language Spoken Interpreter Information Amending booked appointments The options to amend Appointments Edit Booking Clip Note Right mouse options on Appointments slot Multiple options or right mouse
47. is for this appointment only Any comments will be shown by the appointment on the Book and Consultation Views for that appointment as well as in the Consultation Manager Appointments list for that clinician Show Comments If the Show Comments box is checked the Comment is displayed on the Appointment Status form when the patient arrives for the appointment and you double click on the appointment slot On System Constants you 32 can check the Default Show Comments box so that any comments are always displayed in this way Appointment Status Status Anived Surgery 16 51 Start Consultation Cancel End Consultation Travel in SE Asia Notes Notes on the other hand are permanently attached to a patient s details eg Is deaf Has learning difficulties and will be re displayed on the Booking Form every time an appointment is booked or amended for the patient In Consultation Manager Notes are shown on the Booking Form when that appointment is highlighted If the Booking Form is not displayed eq if you use outside of the Patient Record either press Esc to display it or right click and View Appointment Details See Patient Notes page 40 In Appointments you can edit a note at the time of booking or use File Open Patient Notes select the patient and edit the Notes If you have entered text in Notes then when you click OK at the booking form a reminder will be created if you have either the
48. lso be seen on the Book view on the right hand column of this patient s slot The comment is also displayed when you double click the appointment booking to record the patient has arrived Appointment Booking for FIONA DOPEY Rocking o m 15 5 5 50 Comment Show ae Date Friday Comment wr 5 01 2008 Print Patient Hore ROM ELLIOT 15 06 1929 Expected Notes me is hard of hearing Duration Recalls Patient Motes Past DHA Future Appointments PDS Status Error reading PDS object Details 44 View Patient in Consultation Manager and Registration When a booked patient appointment slot is highlighted on Reception or Book view you can bring up that patient s record by either right clicking and selecting either e View Patient in Consultation Manager e View Patient in Registration The same options can be reached from the Appointment menu and from the Patient Search Note these options are not available if you multi select several bookings Bi Delta Park Medical Centre Vision Appointments File Views Appointment Search Plan Books Maintenance Help MIO Fel FR Ol VV NNN NL E PS O O ADEMO O GRAEME EWE SURGERY EVE SURGERY 17 10 17 10 17 20 BRADSHAW THOMAS 297 0671949 17 20 Make Booking 17 40 Special Booking 17 50 Edit booking Cancel Booking 18 10 Move Booking 15 20 Copy Booking View Patient in Consultation Manager View Patient in Registration
49. lumn 4 Add any other columns and assign each column to an owner 5 Remove column Columns can be removed by clicking within the column then using Views Remove Column 6 Scroll right You can scroll to the right of the screen using the horizontal scroll arrow when the column display is off screen 7 Save Views Once you have the owners you want save the view using Views Save As if it is the first time this view has been made and give this view a name w Reception View Mame Sz Ed View Hame GPd Figure 7 Reception View 8 If you change a view by adding or removing columns or changing the owners and want to save it under the same name use Views Save To save a changed view under a different name use Views Save As 9 Re display a View Once saved a choice of views is available in the top right window under the Reception window on the right of the weekday tabs Click on the selection arrow and choose which View to display 13 Note Whichever View is chosen in Reception View is also displayed in the Day Plan ER Vella Park Medical Centre Vision Appointments Fie ews ipponta Search Plan Books Marterance Hep MOM FPR PP PLO LE al Reception View Men yor wet m or or sl nn EEE EEE 12 30 VAN DE PEER JOAANE 1740771516 1235 GAGUANI KALPANA UTAS A1S925 RAVEN NOHOLAS 06 12 7597 PEARY MARK 22 087 997 14 30 KEDEM TREVOR 220819772 1427 KOOR DEBORAH 1440 19
