User Guide — Appointment Schedule Calendar

If the Try NEW Appointment Schedule option is enabled, all of the existing entry points to the legacy scheduling experience lead to the Appointment Schedule calendar.

You can easily get to the Appointment Schedule calendar from:

• A patient Quickview
• Patient search results
• The Patient Registration page
• The Checkout page
• View Patient Appointments
• Appointment Wait List
• Appointment Ticklers

Access separate Cancel Appointment and Reschedule Appointment links on the Appointment page

You can now click separate Cancel Appointment and Reschedule Appointment links on the Appointment page when the Appointment Schedule calendar is set as your preferred scheduling experience and the appointment is for today.

 

Note: For legacy scheduling, the combined Cancel or Reschedule Appointment link remains unchanged.

 

When you go to the appointment page via the appointment link in the Quickview or from the View Patient Appointments page for an appointment that is for today:

• With the Try New Appointment Schedule option enabled, meaning your preferred scheduling experience is set to Appointment Schedule, the Cancel or Reschedule Appointment link is now split into two separate links: Cancel Appointment and Reschedule Appointment.

• When you DO NOT have the Try New Appointment Schedule option enabled, meaning your preferred scheduling experience is set to legacy scheduling, the Cancel or Reschedule Appointment link remains as it is today (one link for the old cancel or reschedule legacy workflow)

 

Access Appointment Schedule calendar from Quickview

Display the Quickview:

 

With athenaCollector

• 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.
• On the Patient Actions Bar, click Registration, and then click Quickview.

With athenaClinicals

• In the patient chart, click the Menu icon and select Quickview

 

To display the Appointment Schedule calendar, you can go to the:

 

Patient actions bar

• Under Scheduling, click Schedule appointment

Appointments section

• Click Schedule directly to the left of the Appointments heading.

Appointments section (with specific criteria)

For today's appointment:

• Click the appointment itself (indicated by the location, provider name, appointment type, and duration).
  

  Note: If the patient has missing insurance information, a window appears where you can enter that information or click Cancel or Reschedule to proceed to the Appointment Schedule Calendar.

• Click Cancel
• Click Reschedule
• Click Reschedule using multi-resource

For upcoming appointments:

• Click the appointment itself (indicated by the location, provider name, appointment type, and duration).
  

  Note:

  • An alert appears when the patient has a case policy. You can select the case policy when setting an insurance for the patient.

  • If the patient has missing insurance information, a window appears where you can enter that information or click Cancel or Reschedule to proceed to the Appointment Schedule Calendar.

For an appointment tickler:

• Click Schedule next to the appointment tickler.

For a wait listed appointment:

• Click find appt next to a wait listed appointment.
  

Access Appointment Schedule calendar from patient search results

1. Display the Find a Patient 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.
2. On the Find a Patient page, click Schedule for the patient you need.
   The Appointment Schedule page appears.

Access Appointment Schedule calendar from Patient Registration

Display Patient Registration:

• On the Patient Actions Bar, click Registration, and then click Full Registration

• On the Patient Actions Bar, click Registration, and select Register Family Member

After performing your existing workflows on this page:

• Click Save and Schedule.

• Notice the Appointment Schedule page appear.

The patient's information appears in the Appointment Schedule page for easy appointment scheduling.

Access Appointment Schedule calendar from Checkout

To display the Checkout page you must go through the 5-stage patient encounter. The Checkout stage is the fifth and final stage.

 

Once you reach the Checkout stage, you can choose to schedule a new appointment. You can click Calendar or choose the number of weeks out to schedule the appointment (i.e. 1 wk for an appointment in one week from the current date).

 

After you make your selection, the Appointment Schedule page appears with the patient's information displayed at the top of the calendar for easy appointment scheduling.

Access Appointment Schedule calendar from View Patient Appointments page

You can display the View Patient Appointments page:

1. In the Patient Actions bar

   1. Click Scheduling.

   2. Click View Patient Appointments.

1. On the Quickview

   1. Click View patient appointments in the Appointments heading.

      The View Patient Appointments page appears.

You can either:

• Click Cancel to cancel an appointment.

• Click Reschedule to reschedule an appointment.
  The Appointment Schedule page appears.

Access Appointment Schedule calendar from Appointment Wait List

You can display the View Appointment Wait List page:

1. From the Main Menu

   1. Click Appointment Wait List under the APPOINTMENTS heading.

1. From the Patient Actions bar

   1. Click Scheduling.

   2. Click Add to Appointment Wait List.

You can then click find appt in one of the rows of the table.
The Appointment Schedule page appears.

