- Background
- Navigating to the Appointments Screen
- Viewing Appointments and Schedule
- Booking Appointments
- Tracking Client Attendance
- Blocking Appointments
- Viewing Booking History and Upcoming Appointments
- Printing Appointments
- Other Appointment Features
Background
Appointments in EMR are managed within the Work Center. This help file will walk you through booking appointments and navigating your clinic’s schedule in Profile EMR.
Navigating to the Appointments Screen
1. Click on Work Center.
2. Click on Appointments to view the appointments screen.
Viewing Appointments and Schedule
If you want to see the schedule of all the clinicians working at your clinic, we’ve grouped them to make it easier to navigate. The grouping is done by profession. If your clinic is small, all of your clinicians may appear under Physician (appt) or Clinic View (appt). Check with your clinic leads to determine how the appointment views are set-up in your clinic.
In this example, we will show the Physician (appt) view (also known as the Multi clinician view):
1. Click the Multi Clinician View drop-down arrow .
2. Choose from the menu to view the corresponding clinicians’ schedules e.g. .
You can select any of the views to see the schedule for all the clinicians working at your clinic.
Clinicians that belong to the selected appointment group will appear in the appointment screen:
Booking Appointments
The screenshot below provides an example of how the appointment screen may look.
Booking an Appointment for an EMR Registered Client
Steps 1, 2, and 3. To open an appointment time-slot:
Steps 4, 5, and 6. Enter the appointment details and verify that everything was entered correctly.
Editing Appointments
1. Right-click the appointment to open the drop down menu.
2. Select Edit to open the appointment.
Step 3. Update the details and click OK to save the changes.
Moving Appointments
To move an appointment to a different time-slot on the same day
Step 1. Click and drag the appointment to the new available slot.
Step 2. Release your mouse to drop the appointment into the new available slot. Do you really want to move this appointment to a different time-slot? message will appear. Click Yes.
Step 3. If the new appointment time-slot differs in duration or type from your current booked appointment, the Appointment Action window will appear. Check or uncheck the boxes as applicable and click OK.
Note: You can also follow these steps to move a same-day appointment from one clinician to another.
To move an appointment to a different time-slot on a different day
Step 1. Drag and drop the appointment you want to move into the Patient Holder. Your client’s name should now appear in the Patient Holder field.
Step 2. Using the calendar, click on the date that you want to move the appointment to.
Step 3. Drag and drop the appointment from the Patient Holder to the new appointment slot.
Step 4. Move or Adding Appointment window will appear. Click Move.
Step 5. Do you really want to move this appointment to a different time-slot? message will appear. Click Yes.
Step 6. If the new appointment time-slot differs in duration or type from your current booked appointment, the Appointment Action window below will appear. Check or uncheck the boxes as applicable and click OK.
Note: You can also follow these steps to move the appointment from one clinician’s schedule to another.
Copying Appointments
You can use this method if you are copying the appointment to a different time-slot on the same day.
Step 1. Hold down the Ctrl key on your keyboard.
Step 2. With the Ctrl key held down, drag and drop your appointment into a new available time-slot.
Step 3. Do you really want to copy this appointment to a different time-slot message will appear. Click Yes.
Deleting Appointments
Appointments should only be deleted if you made an error. To indicate an appointment as No Show, Cancelled, Rescheduled, etc. see Section Marking Appointment as No Show, Cancelled, etc.
Step 1. Right-click the appointment and select Delete from the menu.
Tracking Client Attendance
Arriving Clients
Clinicians typically depend on admin staff to mark the client as arrived. The client’s names will appear in the Waiting Window once they have been arrived in the EMR.
Option 1: Drag and drop the client’s appointment into the Waiting Window.
Option 2: Right-click the appointment and select Arrive from the menu.
An hourglass icon will appear next to the client’s name in the appointment slot, indicating that they have Arrived. The wait time display is automatically calculated and updated every minute.
Clients Being Seen
It is typically the clinician’s responsibility to mark clients as Being Seen; however, depending on your clinic, this may also be done by admin staff. Check with your clinic lead to determine the proper workflow.
There are two options to mark clients as Being Seen:
Option 1: Drag and drop the client’s name from the Waiting Window to the Being Seen window.