50. minders settings in System Constants Patient Notes k Are vou sure you want this to appear as a reminder in Consultation Manager Mo Note that although you may edit the reminder text in Consultation Manager right click on the yellow reminder and select Edit the edited text will NOT be written back to Patient Notes in Appointments Delete Patient Notes or Reminder 1 Go to Vision Appointments File Open Patient Notes 2 Type the patient s surname forename in the Select Patient window then click Find Highlight the correct patient and click OK 3 Highlight the note or reminder you want to delete right click and select Delete Patient Notes m Ed Patient ABBOTT CATHERINE 1971071923 446 957 3076 Hotes ut Copy Paste Exit Patient i registered blind Vision Reminder 4 Click Save to save note changes and or Update to save reminder changes then click Exit to close 43 Comments How to Add and View You can enter Comments on Booking Form when you make or edit an appointment This free text Comments is attached to this appointment only and is not retained beyond that appointment To show the comment either tick the box Show Comments or switch Show Comments on permanently in Maintenance System Constants Bookings Default Show Comments The comment can also be viewed by hovering over the booked appointment a tooltip is displayed showing the comment this can a
51. n back to day mode Appointments will stay in week mode and the week will change as the date is increased or decreased by seven days You can also use the right mouse shortcut on a weekday tab to navigate through future or previous weeks eg 1 2 4 6 or previous weeks Clicking on the Day button will return you to day mode The Now button returns you to Today s view B The INPS Practice Vision Appointments File Views Appointment Search Plan Books Maintenance Help mol teel ee zl cal Book View CAROL SLEEPY CAROL SLEEPY 14 40 14 40 14 40 14 40 15 00 l cm oS mn L Ln mn mm cm S amp S oo 15 20 _ L in Ph fom l in Ph om Ph oo 15 40 15 50 l l m om LT E D O l l om om LE D O l l ot on LT E D D l l m om in E D D at mm mm mp mm T mm T mm 16 10 E Sec 16 30 16 40 as en mB i Sc as i D T l 5 5 f l zel o In o 2 l l D oo E o 0 17 00 17 20 17 30 l l mH La Pd oo l l zld La Pd om 2170172008 Albay 25701 2008 16 00 Refresh the appointments books The Reception Book and Consultation Views will refresh every few minutes automatically This is system wide and the time interval is set in System Constants Whenever a booking i
52. ointment reminder using the Print button Only the past week s appointments can be altered This is allowed so you can maintain Statistics for instance if the server is down and you have been unable to access appointments for a time For audit trail purposes it is not possible to delete or edit appointments that are older than seven days You will be prompted with the following message if this is attempted You cannot alter anything that happened before seven days ago Warning A You cannot alter anything that happened before seven days aga OK 56 See also Amending booked appointments page 55 for how to move copy cancel bookings insert or remove appointments searching for appointments redisplay appointment details and display the status waiting time and consultation duration Edit Booking Booking Time 11 15 Comment Show Dates Wednesday Barz Comment Patient Close Print Recalls GAGLIANI VERONICA 24 08 1958 a Pe Status Arrived Surgery Start Consultation End Consultation Made 2470672003 15 10 00 DEMO zj Clip Note DNAs uuu Future Duration Expected Actual Waiting Time At the top of the Reception View there is a small paper clip icon L Clip Note is used to store appointments when moving or copying them see Move Booking page 61 From a Clip Note you can drag the patient s name on to a new appointment time or trash it in
53. ook View This automatically selects the owner and session 3 You can also select multiple names from the list click to highlight each name required or tick ALL to print lists for all owners for the date and time s selected 4 Select File Print Appointment List Appointment List Select Owner Options GRAEME MACDONALD AI Select Report Date 25 06 2003 Select Report Time Print Options Start fF E nd Ld Select Report Type Summary Figure 14 File Print Appointment List Print Preview if Close 5 Select Report date This defaults to the session currently selected or you can enter a date 6 Select Report Time If you leave these blank the whole day s sessions will be printed If you just want the afternoon session for example type the afternoon start time in Start Enter the time as hhmm For a morning session leave Start blank and just enter the last time of a morning session eg 1140 7 Select Report Type Either 65 66 e Summary Lists appointment times and the patient name and additional patient information against each Notes pulled and Comments are shown e Full Appointment time and date owner GP nurse or clinic patient details including title full address all phone number s and whether notes pulled e Owners With No Sessions Lists Appointment book owners with no sessions set up 8 Click on Print to print or Print Preview to view on s
