In the Appointments Module, with a patient selected, double-click on an open area to create a new Appointment.
You can also allow patients to schedule their own appointments online using Web Sched Recall, Web Sched New Patient, or Web Sched ASAP. See Web Sched Feature.
Title Bar: Shows the patient name, appointment day, date, and time, and the appointment's operatory.
Time Bar: Along the left side is a color-coded time bar that indicates appointment length. The default appointment time is based on the procedure's time pattern. The total length of the appointment will display. See Time Bars.
Status: The appointment's current status.
ASAP: Marks the appointment as ASAP and add it to the ASAP List. This means the patients wants to come in sooner if an opening becomes available. ASAP can also be a set as a display option in Appointment Views.
Unscheduled Status: Used in the Unscheduled List, Recall List, and Planned Appointment Tracker to easily identify why an appointment has not been scheduled and determine whether to contact patient or not. Customize options in Definitions: Recall / Unsched Status.
Confirmed: The Confirmation Status. Confirmed statuses are also linked to Time Arrived, Time Seated, and Time Dismissed values (see below).
New Patient: This box automatically checks on the first appointment created for a patient. When checked, NP will show in the upper left corner of the appointment box on the schedule. Additional appointments (even if scheduled prior to the first appointment created) will not be marked New Patient. To remove the designation, manually uncheck the box.
Clinic, Dentist, Hygienist: When an appointment is scheduled in an operatory with an assigned clinic, dentist, or hygienist, the values are usually set according to the operatory's defaults.
Is Hygiene: Mark the appointment as a hygiene appointment. The appointment color will use hygienist color and the provider time bar will change to hygienist.
Assistant: The assistant assigned to the appointment. See the Employees to add employees.
Time Locked: When marked, added procedures will not automatically adjust the appointment time. If you manually adjust the appointment time using the time bar, this box will check automatically.
Color: Override the default background color of the appointment. The default color is the provider's appointment color. Click the color box to choose a special color for this appointment only, until it is set complete. Click None to erase a color override.
Appointment Type: Assign an appointment type that will determine appointment background color and time pattern. See Appointment Types to set up options and for time pattern logic. The appointment type's color will override any previously set color (above) and the default provider color. It will remain the override color until another type or color is selected, or until None is clicked to remove the override. Changing an appointment type to none will not remove the appointment type color.
Time Ask to Arrive: If you entered an Ask to Arrive Early value on the Edit Patient Information window, this field automatically fills each time you schedule an appointment. You can also enter a value manually (00:00 PM). See Time Ask to Arrive for more information.
Time Arrived, Time Seated, Time Dismissed: These values are automated based on time triggers set in Appointment Module Preferences. Usually you will not change them from this window, but instead base values on a confirmed status that will in turn trigger an entry. Confirmed statuses are usually selected in the Appointments module. You can manually change the field values as well, or right-click, then select Now to insert the current time.
These confirmed statuses are usually set as the time trigger defaults for each field:
Lab: Attach Lab Cases to this appointment or edit an existing lab case. This information can show in an appointment view.
InsPlan1, InsPlan2: When an appointment is created these fields automatically fill based on the patient's current primary and secondary insurance carrier. Once scheduled, they will update automatically when insurance plans are dropped or added. Once an appointment is set complete, the information will no longer automatically update.
To change plan information, click [...].
The plan options will be limited to other plans entered for the family. To clear a selection click None.
Appointment Note: Notes entered here will show in the bubble when you hover over an appointment. This field can also be added to an appointment view.
Right-click to insert the date, a quicknote, or an auto note.
Appt Fields: A list of all Appointment Field Defs. Double-click on a field to enter patient information.
Procedures on this Appointment: This area lists the patient's treatment planned procedures, along with any completed procedures that have the same date as the appointment. Customize which columns show in Display Fields.
To permanently delete a procedure from the list of procedures on this appointment, make sure it is the only highlighted procedure, then click Delete.
Patient Information: Shows basic patient information. Can be edited on the Edit Patient Information.
Communications Log: A log of all scheduling related communications that have been logged (calls, texts, sent eReminder emails, and sent eConfirmation emails) so you can easily see appointments that were rescheduled, canceled, etc. See Commlog. This helps you avoid calling a patient too often when they have indicated a wish to wait. Similarly, if a patient says that nobody called for their recall, you can immediately confirm by reviewing the history. Typically you will not make an entry for appointment confirmations. To edit or view an entry, double-click on it. Set the default commlog type in Definitions: Commlog Types.
Comm: Enter a log entry in the Communications Log.
Text: Send a confirmation text message to the patient. Set the default message in Confirmation Setup. This field is only enabled if:
Audit Trail: View a log of actions that have been taken for this specific appointment. This audit trail is accessible to all users. It is different than the audit trail accessed via the Tools menu.
To Task List: Send this appointment to a specific Task List to keep track of appointments that need follow-up or appointments of a certain type. First you need to create a task list for each purpose. The Object Type of the list should be Appointment.
Delete: Delete the appointment.
OK: Save changes and close the window.
Cancel: Close the window without saving changes.