Stand Alone Functions: Display Schedules + Display Multiple Provider Schedules

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Elaine Mills
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1 Stand Alone Functions: Display Schedules + Display Multiple Provider Schedules Overview Introduction The Stand Alone Functions: Display Schedules + Display Multiple Provider Schedules provides access to view a single provider s schedule, or to view multiple providers schedules. Objectives Upon completion of this lesson, you should: Know how to display schedules Understand how to display multiple provider schedules Prerequisites Prior to beginning this lesson, you should have completed the following: Previous lessons in Advanced Workflow Scheduling (AWF) Beginner Module 1 1

2 Viewing Display Schedules & Multiple Provider s Schedules Stand Alone Function: Display Schedules To view a single provider s schedule, or to view multiple providers schedules, use the following Stand Alone functions: Function Description View the detail of a single provider s daily schedule. The Horizontal Tool Bar after the Vertical Tool Bar. displays from the is selected from For a single provider, display three Provider Schedules for different dates. Display schedules for up to three different providers. 2

3 Display Schedules Function Description View the detail of a single provider s daily schedule. Steps used to display the Provider Schedule: 1. Click from the Vertical Tool Bar (VTB). 2. The system displays a Horizontal Tool Bar (HTB). Select 3

4 3. The system displays the Display Provider s Schedule bottom form. Select the provider and date to view. Example: Display Schedule Screen 4

5 The table below provides information on how to respond to the prompts on the bottom form of the Display Schedules Screen: Prompt Information to be entered Name of the provider whose schedule you want to view. You can use the provider s number, mnemonic or partial name. If the provider only works for one department, the department name will automatically default. If the department does not default, enter the two-digit department initials. Press To access a listing of available departments the provider is associated click to display a list. Enter the date of the schedule you want to view. You may enter a T for today to view the current date s schedule. Display only field and will default with the appropriate day for the date indicated. 5

6 Prompt Information to be entered To scroll through the schedule enter one of the following: F to move forward in the schedule B to move backward in the schedule E to expand the schedule to view the visit types assigned to the time slots Enter one of the following to display the detail of the schedule: A to see the detail for the morning session. P to see the detail for the afternoon session E to see the detail for the evening session Displaying the detail will display the name, medical record number, age and phone number of the patient scheduled. 6

7 Once the information is entered, the system displays the provider s schedule requested. Example: Display Schedule Screen Example: Provider Information Box Provider information box - appears at the top of each column. Each column contains the following information: Provider short name Department short name Date of the schedule displayed on the screen Day of the week AM, PM, EVE depending on the session shown in that column Schedule comment, if any Location short name The number of appointments scheduled for that session 7

Example: Provider s Schedule Provider s Schedule Largest section of the Display Provider Schedules Screen Time slots and scheduled appointments are listed for a provider The schedules contain the

8 Example: Provider s Schedule Provider s Schedule Largest section of the Display Provider Schedules Screen Time slots and scheduled appointments are listed for a provider The schedules contain the following information: Field Description Time The time slots are set-up for appointments and the existing appointments scheduled in the session. The Time column indicates if a time slot is frozen. A frozen slot indicates a period of time when a provider may not be available for a specific time on a particular day. If the provider becomes available, the frozen slot is thawed and is made available for appointments. An F will precede the time slot if it is frozen. If a slot is frozen, using a future thaw, an (*) appears followed by an F. This indicates the slot will thaw a certain number of days before the schedule date and then be available for appointments. If the slots are thawed, the F will disappear. Bk: AV: Number of patients booked in the time slot. Number of appointments available during the time slot. # Booked: Number of patients booked in a schedule for each session. 8

Steps used to view the detail of a Providers Schedule: Stand Alone Function: Display Schedules 1. At the Which session for detail? prompt enter an A for AM or P for PM. Click 2.

9 Steps used to view the detail of a Providers Schedule: Stand Alone Function: Display Schedules 1. At the Which session for detail? prompt enter an A for AM or P for PM. Click 2. The system will display the Display Schedules Screen. Example: Display Schedules Screen The screen contains the following information: Name of patient(s) booked into each slot Patient s IDX Medical Record Number (MRN) Patient s age Patient s home telephone number Patient s work telephone number Scheduling Comment Line 1 o Defaults from the Appointment Data Form (ADF) 9

10 3. After viewing the detail of the schedule, click to return to the Display Provider Schedule Screen. Enter a different provider if necessary. 4. Click to return to the WorkPlace Menu. 10

11 Display Multiple Provider Schedules Stand Alone Function: Display Schedules Function The Description displays from the Horizontal Tool Bar after is selected from the Vertical Tool Bar. For a single provider, display three Provider Schedules for different dates. Display schedules for up to three different providers. Steps to Display Multiple Provider Schedules 1. Click on the Vertical Tool Bar (VTB). 2. Click on the Horizontal Tool Bar (HTB). 3. The Display Multiple Provider Schedule Screen displays: Example: Display Multiple Provider Schedule Screen 11

12 4. At enter the name, number, or mnemonic of the first provider whose schedule you wish to view. At if the provider is only affiliated with one department, the system automatically defaults the appropriate department in the field. If the provider is affiliated with more than one department, enter the department name, number or click to display a list of valid departments. 5. At enter the name, number or mnemonic of the second provider whose schedule you wish to view. At if the provider is affiliated with only one department, the system automatically defaults the appropriate department in the field. If the provider is affiliated with more than one department, enter the department name, number or click to display a list of valid departments. 6. At enter the name, number or mnemonic of the third provider whose schedule you wish to view. At if the provider is affiliated with only one department, the system automatically defaults the appropriate department in the field. If the provider is affiliated with more than one department, enter the department name, number or click to display a list of valid departments. Note: To display schedules for two providers press prompt. at the 3 PROVIDER 12

13 To display schedules for one provider press and 3 PROVIDER: prompts. at the 2 PROVIDER: 13

Example: Display Multiple Provider Schedules Screen (Bottom Form) Field Date Description The system automatically defaults the date of the first available schedule for the provider entered.

14 Example: Display Multiple Provider Schedules Screen (Bottom Form) Field Date Description The system automatically defaults the date of the first available schedule for the provider entered. The default date may be over ridden by entering another date at the Date: prompt. If a schedule does not exist for one of the providers on the date entered, the system displays the message NO SCHEDULE DEFINED FOR 05/01/06 in that provider's column. Scroll View more of the displayed schedules. Example: Scroll Options Option Scroll forward Enter F View the morning session A or 1 View the afternoon session P or 2 View the evening session E or 3 View the next day when at least one provider has a schedule View the next day when all providers have a schedule N M 14

15 7. Enter a new date at the DATE: prompt to view a new date for the providers specified at the PROVIDER: prompts. Example: Display Multiple Providers Schedules Screen Note: At the top of each column the system identifies the provider, department, date, location, and session listed in each column. The screen lists all of the time slots for the session displayed. If a time slot is booked, the patient's name, appointment type and duration are displayed. If a time slot is not booked, a series of dashes displays (----) next to the slot. If a slot is set-up as Non-clinic time, NC displays next to the time slot. 15

16 Lesson Summary In this lesson, you learned: How to display schedules How to display multiple provider schedules 16

Edit Daily Schedules

Edit Daily Schedules Overview Introduction This lesson introduces you how to edit a specific provider s daily schedule for a specific day. Objectives Upon completion of this module, you should: Edit a