54. or each owner GP staff or clinic These are explained in Sessions and Slots Overview and Plan Overview Weekly Appointment Plans section An overall view is given in How to use the menu options in the Getting Started section Refresh the screen Both the Book and Reception Views and the Appointments List or Consultation View will be refreshed every few minutes to bring them up to date Alternatively you can use the Refresh icon Al to manually refresh and update appointments screens Refresh is an icon only and there is no corresponding menu entry Viewing Appointments in the clinical system Clinicians in Consultation Manager can use an Appointments List to list their appointments refer to the Consultation Manager on screen help under Appointment List or the Patient Record chapter of the Vision Training Guide Altering the day and date Note From DLM 350 the Calendar AM PM AIl Day buttons are now at the top of the screen Details are given in Step 1 Select appointment date page 26 How to Select a Date and Days The appointments default to today but you may choose which day of the week is displayed by using the weekday tabs for days this week Right click on a weekday tab brings up options for 1 Week 2 Weeks 4 Weeks 6 Weeks or Previous Week For days near the day you are on use the up and down arrow by the top left date window to go to the next or previous day one at a time 24 06 2003 w Altern
55. ounted as DNA did not attend as soon as the booked time has elapsed if there is no Arrived time and the appointment has not been cancelled For practices with full Vision the start and end of the consultation can be recorded from Consultation Manager If you double click on an appointment line once the patient has finished the consultation and answer Yes the Appointment Status screen summarises the arrival time and the start and end of the consultation If you accidentally double click a patient and change their status go to Edit Booking remove the arrived time and click OK You can display the full Appointment Booking screen by clicking on a patient s appointment line so that it is emboldened then click on EAI This displays the Edit Booking screen which also summarises the patient s arrival time and the start and end of the consultation the expected duration of the appointment the actual duration and the waiting time see Edit Booking page 56 If you double click on an appointment which is on a future day you will be warned that continuing by clicking Yes will record the patient s arrival time This appointment is on a future working day If you continue its status will change Continue Yes No Answer No to avoid this Warning i This appointment is on a Future working day IF you continue iks status will change Continue Yes Mo Note If you have Booking Information for an appointment of Telephone
56. ow with the owner s title to a vertical column line The cursor changes to a lt Click the left mouse down and drag the column line left or right as needed Release the mouse when the column width is what you want see Reception View resize column width page 15 11 To switch to the Book View click on or press F6 for a specific owner s Book View double click on the owner s header row u Dulla ere Medial Canti Vistan Apgmanternnt FIRK maw iNe O velvet eef aN Reception View a a en 17 10 URBANS HAAF 10 70 1955 17 2 EDMONDS CAACLNE HIT GEO BEN Fer OIE DEM VENMELES STEVEN 81171922 174 MENDUM ANGELA 080051942 JEW PRENTICE LAURA 1244 1975 17 5 NOVES ASIN 03 07 136 165 LIGHTLY RICHARD 19 01 1964 ORINK WATER CATHERINE O81 1445 CROSSLAND EL GARETH 09 01 1500 1810 SMITH BRIAN 200 136 1450 CIAMPANELLA HARRY 12 12 1980 182 BRYANT SUNNY TBA HE 1500 GLAVEY THOMAS 08 11 9521 CLARK EMMA 19 01 1535 Ti GLYNN WELAHS ORELINE 17 90 1515 CRADDOCK OANELLA 022041 34 1520 DEBRAY KACY 02 06 36 VERIFY OLMA 1970671367 1520 YORK MOREL 28 02 1423 19 90 FIND Mafia 30 12 7959 150 MOOGSON LOMETTA 04 07 1302 1535 STAUTHERS AOBIN 15 00 1374 155 ILLSLEY JOHN 17101300 15 45 TILT SHEILA 04 07 1340 1545 SLACKMORE GEORGE 08 12 1956 TET ELLIS HELEN 26 10 1902 1605 KLUCK ANNA 10 08 1913 1815 zl OER KOTY PETER 18 70 1980 WEBB PRONCORSE 14 11 1935 CASOLOW SEY ANDREW 24 1 21902 Cn Sn Tagy gae H Figure 6 Reception View PM selected
