Contents
Create a Wait List Entry for a Client
Find and Book an Appointment using Quick Appointment Search
Use the New Appointment function to Book an Appointment for a Client from the Wait List
Find and Book an Appointment using Appointment Placeholder function
Background
The Wait List module allows users in a Clinic/Place of Service (POS) to add clients to a lists who do not have a scheduled appointment and waiting for the next available appointment slot so they can be booked with a specific clinician. This module functions similarly to an electronic spreadsheet and differs from Inward Referrals.
If you have never used Wait List before and would like to learn more about how this functionality works, click here to go to our Learning hub module.
Viewing Options for Wait List
Control Center - Multi-client View
This view enables users to be able to see all clients who have a Wait List entry for the Place of Service the user is currently logged into.
Go to Work Center. Click on the Wait List segment in Action Tool Bar.
View Filters
View filter will default to Intake Waitlist. By clicking on the dropdown beside the View field, you can view the different types of Wait List filters available.
Sort By Ascending or Descending
Information can be sorted by ascending or descending order by a double clicking on each column header.
Alter Client - Single Client View for logged on POS
This view enables users to be able to see a specific Client’s Wait List Entry for the logged on POS.
Go to Alter Client. Select desire Client. Clicking on Wait List in the left Action Toolbar.
Commonly Used Icons with Descriptions
| Icon | Description |
| Add a new client wait list entry. Keyboard shortcut (Alt+N) | |
| Edit selected wait list entry. Keyboard shortcut (Ctrl+O) | |
| Close selected wait list entry | |
| Delete wait list entry | |
| Open appointment quick search window | |
| Print the wait list or selected waitlist entry | |
| Refresh wait list | |
| Add selected client to the appointment placeholder | |
| Appointment icon that appears on wait list entry when there is an associated appointment booked | |
| Waitlist view filters, used to select which wait list you want to see |
Create a Wait List Entry for a Client
1. Go to your Work Centre.
2. Click on Wait List.
3. Click on the "Add a new client Wait List entry" button. This will launch the New Wait list Entry form.
4. To create a New Wait List Entry, you will need to fill in the following fields:
- Wait List Type:
- Select which Wait List Type the client will belong to
- Client:
- Search and select the desired client
- Clinician:
- Search and select which clinician the client is waiting for appointment with
- POS:
- Always to be set as the POS you are currently logged into
- Type:
- Select which appointment type the client is waiting for
- Reason:
- This is a free text free where you can enter comments
- Date On:
- The date the client was put on the Wait List
5. Click Ok when you are ready to complete the entry.
Example of New Wait List Entry
Note: You can only create/modify Wait List entries for the Place of Service (POS) you are currently logged into. You will be prompted with the following message if you select a POS that you are currently not logged into.
New Wait List Entry Fields and Descriptions
6. The Wait list entry you just created will now be visible on the corresponding Wait List View Filter.
Waiting Clients Window
If an appointment booking is cancelled or deleted, a Waiting Clients window will appear, showing a list of all clients waiting for an appointment with a specific clinician and appointment type, as shown below.
The clock indicates that the client is from the Request Earlier Appointment feature.
The clipboard indicates that the client is from the Wait List feature.
Important Note: Clients with an appointment within 24 hours of the one being deleted or cancelled will not be listed. Also, the Waiting Clients window will not appear when the appointment being cancelled or deleted is for the current day. It is assumed that there is not sufficient time to notify the patient.
Find and Book an Appointment using Quick Appointment Search
This booking method is used when you want to book multiple Wait List clients from one screen.
It is known to take some time to load all available appointment slots based on the criteria you have entered.
1. Click on the "Open Appointment Quick Search" button.
2. On the right hand side of the Search Appointments window, you will find the criteria options you can use to search for your client.
a. Date from/to:
This field is used to set the range of time to search for appointments.
First Field
- Used to select the date you wish to begin your appointment search from
- Clicking on the drop down will display a calendar which you can select a date from
Second Field
- Used to select the duration of time you wish to do your appointment search until
- A list of options will be provided when you click on the drop down. Use the scroll bar to continue looking for the duration of your preference.