Option 2: Right-click the appointment and select Seen from the menu.
An eye icon will appear next the client’s name in the appointment slot, indicating that are Being Seen.
Closing Appointment Attendance
While it is typically the clinicians’ responsibility to close appointment attendance, admin staff can also do so if necessary.
To close the attendance of a single appointment:
Option 1: Right-click the appointment and select Close attendance from the menu.
Option 2: Right-click the client’s name in the Being Seen window and select Close attendance.
To batch close appointment attendances:
At the end of the day, all appointments for the day should be closed. If this has not occurred, the admin staff can Batch Close them.
Note: If Close Attendance is not completed by the end of the clinic day, the appointment will appear as a No Show.
Steps 1, 2, and 3. Click on: Control Center icon > Schedule tab > Open Attendances icon. A list of all appointments that are currently Being Seen will appear in a list.
Step 4. Right-click any appointment in the list and select Close All attendances.
Marking Appointment as No Show, Cancelled, etc.
Step 1. Right-click the booked appointment and select Edit.
Steps 2 & 3. Select the applicable appointment flag(s) & reason, and click OK.
The following options are available in the Appointment flags > Reason dropdown:
- Declined
- Did Not Show
- Left Without Being Seen
- Outreach Unsuccessful
Blocking Appointments
The clinic Super User (special access to EMR) is responsible for managing recurring appointments or meetings in clinicians’ schedules. However, for one-off instances (e.g. impromptu meetings), admin staff can block off the clinician’s schedule so that they won’t be booked for an appointment.
Blocking Out Part of a Day
Step 1. To begin:
Step 2. Hover your cursor over the very edge of the beginning of the time-slot that you want to block off until you see a little shaded square.
Step 3. Click and drag until you reach the end of the desired block-out period.
Step 4. Enter a reason in the Caption field and then click OK.
Blocking Off the Entire Day
Step 1. Right click on the column header of the day you want to block out and select Block Out.
Step 2. Enter a reason in the Caption field and then click OK.
Removing Block Out
Step 1. Right-click the blocked out time-slot and select Remove Block out.
Viewing Booking History and Upcoming Appointments
Step 1. Click on the Alter Client icon.
Step 2. In the Select Client for Alter window, search for your client by entering an identifier (e.g. PARIS ID, Last Name, PHN, etc.). Select the correct client from the results and click OK.
Step 3. In the left side of the Alter Client window, click on the Bookings tab.
Step 4. Review previous and upcoming appointments as necessary.
Printing Appointments
Printing a Single Appointment
Step 1. In the Appointments screen, click the appointment you would like to print.
Step 2. Click on the Print Advice icon.
Printing List of Appointments
Step 1. Go to Alter Client > Bookings for your client.
Step 2. In the Alter Client window > Bookings tab, change the View filter as applicable to display the appointments that you want printed (e.g. Upcoming Appointments).
Print Appointment List for Billing
Other Appointment Features
Finding Next Available Appointment
To find the next available appointment for a specific clinician:
Step 1. Click on the clinician’s name in the appointment screen column header.
Step 2. Click on the Find Next Appointment for Selected Clinician icon.
To find the next available appointment for any clinician:
Step 1. Click on the Find Next Appointment for Any Clinician in Current View icon.
Related Bookings
You can create a visual link between two appointments in the same appointment view (e.g. client sees one clinician at 11:00 AM and then another clinician at 11:30 AM for a related issue).
Step 1. Hold down the Ctrl key on your keyboard.
Step 2. With the Ctrl key held down, click and drag your appointment to the related booking’s time-slot.
Step 3. Do you really want to copy this appointment to a different time-slot message will pop-up. Click Related booking.
Example of a related booking:
Creating an Appointment Placeholder for a Client Not-yet Registered in EMR
Step 1. Double click the available appointment slot and the Book appointment window will appear.
Step 2. Leave Client field blank. Enter client’s name in Comment field.
Step 3. Click OK to book the appointment.
Step 4. Register the client in EMR using the Client Registration icon. See Client Registration.
Step 5. Update the booked appointment with the newly registered client.
Note: If you do not register the client, you will not be able to pull their appointment into the Waiting or Being Seen windows. Additionally, the client will not have a Medical Record to chart in.