57. pointments by weekday and as many owners GPs nurse staff clinic that will fit in columns at a time In the appointments slots there is only space to display the appointment time and patient name 1 Select File Open Reception or press lt F5 gt or click on the Reception View icon Hit The title at the top right window of the screen is Reception If there are no appointment slots displayed page 9 then Extend Books may not have been run or there is a problem with your display Please contact your system administrator Chose the book owner or view see Reception View Choosing owners and saving views page 12 Then choose the date you want see Reception and Book View page 5 and first Step 1 Select appointment date page 26 How to Select a Date and Days Some of the display options on Reception View See also Options from the Book and Reception View page 10 Views Add column will add another column to the View Then save this in Views Save As and give the view a name Different saved Reception Views are listed in the window for selection As each is selected a button is added to the Views toolbar above the weekday tabs building up a list of most recently selected views see Reception View Recently selected Views on toolbar page 14 Use the right and left scroll arrows to display columns off the screen to the right To make the width of a column larger or smaller point on the header r
58. r off from Maintenance Show Views Toolbar There will be one view that is always displayed when you go into Reception View As another view is selected from the picklist window at the top right so another button is added to the toolbar titled with the name of this View Any further views selected will be added as toolbar buttons depending on the number of columns that the resolution of your view fits in for example 600 x 800 shows fewer columns than a higher resolution The toolbar buttons make it easier to switch between Reception Views Once you Close Reception View and exit this toolbar is cleared except for one view Next time you re enter the toolbar is built up again with the most recently selected view For instance you might have a view of Doctors consisting of four GPs or one called Morning consisting of four GPs and one Nurse When you select the Doctors view a button called Doctors is added to the toolbar When you select the Morning View a Morning button is added next to the Doctor button To remove one of the views from the Views toolbar click to select the view on the Most Recently Used Views toolbar then select Views Remove Button 14 Reception View resize column width Any column on Reception can be resized as required and then saved as part of the View On the title bar with the owner s name point to a column line so the cursor changes to a double headed arrow lt Click with the left mouse and d
59. r slots in a session can be altered using Change Slot Type one of the Appointment Multiple options 1 First block highlight the slot s either by Control Click or Control Drag over the slots then right mouse click or select Appointment Multiple Options Select Change Slot Type 2 Then from the Slot Types list select a Slot Type and click on OK u Outta Park Mehea Comire Wisin Appaintnursis Olm A l Ol TD Al Recaption View P5 Piirist Mon tue we Tum ra sa GP aleast GENE MACDONALD Ts Neel A 1 6 Ar wir 11 15 115 A15 1 3 as 19 ine 11 50 ABBOTT JANE 00 78 15 isa iat 1200 lik Lia nw GAAHAM CRAIG 0100 1909 P Lan oiy be booted on the dep the dap beine DIABETES ANNUAL CHE ORS ONLY 00K ONLY FOR ANTENATAL CLINIC jock on the Day Q THIS SLOT 25 RESERVED TO BE BOOKED ON THE DAY MS FOR CHILD HEALTH CUNT DNL Wabeke Civec DIABETIC CLINIC ONLY e THIS 15 RESERVED FOR EMERGENDES ONLY Hold slots A single slot or multiple slots can be held by one member of staff so they cannot be booked by another user This is useful when rescheduling appointments and the patients cannot be contacted immediately 1 First Control click to highlight a single or multiple slots or Control drag to block highlight the slots on either Reception or Book View 2 Right mouse click or select Appointment Multiple Options then select Hold Slots This changes
60. rag the column line in the direction left or right depending on whether you want to increase or decrease the column width Save the view with its new column widths using Views Save You can restore resized columns to a default column width using Views Default column sizes Displaying the Book View from Reception If you point to the title bar where the owner s name is displayed and double click you will reach the Book View for that owner see Book View page 15 This displays one owner at a time with many more details of each appointment If the Session List or Clip Note is displayed on the Reception View and you go to the Book View or vice versa the Session List or Clip Note will remain open on top Book View Book View display and options The Book View displays appointments for a single GP staff clinic at a time giving a much wider detailed view of each appointment its duration status and any comment This screen could be used by the receptionist to book appointments or to control entry of the patients into the GP or clinic From the patient s appointment line you can record when the patient arrives and the start and end times of the consultation 1 Click on or select File Open Book or press lt F6 gt You can also reach the Book View from the Reception View point to the owner s name at the top of a column in Reception View and double click 2 First select the owner you want to display by clickin
