Appointment Sets

1. Display the Appointment Sets page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Sets.
2. Click Add new.
3. Name — Create a name for the appointment set.
4. Departments — Select the departments to include in the set.

Order 1:

5. Resource Type — Select the type of resource for the first appointment in the set.
6. Provider — Select the provider for the first appointment in the set.
7. Appointment Type — Select the appointment type for the first appointment in the set.
8. Timing — To specify a wait time between the first and second appointments, you can click Add wait time to enter the number of minutes between the end of this appointment and the start of the next appointment.

Order 2:

9. Resource Type — Select the type of resource for the second appointment in the set.
10. Provider — Select the provider for the second appointment in the set.
11. Appointment Type — Select the appointment type for the second appointment in the set.
12. Timing — You can select the Start with above option to indicate that this appointment should start at the same time as the first appointment. To specify a wait time between this appointment and the third appointment, click Add wait time to enter the number of minutes between the end of this appointment and the start of the next appointment. A new row appears for the third appointment

Complete the appointment set

13. You can use the Add appt. and Add wait time links to add appointments with concurrent start times or with wait times between appointments. To delete an unwanted appointment, click the Delete link to the right of the appointment.
14. Click Save to save the appointment set.

Note: To schedule a patient using an appointment set, the multi-resource scheduling feature must be enabled, and at least one appointment set must exist for the scheduling department.

1. Display the Multi-Resource Scheduling page: On the Patient Actions Bar, click Scheduling, and then click Schedule Appointment. On the Schedule Appointment page, click Multi-Resource.
2. Provider group — If your practice uses provider groups, select the provider group from the menu.
3. Department — Select a department.
4. Appointment set — Select an appointment set.
   The appointments that make up the selected appointment set are displayed in the Appointment fields.
   Note: You configure appointment sets on the Appointment Sets page. You cannot change the components of an appointment set on the Multi-Resource Scheduling page.
   The Department and Appointment set menus work in tandem to restrict the selection of appointment sets available for a department and, conversely, the departments available for a selected set.
   Note: You must select a department or an appointment set; you cannot leave both fields unspecified. athenaOne warns you to select either an appointment set or a department to begin the search.
5. Start search from — You can specify the first possible day and date for the appointments; the default search is from today.
6. Time of day — You can specify a range of times for the appointments; the default search is for all hours of the day.
7. Day of week — You can specify days of the week for the appointments; the default search is for any day of the week.
8. Click Search for Same-Day Availability.
   
9. Use the calendar to select a day with available appointments for this appointment set. You see one of the following:
   • Department's appointment list for the selected date.
   • Option to select Use first available appointment set or Manually schedule appointments.
     Note: If you select the Use first available appointment set option, athenaOne shows you the earliest possible time for the first appointment; this time may not be the best one for two or more appointments that you want to schedule as close together as possible. If the option presented is not optimal, select the Manually schedule appointments option to locate appointments that are closer together.

10. Select the appropriate appointment slots for the multi-resource appointments.
11. Click Schedule Appointment(s).
    The Appointment Saved page appears.
    Note: athenaOne warns you if the appointment set cannot be scheduled. Possible reasons for this warning include:
    • You forgot to schedule a component.
    • You scheduled the components out of order.
    • You did not accommodate the required time lag.
      
12. Click Save Information.
13. To print the appointment information, click Print Appointment.

Note: By default, athenaOne creates a billing slip for each appointment for the same patient on the same day. If you want athenaOne to create a billing slip only for the first of multiple appointments, contact the CSC by selecting Support > Create Case or Call in the Main Menu.

1. Display the patient's Quickview page: In the text box at the top right of the Main Menu, enter the first three letters of the patient's last name, followed by a comma, followed by the first three letters of the patient's first name. Click the search icon. On the Find a Patient page, click Quickview for the patient you need.
   The patient's Quickview page appears.
2. Scroll down to the Appointments section and click cancel or reschedule next to a component of an appointment set.
   Note: You can only cancel all components or reschedule all components using multicheck.
3. Reason for cancellation — Select a reason for cancelling the appointment set.
4. To cancel or reschedule all components, click Reschedule selected appointments using multicheck.
   The Multi-Resource Scheduling page appears. The appointment set is prepopulated.
5. Click Schedule Appointment(s) and follow the workflow in the previous section.