Access Appointment Schedule calendar from Appointment Ticklers

You can display the Appointment Ticklers page:

1. From the Main Menu

   1. Click Calendar.

   2. Under APPOINTMENTS, click Appointment Ticklers.

   3. From here you can:
      • Click schedule.
        The Appointment Schedule page appears.
      • In the Task Bar, click VIEW ALL.
      • Click schedule in a patient row of the table.
        The Appointment Schedule page appears.

Scheduling appointments in patient integrated search experience

The following information appears when scheduling appointments in the patient integrated search experience:

• Name

• Age

• DOB

• Patient ID

• Contact Phone number (using their Contact Preference selection)

• Appointment Details

• Usual Provider

• Primary Insurance
  Note: Of the these fields from the improved patient banner, two that are helpful for your scheduling workflows: Usual Provider and Appointment Details (including upcoming appointments).

 

The following options are available when scheduling appointments in the patient integrated search experience:

• The patient appears in a banner at the top of the page.
  
• A Quickview link takes you to the patient's Quickview.
  
  
• A Clear Patient link removes the patient banner and reverts the Appointment Schedule calendar to the standard scheduling experience.
  
• The Try NEW Appointment Schedule option appears in the patient banner to easily take you back to the legacy scheduling experience.
  

 

Book an appointment via patient integrated search experience

After choosing to schedule an appointment from either a patient's Quickview or from patient search results:

1. Notice the Appointment Schedule calendar appear.
2. Notice the patient you selected appear automatically in a banner at the top of the page.
   
3. While viewing the Appointment Schedule calendar by Department or Provider, select an empty slot.
   The Book Appointment window expands from the left side of the screen.
4. Notice the patient automatically appear in the Patient Details section.
5. Enter information as needed in the fields of the Book Appointment window.
6. Click Review.
   The Review Appointment Details window appears.
7. Review the appointment information and then click Book.
8. Notice a message appear in the bottom left corner of the screen indicating the successful appointment booking.
   

1. After you set your desired view or filters, click the more options icon .
2. Click Create a new view.
   
   

3. Enter a view name in the Saved view Name field.
   
   

   Note: You can click:

   • < Saved Views Menu to return to the list of options in the Saved Views menu

   • The X icon to close the window

   • Cancel to back out of creating a new view
     

4. Click Save.
   

5. Notice a success message appear in the lower left corner of the page.
   

Note: Additionally, you can:

• Toggle among any of your saved views from the Saved Views drop-down menu.
  
• Adjust the calendar view while using one of your saved views, you can overwrite the existing saved view. Click the more options icon and select Save & overwrite view.
  
• Delete any of your saved views, click the more options icon and select Delete view.
  

1. Once you've created a new view, click the more options icon .
2. Click the Preferred view on load option.
   
   The Preferred view on load option is enabled.
   
   
3. Notice a success message appear in the lower left corner of the page.
   

To remove the preferred view

Click the more options icon and then:

• Disable the Preferred view on load option in the Saved Views menu.

• Click Clear preferred view in the Saved Views menu of the Default view.
  

From the Appointment Schedule calendar:

1. Select a date from the calendar panel.

2. Click the filter icon to filter the calendar as needed. Some of the following fields are optional:

   1. Department — Select one department for the appointment.

   2. Select an appointment type (optional). The default option is all appointment types.

   3. Set the Show Bookings field option to either On or Off to see only open appointment time slots, or both booked and open time slots (optional).

   4. Set the Match slots field option to either On or Off to show option slots that match the appointment type selected (optional).

      1. Note: When Match Slots is On, generic slots will be displayed with the appointment type selected

   5. Providers — Select one provider for the appointment (optional). The default option is all providers.
   6. (Optional) Further refine the search results by selecting from the following options in the Resource section.

      • Provider Sex — Indicates whether the sex of the provider is Male, Female, or Unknown.

      • Provider Type — Indicates the field of medicine that the provider practices.

      • Resource Type — Indicates the scheduling resource type for the appointment.
        

        Note: A scheduling resource type is a set of providers or resources that, for scheduling purposes, are interchangeable. Scheduling resource types are used for multi-resource scheduling and this field only appears if your practice has the Multi-Resource setting enabled. For more information, see Schedule Resource Type in O-help.

      • Specialty — Indicates the branch of medicine or surgery that the provider specializes in.
        Tip: Leave the options as All if you do not want to refine the results via these filters.