61. s made on an appointments book the screen will also be automatically refreshed Clicking on the Refresh icon Zl will refresh the screens manually Refreshing is useful if there is more than one appointments screen open on a single workstation eg if there are two current screens from which Appointments are made or if you have a networked system where appointments may be made or amended at different places For example you may have the Book View displayed and without closing this you open the Reception View If an appointment is then made on the Reception View the 18 appointment will not show on the Book View until this screen is refreshed or the Book View is closed and re opened which is time consuming or a new appointment is added Alter sessions and slots on Views Insert Session It may be necessary to insert an extra session into an Appointment Book if the session required is not on a plan 1 With the Reception View displayed click on or select Plan Session List 2 Drag the required session from the Session list on to the required owner s column Note that you can drag and drop a session on to an owner s Reception view PAST the last date listed in Maintenance Book Owners When the books are extended for this owner the plans should merge together and not produce duplicate slots so you should not lose a patient booking 3 A Confirm Details window is displayed so you can vary the Start Time Edit this as n
62. sed when booking appointments for example to hold two appointments slots if the patient requires a long appointment see Hold slots page 24 The Make Unavailable option lets you blank out an appointment so no patient is booked there 1 First mark the slot or slots 2 Either click on a single appointment line then click on Appointment then Not Available You can reverse it by Appointment Allow Booking 3 Or Control Click on a single or multiple slots or Control Drag over multiple slots then right mouse click or select Appointment Multiple Options Select Make Unavailable Once marked as unavailable the time of the slot s will be shaded and double clicking will not bring up the patient selection screen so no appointments can be booked 17 50 ABBOTT JANE 02 06 1953 4 Slots marked as unavailable can be re activated to allow bookings Select an unavailable single slot or multiple slots by Control Click or Control Drag to highlight the slot s then right mouse click or select Appointment Multiple Options Select Allow Booking Note If the patient requires a long appointment there is also a Hold slots page 24 option for example when rescheduling appointments When booking an Event Books Events you can choose to make the slot unavailable for booking An appointment can then only be booked in this slot by using the Allow Booking option first 23 Change Slot Type The slot type of a slot o
63. t the correct appointment session by the relevant GP staff or clinic and the required date see Reception View page 10 and Book View page 15 2 TO move an appointment from one slot to another e Either click on the appointment line then keeping the mouse button down until the icon changes to a white folder drag it to another appointment time and release the button A window is displayed asking you to confirm rescheduling this appointment Click on OK e Or drag an appointment on to the Clip Note a date and time for it e Orclick on an appointment then click on Appointment Move Booking 3 You will be asked to confirm 4 Are you sure you want to cancel and reschedule the appointment for name Yes No Warning A Are you sure you want to cancel amp reschedule the appointment For READ GEORGE 27 12 1996 Mo 5 Confirm that the appointment is to be rescheduled by clicking on Yes The Clip Note is shown see also C ip Note page 57 on page with this patient s appointment on it 6 Select a new appointment slot on another day and time as required using the weekday tabs and clicking on the appointment slot 61 7 Then drag the patient s name from the Clip Note to the new slot click on the patient name in Clip Note the icon turns to a suitcase drag the mouse to the new slot and release 8 Click on the Minimise icon to reduce the Clip Note window 9 To Move a single or multipl
