Appointment Types

1. Display the Appointment Types page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Types.
2. Click Add new.
   Additional fields appear.
3. Name — Enter a name for the appointment type.
4. Short name — Enter a unique short name that is four characters or fewer. This short name appears in the Today's Appointments worklist and in the schedule.
   Note: Choose this name carefully: after you schedule an appointment of this type, you cannot edit the Short name.
5. Duration — Enter the duration of the appointment type, in minutes.
6. Appointment type class — Select the appointment type class from the menu.
7. Schedule color — Click Select to choose a background color for the appointment type.
8. Ordering — Enter a number to indicate the order of the appointment type. If blank, the list is ordered alphabetically.
9. Notes — Enter any notes for this appointment type. These notes appear on the confirmation page after you schedule an appointment.
10. Scheduling
    1. Patient time —
       • Select Yes if this appointment type is reserved for time with patients.
       • If you select No, you cannot book a patient into a slot of this type, and the rest of the fields in this section are disabled. You can select No for appointment types such as Meeting or Lunch.
    2. Generic slot —
       • Select Yes to include this appointment type when searching for other non-restricted appointment types.
       • Select No to exclude this appointment type when searching for other non-restricted appointment types.
    3. Restrict search results —
       • Select Yes to exclude generic appointment type slots when searching for this appointment type.
       • Select No to include generic appointment type slots when searching for this appointment type.
    4. Template only —
       • Select Yes if this appointment type should appear only on scheduling templates. If you select Yes, users cannot schedule appointments of this type.
       • Select No if users should be able to schedule appointments of this type.
    5. Billing slip required —
       • Select Yes to have the Missing Slips worklist display appointments of this type.
       • If you select No, these appointments do not appear in your Missing Slips worklist.
11. Patient Portal (Appears only if your practice uses athenaCommunicator)
    • Display name — Enter the name for this appointment type as it should appear on the Patient Portal.
12. Click Save.

You can add Telehealth Distant Site Visit as the appointment type so that you can differentiate in-office visits from telehealth visits when you schedule appointments.

1. Display the Appointment Types page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Types.
2. Click Add new to create a new appointment type.
   The Add Appointment Types section appears.
   Note: Click edit next to an existing appointment type to display the Edit Appointment Types section.
3. Appointment type class — Select Telehealth Distant Site Visit.
4. Add or edit information fields as necessary.
5. Click Save, or click Save and add another to continue adding new appointment types.

1. Display the Appointment Types page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Types.
2. Under the Appointment Types heading, click edit for an appointment type. Note that the default color, white, appears in the Color column.
3. Schedule color — Click Select to select a new background color for this appointment type. The default color is white.
4. Click Save.

1. Display the Appointment Types page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Types.
2. Locate the appointment type in the list.
3. Click the edit link.
4. Edit any fields.
5. Click Save. The updates are reflected in the list below.

1. Display the Appointment Types page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Types.
2. Locate the appointment type in the list.
3. Click the delete link.
   Note: Deleted appointment types appear disabled in the list of appointment types. This is called a "soft delete." To restore a deleted appointment type, click the undelete link. Deleted appointment types continue to appear for retrospective searches and reporting, but can no longer be used for scheduling.

1. Display the Appointment Types page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Appointment Types.
2. Locate the appointment type in the list.
3. Click the edit link. The appointment type details appear in the fields at the top of the page.
4. Click Audit history to display the audit history.

With the Appointment Type Point Values feature, you can assign point values to appointment types on the Appointment Types page, in the Point value field. Enter a numerical point value based on the appointment duration, complexity, or other factors that your practice uses to optimize provider schedules. Then you can use Report Builder to report on appointment type points to aid in optimizing provider schedules.

For example, you can assign point values to appointment types based on the appointment complexity or duration. The total point values for booked appointments help you determine if the schedule is high or low in points for a given day, week, or provider. You can also use appointment type point values to balance the appointment load across providers when scheduling patient appointments on the Schedule Appointment page.

You can use Report Builder to create an Appointment type report by selecting from these display columns:

• Sum of Booked Points (#) — The number of booked points.
• Sum of Open Points (#) — The number of open points.
• Sum of Available Points (#) — The number of available points is equal to the sum of booked points, open points, and cancelled points.
  Note: When a patient is double-booked, the report returns a value of 0 for appointments that are forced into a slot, if a patient is already scheduled or exists in a slot.
  
  If two patients are scheduled at 9:00 a.m. for one provider, only one appointment returns a point value and the other patient, who was booked after, displays 0 for "Sum of Available Points (#)." If you want to display the "point value" for every single appointment regardless of how it was scheduled/booked, use "Sum of Booked Points (#)" instead.
  
  If a patient appointment is cancelled and the slot becomes empty (no patient booked in it), but the slot itself is still available, the "Sum of Available Points" displays the value based on the calculation:
  0 + 1 + 0 (booked points + open points + cancelled points) because after the appointment has been cancelled, the slot is open (unless the slot itself is deleted by a user).
• Percent Booked Points (%) — The percent booked points is equal to the number of booked points divided by the number of available points.
  Note: If a patient's appointment is cancelled at any phase in the appointment workflow process, the appointment adds 0 points to the report result for "Sum of Booked Points." The report sums only the points from appointment slots that have patients associated with them (to exclude cancellations and empty slots).
• Sum of Booked Slots (#) — The number of booked slots.
• Sum of Open Slots (#) — The number of open slots.
• Sum of Available Slots(#) — The number of available slots is equal to the number of booked slots plus the number of open slots.
• Percent Booked Slots (%) — The percent booked slots is equal to the number of booked slots divided by the number of booked slots plus the number of open slots.

Your practice must have the Appointment Type Point Values feature enabled to use appointment type point values. Please contact the CSC by selecting Support > Create Case or Call in the Main Menu to enable this feature for your practice.