   7. Non-Providers — Non-person providers (optional). The default option is all resources.

3. Click any time slot that is highlighted green.
   The Slot Details window appears.
4. Review the following:
   1. The Appointment type is at the top left of the Slot Details window.
   2. The time slot is at the top-right of the Slot Details window with the time zone.
   3. Department — The department associated with the time slot.
   4. Provider — The provider associated with the time slot.
      
5. Click Book Appointment.
   The left-pane expands into the Book Appointment window. The right-pane zooms into the selected time slot and displays the name of the provider name and date above the time slot.
   
6. Enter patient details.

   1. Patient Search — Select a search type option and enter the information in the text box. For example, select Patient DOB and enter your patient's date of birth.
      

      Note: When you search by Patient ID, the patient details appear automatically without the need to select from a list of patients.
      

   2. Click Find.
      Note: You can only select existing patients. To add new patients, you can either:

      • Add them via your usual workflows and then the newly-added patient appears among the search results.

      • Copy a patient to the provider group when displaying patient search results without leaving the page. The Appointment Schedule calendar is integrated with the CPI View workflow (which is available while displaying patient search results in the legacy experience).

   3. Select the patient for whom you’d like to book an appointment.
      

      Note: If you have the "Privacy: Access Blocked Patients" permission, you can search for and schedule appointments for blocked patients. If you block a patient using your existing workflow and don't see that reflected on Appointment Schedule, click Refresh Calendar until you see that patient show the blocked status on the calendar.

7. Enter the appointment details:
   

8. Notice that certain fields are filled in based on the time slot you selected:

   1. Date — Select a date for the appointment from the calendar. The time slot you select determines this field.
   2. Time — Select a start time for the appointment. The time slot you select determines this field.

   3. Department — Defaults to the selected department for the appointment associated with the time slot. Select which department practice you want to book an appointment with. The time slot you select determines this field.
      

      Note: Editing the field changes the calendar you see on the right of the screen.

   4. Provider — Defaults to the selected provider for the appointment associated with the time slot. The time slot you select determines this field.
      

      Note: Editing the field changes the calendar you see on the right of the screen.

   5. Appointment type — Select a reason for the visit.
      

      Note: If any Provider-Appointment Type Notes are configured for the provider in regard to the specific appointment type, they appear underneath this field. See Provider-Appointment Type Notes in O-help for more information.
      

   6. Remove slots from calendar — Select any additional slots you may want reserve at the time of appointment booking.
   7. Use alternate insurance - Toggle On to select alternative insurances than what is automatically selected in the patient's banner.
      Note: You can:
      • Enter up to four patient insurances.
      • See the following patient insurance information appear in the Insurance field drop-down options: Insurance name, ID number, Member number. An alert now appears when the patient has a case policy.
      • Select the case policy when setting an insurance for the patient.

   8. Patient's condition related to — This an optional field. Enter information related to the patient condition if applicable.
      Important: The Appointment Schedule calendar respects the setting "Require Work-related question on patient schedule". If set to Hide, these options are not displayed, they're hidden. If set to Required or Not Required, by default the options set to No, and you can change them at the time of booking, editing, or rescheduling an appointment.
      

   9. Notes — Add any information you’d like your provider to see prior to the visit.
      

9. Click Review.
   The Review Appointment Details page appears with a preview of how the schedule appears with the selected time slot filled.

10. Click Book appointment.
    Note: A note may appear under Review Appointment Details heading, it can be:

    • The custom appointment type note your practice added for the appointment type on the Appointment Types page. For more information on entering a custom note to appear for an appointment type, see Appointment Types in O-help.
      
    • The custom provider-appointment type note your practice added for the provider in regard to the specific appointment type. For more information on entering a custom note to appear for a provider in regard to specific appointment types, see Provider-Appointment Type Notes in O-help.
      
    • Both an appointment type note and a provider-appointment type note if your practice has these note types configured. An appointment type note appears above a provider-appointment type note.
      

11. (Optional) Click the booked appointment to see the patient details.
    

    Note: The Quickview link also appears in the patient details when you select a scheduled appointment from the Appointment Schedule calendar. The Appointment Schedule calendar adheres to a user's access to the Quickview.
    

Important: Depending on the success of the appointment scheduling, you’ll see a message appear:

• If an error occurs and you’re unable to schedule the appointment
• If you successfully booked the appointment

You can edit existing scheduled appointments. When you click an existing appointment, click Reschedule to revise the appointment details.