64. tabs and below the main menu toolbar This is the Views Toolbar The Views toolbar can be switched on or off from the Maintenance menu There will be one book that is always displayed when you go into Book View As another book is selected from the picklist window at the top right so another button is added to the toolbar titled with the name of this owner Any further books selected will be added as toolbar buttons The number of books that can be shown on the toolbar depends on the resolution of your view for example 600 x 800 shows fewer columns The toolbar buttons make it easier to switch between owner s appointment lists Once you close Book View and exit this toolbar is cleared except for one book Next time you re enter the toolbar is built up again with the most recently selected books For instance Dr Jones s book might be the only book visible on Book View The toolbar will carry a corresponding Dr Jones book If you select Dr Smith from the top right picklist another button called Dr Smith is added next to Dr Jones button and so on Like the Reception View you can save views or add columns from the Views menu 17 Week Tab in Book View Week Button or tab allows you see all booked appointments for the selected owner for the current week of the chosen date This is only available on Book View In Week view when the date is changed using the up or down arrows next to the date box top left instead of being take
65. tely before or after a session then you will be warned These slots do not belong to an existing session You need to use the Insert Session feature Slots can only be incorporated into sessions and not stand on their own Vision Appointments l 1 These slots do not belong to an existing session You need to use the Insert Session Feature Ck Remove Slot 22 1 A single appointment slot can be removed from a session if you click on an 2 appointment time then click on Appointment Remove Slot You can also block highlight one or more slots with Control click hold the Control key down and click on each slot to be highlighted or Control Drag the slots then right mouse click or select Appointment Multiple Options Then select Remove Slots This deletes the slot s 3 A warning is given if there are booked appointments and these are placed on the Clip Note The slots you are trying to remove contain at least one appointment If you continue they will be moved to the clip note Do you wish to continue Yes No Vision Appointments The slots you are trying to remove contain at least one ws appointment IF you continue they will be mowed to the clip note Do you wish to continue Yes Ho Make Slots Unavailable Allow Booking Single or multiple slots can be marked as Unavailable then later released with Allow Booking on Reception or Book Views There is also a Hold slots option u
66. the following If you accidentally check a patient in by double clicking go to Edit Booking remove the arrival time and click OK This removes the Waiting status If the wrong time is shown it may be because the clock setting is incorrect Change the time on the server and reboot the workstation for the correct time to be displayed on the workstation If you have checked the box Show Comments on the Appointments Booking Form or switched on for automatic display in System Constants any comments attached to the patient will be displayed Comments are attached to appointments On Reception View the appointment line of an Arrived patient who is waiting is now scored through to show the patient is booked in 11 15 ABBOTT ABE AOE As On the Book View the word WAIT will be displayed in the Status column to show the patient is waiting WAIT will remain the status until the consultation is started This will be recorded as the waiting time 11 15 JABBOTTIANE DSEMSES PPulled 10 WAIT Cuthand Note In earlier versions the appointments waiting time was calculated from the patient s arrival time There is the option to change this in Consultation Manager Options Setup Data Entry and calculate the patient s waiting time from the time their appointment should start the Due Time When the patient goes into the GP clinic and when the GP selects the patient from his or her appointment list and starts a consultation this automa
