Background
Create a Group Appointment and Book the First Client
Book Additional Clients into the same Group Appointment
Print the Group Appointment List
Client Attendance and Document a Group Session
Add Additional Documentation to a Client’s Group Session Encounter
Background
A Group Session is a contact with more than one client and often more than one provider. An example is a diabetes group session facilitated by a nurse and dietitian. Profile EMR allows you to add an identical encounter note for multiple attendees at the same time. Booking clients and documenting the session takes place within a Group Appointment.
Suggested Workflow:
• Begin by creating a Group Appointment
• Book the clients into the Group Appointment
• After the Group Session has taken place, record the attendance and enter the documentation (this ensures documentation moves into the attendee’s Encounter notes vs No Shows or Cancellations)
Create a Group Appointment and Book the First Client
If group sessions fall on specific dates/times, set it up using appointment rules Appointment Rules Help File
Note: to create appointment rules, you will need to complete the Profile EMR Super User e-learning module in Learning Hub (search terms Profile EMR Super User).
1. Group Appointment Set-up Options:
• If the group session is facilitated by only one clinician, then set the appointment rules up under that clinician’s appointment column
• If different clinicians facilitate the group session, request an appointment column to be created for the Group Appointment by contacting EMRHelp@vch.ca. Once completed, you can add the appointment rules.
Here is an example of appointment rules set up for the second option above:
2. After entering the Appointment Rules, the Group Appointment column will look similar to this (in Work Centre > Appointments):
3. To book the first client, right click in the appointment and then select New from the menu.
4. An Appointment pop-up window appears. Book your first client by clicking the Meeting Tab.
5. Type in the client’s last name to search, and then select the correct client from the list. Follow the same steps to add the clinician/facilitator’s name. Click OK.
6. The appointment will now look like this with the client’s name included in the booking.
Book Additional Clients into the same Group Appointment
Assumption: appointment rules have already been set up for the group appointment under the appropriate appointment column
1. From Appointments, right click on the group appointment you want to book the client into then select Edit.
2. An Edit Appointment screen will pop-up and add the first client into the group appointment.
3. Ensure Meeting has a check mark beside it.
4. Double check the booking details.
5. Click Meeting tab to add the first client.
6. Type in the client’s last name to search, and then select the correct client from the list. Click OK.
7. The client’s name is added and the meeting’s min/max number adjusts (Note: the min/max number can be overwritten if required).
8. Repeat the same steps to book additional clients into the Group Appointment.
Print the Group Appointment List
The printed list may be helpful to take with you to the group session
1. Click on the Group Appointment.
2. Click the Print Advice icon.
3. Print Set-up dialog box pops-up, select Printer.
4. Click OK.
Client Attendance and Document a Group Session
After the group session, you will enter client attendance and document the group session content. Based on the attendee’s list, an identical Encounter note is sent to each of their medical records at the same time.
1. Right click on the correct group appointment and then click Edit.
2. Click the Meeting tab.
3. Record client attendance by clicking the corresponding window under the Attendance Flag column and then the select the appropriate status from the menu. If applicable, you can also click the Arrive All button and make adjustments from there.
4. Click Apply.
5. Click the Group Session button.
6. A new form will pop-up called Group Session (it may take a second). The client list is on the left. If the list is not correct, it is important to add or remove clients from the list (once you know they have attended) by clicking the Page or X icons.
Note: this is an important step – those client’s listed will have the group encounter note appear in their medical record.
7. Add to the Type field Group Visit; Add to the Activity Field: Group Session. Document the content of the group session in the Notes window. When finished, click OK.
Add Additional Documentation to a Client’s Group Session Encounter
1. If you need to add additional documentation to one client’s medical record, go to Encounters and then double click on the correct Encounter titled Group Visit. 
2. An Administrative Encounter pop-up will appear. Type additional documentation into the Notes window then click OK. The added documentation will be seen in the client’s group visit encounter note.