In the Edit Appointment window, you can:

• Edit existing notes and add new notes.
• Change the appointment type.
• Add and edit patient insurance information.
  Note: You can see the following patient insurance information appear in the Insurance field drop-down options: Insurance name, ID number, Member number. An alert now appears when the patient has a case policy. You can select the case policy when setting an insurance for the patient.

• Add and edit patient condition information.

• Add and edit any field other than Date, Department, Resource, or Time.
  
  

  Note: Click Re-load patient to refresh the Patient Details section if the patient did not load.

Click Save when you’re finished editing the appointment.

A message appears in the bottom left corner of the screen indicating the successful appointment update.

Important:

• When editing a booked appointment, you will only see insurance fields in the Appointment Details section. This ensures that insurance changes apply to the appointment.

• The insurance fields in the Patient Details section will continue to be accessible in the Book Appointment workflow. Updates to the patient's insurance will apply to all appointments booked in the session unless indicated with the Use alternative insurance option within the appointment card.

• We are making this change because the insurance fields in Patient Details section of the Edit Appointment workflow didn't change the insurance of the associated appointment.

• This update ensures that the patient insurance for the booked appointment is edited successfully because editing patient insurance in the Patient Details section did not update the insurance for the appointment(s) in the Appointment Details.

To reschedule appointments from the Edit appointment window:

1. From the Appointment Schedule calendar, click the appointment you’d like to reschedule.
2. Click Reschedule. The Edit appointment window appears.
   
   

3. Select a different time slot, provider, or department to reschedule the appointment on the preview calendar on the right. Changing the Date, Time, Department, or Provider will require a reason for reschedule.
   
   

   Note: After you select a different time slot, click Use this slot instead.
   
   

4. Click Review to e.nter the reschedule reason.
5. In the Reschedule Appointment window:
   1. Select a reason for reschedule.
   2. Add any applicable notes (optional).
6. Click Next: Review
7. Review the details of the appointment reschedule.
8. Click Confirm updates
9. Notice a message appears in the bottom left corner of the screen indicating the successful appointment update.

To cancel scheduled appointments:

1. From the Appointment Schedule calendar, click the appointment you’d like to cancel.
2. Click Cancel.
   
   
   
   The Cancel Appointment window appears.
3. In the Cancel Appointment window:
   1. Select a reason for the appointment cancellation.
   2. Add any applicable notes (optional).
4. Click Next: Review.
   
   
5. Review the details of the appointment cancellation.
6. Click Confirm cancellation.
   
   

From a booked slot on the Appointment schedule calendar, click the appointment heading in the pop-up window that appears when you click into a booked slot. This will take you to the Appointment Information page where you can check-in the patient on the day of the appointment.

Select the booked appointment from the Appointment Schedule calendar to see a message in the Appointment Details section that the patient confirmed their appointment.

We improved the Patient Details section with more comprehensive information about your patient that is easily understood at a glance.

You can select options for primary, secondary, tertiary, and quaternary insurance that apply to the booked appointment.

Note: If your practice added a chart alert to the patient banner, it appears in the Patient Details section of the Book Appointment window. The chart alert is read-only; edit the chart alert via your usual workflows. Click Audit history to see previous updates to the chart alert.

When you search for a patient from the Appointment Schedule calendar, the following patient information appears in the search results:

• Last name — The patient’s last name.
• First name — The patient’s first name.
• DOB — The patient’s date of birth.
• Last 4 SSN – The last four digits of the patient’s social security number.
  

The following patient information, patient contact information, and patient insurance information appears in an individual search result when expanded to the Patient Details window:

• First name and last name — The patient’s first name and last name appear at the top of the expanded window.
• Patient ID — The patient unique identifying number appears below their first and last name.
• DOB — The patient’s date of birth.
• Sex — The patient’s sex.
• Phone — The patient’s primary phone number.
• Address — The patient’s mailing or resource address.
• Email — The patient’s email address.
• Primary Insurance — The patient’s primary insurance vendor.
• Secondary Insurance — The patient’s secondary insurance vendor.

• Tertiary Insurance — The patient’s tertiary insurance vendor.

• Quaternary Insurance — The patient’s quaternary insurance vendor.

Note:

• You can see the following patient insurance information appear in the Insurance field drop-down options:

  • Insurance name

  • ID number

  • Member number

• An alert now appears when the patient has a case policy. You can select the case policy when setting an insurance for the patient. The following information appears for case policy options in the insurance drop-downs:

  • Policy name

  • ID number

  • Insurance type

  • Injury date

  • Injury location

You can double book slots on the Appointment Schedule calendar:

• Click a booked appointment to double book the slot.