67. tically enters a Start Consultation time in the Appointment Status window This can done from either the receptionist s or GP s terminal To record a consultation start manually from reception double click on the appointment line Click on OK to clear the Status window Appointment Status Status a Armived Surgery 11 05 Start Consultation 11 10 End Consultation 1 Tm On Book View the word IN is now displayed in the Status column on the patient s appointment line to show they are in a consultation The Notes column is turquoise 11 15 Pulled 10 IM Cuthand On Reception View the appointment line changes colour to turquoise 11 15 ABBOT ANE 00653 Finally when the patient comes out of the consultation and the GP closes the consultation this will automatically enter an End Consultation time on the Appointment status window To do this manually from reception double click again on the appointment line re displaying the Appointment Status window Click OK to clear the Status window Status Arived Surgery 11 05 Start Consultation 11 10 Cancel End Consultation 11 13 Comment On Book View the word OUT is now displayed in the Status column The appointment line changes colour to green in the Notes column 1115 AFECTE Puled 10 OUT On Reception View the appointment line is green Cuthand 1115 aeeor EDER 71 72 Note the following points A patient is c
68. tions on Appointments slot If you left click on an appointments slot to select it framed in black then right click on the slot you have the following options Make Booking page 25 Special Booking page 37 Edit Booking page 56 Cancel Booking page 60 Move Booking page 61 Copy Booking page 62 View Patient in Consultation Manager and Registration page 44 Insert Slot page 20 Remove Slot page 22 Remove Session page 20 Make Slots Unavailable Allow Booking page 23 Note if the appointment slot holds a patient booking the only right mouse options are Make Booking Special Booking Edit Booking Cancel Booking Move Booking Copy Booking View patient in Consultation Manager or Registration Insert slot If the Appointments slot is blank and not booked then the options are Make Booking Special Booking Insert slot Remove Slot Not available Allow Booking Delta Park Medical Centre Vision Appointments File Views Appointment Search Plan Books Maintenance Help mom Fie lee O oo WED C L awm J GREM AM SURGERY 11 05 GALBRAITH CHARLES 24705 1989 11 15 DAL v LESLIE 16 07 1971 11 25 AGS TAFF THOMAS aes as 11 20 Make Booking 11 40 Special Booking 11 50 Edit booking 1200 Cancel Booking Move Booking Copy Booking View Patient in Consultation Manager OPEN SURGERY View Patient in Registration 12 30 Insert Slot 59 Multiple options or right mouse click On both
69. to status to Held by a user in effect the slot is locked to prevent other users booking it 17 05 Held by DEMO 11 15 Held by DEMO 11 25 Then it can only booked by the user holding the slot when they are signed on as themselves Once two slots are held you could go ahead and book the first held slot with an appointment leaving the second appointment held This would be also useful if you want to hold two consecutive appointments for a long appointment or a double appointment for mother and child Held slots appear in Searches but will not appear in Free Slots Searches 24 Release held slots by same member of staff To release held slots the same user who originally held the slots needs to be signed on Control click on a held slot then click with the right mouse or select Appointment Multiple Options Select Release Held Slots Release held slots by another user If staff member 1 wants to release held slots which have been held by staff member 2 then staff member 1 needs to have full access rights to Appointments in Security They need to have the box Allow override of held slots by users with administrator rights ticked in Maintenance System Constants Practice 25 Make Booking Step 1 Select appointment date To book an appointment for a patient or a non clinical event 1 2 First display either the Reception or Book View Display the required date then display the relevant session for the
70. uble click in an appointment slot or click on the Make Booking icon or on Appointment Make Booking you then need to select a patient If you are not sure how to do this Vision users should refer to the Vision on screen help or Training Guide The quick way is to enter the first few letters of the patient s surname under Search 3 Click on Find which displays a list of patients beginning with those letters Note that the patient s address Home business and mobile phone numbers and email details if entered in Registration are displayed at the bottom of the screen when you are browsing a list of patients for selection but you cannot select a patient by phone number 4 Either double click on the patient you want or click once on the patient to highlight then click OK Select Patient Search Details Search Attribute Sumame Find Cancel iW Active Patients only Options Figure 10 Selecting a patient If the Patient has a Patient Warning this will now be displayed See Patient Warnings In Appointments page 46 for further details Once the patient is selected and any PDS prompts dealt with continue to Step4 Appointment Booking Form page 32 31 Step 4 Appointment Booking Form See first Step 1 Select appointment date page 26 How to Select a Date and Days Then follow Step 2 Select appointment time page 28 and Step 3 Patient Selection page 30 Once the patient
