Help SiteClinic Users Appointment ModuleAppointment Module Overview

Appointment Module Overview

SpecVet's Appointment Module has many features & functions that other systems don't even consider

Some of the unique features in the appointment module are:

Display Availability - providers can define what a given appointment day would consist of.  Can display unique color coding for new referrals, rechecks, procedures, etc

Sending "Request for Medical Records" to RDVMs - as soon as the appointment is made send a request for records to RDVM (print, fax or email) directly form SpecVet appointment view.

Send  email reminders to clients directly - As soon as the appointment is made send client a conformation email along with cal file for them to add to their own personal calendar. 

Filtering by Service or Groups - like our clinical dashboard uses can display only the providers that are relevant to their work.    A unique feature is that users can assigned by allied services.    By example, the surgeons could show their schedule along with the schedule of anesthesiologists, CT schedule and Physical Therapy. 

Appointment Availability Templates - define "Availability" preferences for a given provider or for a complete day and forward that availability template to any future date range or criteria

 

The Appointment Views:

SpecVet has 5 main views that users commonly use

  • Day View - a grid view with each provider (could be a provider,  facility or technical staff) in columns showing both the actual appointments made and their preference displayed in availability.  The providers displayed are based filtered by site (required) or can be displayed with groups of providers displayed (or not shown)
  • Week View - a weeks view of a single provider appointments along with availability for that provider
  • Month View - a weeks view of a single provider appointments along with availability for that provider
  • List View - a list view of appointments based on the serach criteria chosen such as date range, provider, status etc. 
  • Detail View - a pop up window which displays more information about the appointment along with ability to edit or send medical records request

Appointments vs Availability vs Block Off

There are 3 main pieces of data displayed in the appointment module.

Appointment - a scheduled block of time for a given provider (or resource) that is related to a specific client or patient

Availability - a way to to describe or define the ideal schedule for a given provider (or resource) based on appointment type or time off,  Based on a system preference users can or can not be allowed to book an appointment type other than what is described in availability column

Block Off - a way to "block off" portions of the calendar unrelated to a specific patient / client.  Commonly used for time off, meetings, lunch etc.

Day View

The Day View is the default view that opens when navigating to the Appointments Module. It shows the appointments for the currently selected day. The basic features are:

  1. Currently selected site. Click to change.
  2. Currently selected date. Click the calendar icon on the right to select, or click the buttons to the left or right to advance or retard by one day, week, month or year. The Today button navigates to the current date.
  3. Resource column. This could be a provider or resource such as an MRI machine.
  4. Column scrollers. These buttons move the columns up/down or right/left.
  5. Availability slot. This shows the appointment Availability for a resource. Clicking in this column allows editing or creation of Availability.
  6. Appointment slot. This shows actual appointments. If an appointment exists where clicked, clicking in this column shows the appointment Detail View and allows editing or creates a new appointment
  7. Blockout. This shows a time when the resource is not Available for appointments. Clicking on the Blockout allow for editing or creates a new one.
  8. View selectors. These buttons change to the Week and Month views for the selected resource.

To create a new Availability or Blockout, click in an empty slot in the Availability column. To create a new Appointment, click in an empty Appointment slot.

Week View

The Week View is displayed when clicking the W button above a resource. It shows the appointments for the currently selected week for the resource. The basic features are:

  1. Resource selector. This shows the resource that is currently being viewed. The resource can be changed by clicking here and selecting a different resource.
  2. View selectors. These buttons change to the Day view or the Month views for the selected resource.

Other features of the Week View are similar to the Day view.

Month View

The Month View is displayed when clicking the M button above a resource. It shows the appointments for the currently selected week for the resource. The basic features are:

  1. Resource selector. This shows the resource that is currently being viewed. The resource can be changed by clicking here and selecting a different resource.
  2. Week View button. Click here to switch to the Week View for the currently selected resource.
  3. Day View button (Date Number). Click here to switch to the Day View.
  4. Appointment button. Clicking here shows the appointment Detail View and allows editing.

Other features of the Month View are similar to the Day and Week views.

Detail View

The appointment Detail View is displayed when clicking on an appointment slot on the Day View, Week View, or Month View. The basic features are:

  1. Appointment Status Buttons. These buttons show the status of the appointment. The highlighted button is the current status. Click on a button to change the status.
  2. Related Record Navigation buttons. Click these buttons to open the related Patient, Client and RDVM records.
  3. Note Entry field. Type notes into this field. Notes are automatically added with the enter key.
  4. Medical Records Request button. Click this button to print a Medical Records Request form.
  5. Edit button. Clicking here changes to the detail Edit View (see below).

Canceling Appointments

When changing the status of an appointment to Cancelled, the appointent wil be removed from the Day, Week, and Month Views so another appointment may be scheduled in its place. If the Cancelled button is pressed in error, you must enter the Edit View to change it to a different status.

List View

The list view shows a list of appointments.  Users can search for a variety of paramaters like date, provider, type and status

Final found set can be printed or exported for further action

Selecting any row will bring up detail window and allow further actions in that detail window (i.e. send request for medical records or change status)