Example:
In the image below I have selected to start my appointment search starting today for 3 months time.
b. Time from/to:
This field is used to set a time frame for the appointment search. Time entered must be in a 24 clock method.
First Field
- Used to enter a start time for appointment search from
Second Field
- Used to enter the end time for appointment search from
Third Field
- Used to select a duration of time based on a list options provided
d. POS/ Prov:
This field is used to enter the POS and Provider for the appointment search.
First Field
- Used to enter the POS Code
- Ensure you are searching for appointment at the POS you are currently logged into
Second Field
- Used to enter the Provider Code
e. Type/ Reason:
This field is used to enter the Type of Appointment and Reason for the appointment search.
First Field
- Used to enter the Type of Appointment
Second Field
- Used to enter the Reason for the Appointment
f. Free Slots
When this radio button is selected, it tells the Appointment Search to look for only Free Slots
First Field Available Checkbox
- When this checkbox is ticked, the Appointment Search will only look for available appointment slots.
Second Field Mins
- Used to enter the minimum number of minutes you want the available appointment search to look for
3. Once complete, click on the "Search>>" button.
Example of Complete Appointment Search
4. A list of appointments will appear on the right hand side.
5. Drag and drop your desired Client from the list at the bottom of the window into desired appointment type slot.
6. A prompt will appear asking you “Do you wish to book an appointment?”. Click on the "Yes" button to continue and book the appointment.
7. The appointment is now booked and the "Appointment" icon will appear on the Wait List entry. Note: If you just booked the appointment, you will need to hit the "Refresh" icon to see the "Appointment" icon appear.
Use the New Appointment function to Book an Appointment for a Client from the Wait List
This booking method is used when you know that the specific appointment date and time that is available for appointment booking.
1. Right click on Wait List entry.
2. Click "New Appointment" menu option. A "New Appointment for <Client Last Name, First Name> will appear.
3. Enter the appointment details then click "Ok" button to save and complete appointment booking.
Optional: If Clinic uses Reason Field, enter in relevant reason for visit into the 2 fields available.
Always double check to make sure the Provider has been selected.
4. The appointment is now booked and the "Appointment" icon will appear on the Wait List entry. Note: If you just booked the appointment, you will need to hit the "Refresh" icon to see the "Appointment" icon appear.
Find and Book an Appointment using the Appointment Placeholder function
1. Select Wait List entry for the Client you wish to book an appointment for.
2. Click on the “Add to appointment placeholder” icon.
3. You should be brought to the Appointments segment of the Work Centre and the Client's name should appear in the Client Placeholder field.
4. Use appointment window to search for appointment.
5. Drag and Drop client placeholder to appointment
6. A prompt will appear asking you, "Do you want to book an appointment?" Click "Yes" button to book the appointment.
7. The Appointment you just booked should now appear in the Appointment schedule.
NOTE: If you are using this method to book an appointment for your Client, you will need to go back to the Wait List Entry and manual link the appointment.
Close a Wait List Entry
You will need to Close the Wait List Entry once the client no longer requires appointment or an appointment has been booked.
1. Select Wait List Entry you wish to close by click on client to highlight.
2. Click the "Close Wait List Entry" icon.
3. Click on the dropdown and indicate the reason for Wait List entry is being closed and then click on the "Yes" button to continue and close this Wait List Entry.
4. Reason Options: Cancelled, Completed Appointment, Declined, No Show, Non-Responsive, Re-directed Care Elsewhere
5. Click Yes to process to Close Wait List Entry.
Delete a Wait List Entry
The only time a Wait List Entry should be deleted is if it was created in error. Once you have confirmed you would like to process with deleting the Wait List Entry, you will not be able to bring back this Wait List Entry.
1. Select Wait List Entry from the Wait List by click on client to highlight.
2. Click "Delete" icon.
3. A prompt will appear asking you, "Are you sure you want to delete the wait list entry?" Click Yes to confirm you want to delete.
4. The Wait List Entry will no longer appear anywhere in the Wait List Module.
Print a Wait List
1. Go to Wait list
2. Click "Printer" Icon
3. The Print Setup window will appear. Select the Printer and then click "Ok" button to execute the print command.