71. utton on 4 weeks The date will be displayed in the window at the top left of the screen 25 07 2003 All Day AM PM Today Close e AM or PM Click on AM or PM to display either the morning or afternoon appointments The default display depends on the time of day The cross over time from AM to PM is defined in Afternoon starts at in System Constants Any session that starts before that time is defined as an AM session and any that starts after that time as a PM session e All Day To display a full day at one time click on All Day to ignores the sessions breaks between am and pm The coloured session header lines mark the start of new sessions e To find a date using the Calendar Click once in the date window at the top left of the screen to display a calendar This has windows to select the Month and Year w Calendar al June 2003 2 3 4 5 6 9 10 11 12 13 14 16 17 ZE 19 20 21 23 24 25 26 27 28 30 Today 18 06 2003 e Either double click on the date you want e or click on the date you want then OK if the date is this month e Or use the scroll arrows to the right of the month title or year for previous or future dates 27 To find a date well in the future Right click on the weekday tabs and select from 1 Week 2 Weeks 4 Weeks 6 Weeks or Previous Week To find a date in the past If it is earlier in the current week click on the required weekday tab Otherwise you can either use the calend
72. want to continue e If cancelling you will be asked to enter a Cancellation Reason If moving the appointment is moved to the Clip Note ready to be rescheduled for the time and date you chose for the first appointment before the future appointment screen was displayed 35 Made The time and date that the appointment is entered on the computer together with the user currently signed on is displayed for audit purposes Booking information A default booking reason can be setup in System Constants but you can override it here and choose a different reason from the picklist If no default reason is shown optionally select one from the picklist The booking reasons are set up in Maintenance Booking Information You can choose to display the reason against the patient s name in an appointment slot see Additional Patient Information in System Constants Maintenance PDS Status allows you to check if the patient has been synchronised with the Spine whilst booking the appointment so that any discrepancies can be rectified before the clinician sees the patient Click on Details to see the patients PDS details If you are not logged in with your SmartCard you will see Error Reading PDS Object in the PDS Status Box Appointment Booking for ALISON HILL En CE Time Comment Show Close Date Comment w Print it Patient BEOTT CRAIG 02 04 2003 Expected Hotes Duration 1 g Recalls Recall Date Recall Actioned GP
73. yed on the Appointment book 4 If required enter any free text Comments and print an appointments reminder 5 Alter the duration if appropriate 6 Click on OK 37 Whatever you typed in Special Booking appears in the appointments slot Appointment Booking for A DEMO Ten E Time Comment Show Close Date Comment E gt Jos 200 Print Special Booking Mr Smith from Health Authority Expected Duration 5 Made 18 06 2003 15 37 DEMO Pe Figure 11 Appointment Special booking Delta Park Medical Centre Vision Appointmen File Views Appointment Search Plan Books Maintenal mom ALLER EL 4 DEMO Mon Tue Wed THUR Fri Du 14 20 14 30 14 35 14 45 14 50 15 00 5 5 15 20 15 30 15 35 15 45 38 Editing a Special Booking To edit this booking click once in the appointments slot and select Appointments Edit Booking or EAI Note that if you delete out the name under Non Clinical Appointment and click OK the appointments slot will display nothing in the patient name section but it will still be listed as a valid appointment The appointment can be dragged to the Clip Note and cancelled as normal w Edit Booking Booking Time Comment Close Dat Show ah Comment Print Hon Clinical Appointment GMA Hr Smith from PCT DHA Status Duration Future Anmived Surgery Expected 5 Start Consultation Actual End Consultation Waiting Time Made 1 6 06 7003 1

Booking Appointments User Guide

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