• When you cancel or reschedule the double-booked slot, it is completely removed from the calendar, regardless of the Cancellation reason.

• You must have the "Double-Book Slots" permission to use this feature.

You can click the Double book slot option under the downward arrow icon in the Cancel button.

The following slots can't be double booked:

• Available

• Frozen

When you click Double book slot, the Book Appointment workflow appears with the following fields filled in based on the booked appointment you're double booking:

• Provider Group (if applicable)

• Date

• Department

• Resource

• Appointment type

• Time

Note: The Time field only displays available slots that match the selected Date, Department, Resource, and Appointment type.

1. From the Appointment Schedule calendar, click a previously booked slot.

2. Click the downward arrow in the Cancel button to reveal a list of options.

3. Click Double book slot. The Book Appointment window appears with certain fields filled in based on the booked slot you selected for double booking.
   

4. Book the appointment per your usual workflows.
   
   

   Note: A message appears under the Appointment Type field alerting you that you are double booking the slot.
   

5. Click Review.

6. Review the appointment details.

7. Click Book appointment. Notice the new slot appear next to the previous slot.
   

During the Book Appointment and Reschedule workflows you can click on a booked appointment in the right-side preview calendar to reveal the Double book slot option.

When you click Double book slot in the Book Appointment or Reschedule workflow, all applicable fields in the left panel update.

When you finish booking the appointment, the double-booked slot appears next to the previous slot you selected for double booking.

When a double-book slot is canceled or rescheduled, the slot is completely removed from the calendar regardless of the Cancellation reason.

Tip: You can manage double-booked slots as usual. They can be canceled, rescheduled, frozen, and unfrozen per your usual workflows.

When you double book a slot, it consolidates (it is no longer individual) with the rest of the matching slots if it has the same:

• Start time

• Appointment type

• Provider

• Department

If those fields do not match, the double-booked slot does not consolidate with the other appointments.

When you're booking an appointment and have filled in all relevant fields, you can make the appointment a recurring series.

From the Book Appointment window, with all relevant fields for the specific appointment filled in:

1. Click Create recurring series.
   
   The Recurrence Settings section appears
   

   Note: Click Cancel Recurrence to back out of creating a recurring series.
   

2. Recurrence Type — Select either:
   • Daily
     
   • Weekly
     
   • Monthly
     
3. Recurrence Interval — What appears in this field depends on the Recurrence Type.
   • Daily — Select either:
     • Every {Number} day — Enter the amount of days between each occurrence, for example every two days.
       
     • Every weekday — Select this option to have an occurrence everyday of the week.
       
   • Weekly — Enter the:
     • Every {Number} week — Number of weeks between occurrences.
       • On days — Which day of the week the appointments are on.
         
   • Monthly — Select either:
     • Every {Number} month — Select a:
       • On the — Numbered week of the month from "1st — 5th". Select "Last" for the series to fall on the last week of the month.
         • On days — Which day of the week the appointments are on.
           
     • On these dates — Numbered day of the month from "1st — 31st". Select "Last" for the series to fall on the last day of the month.
       

4. Recurrence end date — Select whether this recurring series ends after a certain number of occurrences or a specific date.
   

   Note: Check the Create individual appointments box to book individual appointments for the recurring series.
   

   • End after — Set an amount of occurrences, for example after 5 appointments the series ends.
     

   • End by — Enter a date for the series to end.
     

     Note: Instead of entering an actual date, you choose from the list of shortcuts.
     

5. Preview Recurrence — Click this button to make a preview of the appointments appear with the original appointment in the right side calendar preview panel for the selected provider. This is a required step for the Review button to turn on.
   
   All of the occurrences in the series appear in the Recurrence Settings section.
   
   

   Note: The recurrence setting message appears above the first occurrence right next to the Only show draft slots option.
   
   You can expand any occurrence to review and directly edit the appointment details or change the date of any appointment in the series.
   
   Click Remove to delete an occurrence.
   
   A page count appears in the bottom right corner of the calendar preview panel where you can preview the other appointments in the series.

6. Click Review.
   The Review Recurrence Series Details window appears
   
7. Notice all of the occurrence listed with the date of each appointment.
8. Click Book Recurrence.
   A message appears indicating that the appointment series was successfully booked.

After you click Preview recurrence, the athenaOne System creates draft appointments for any appointments in the series that it cannot find matches for.

Note: Draft appointments are labeled yellow and a message appears in the collapsed details stating that it is a draft appointment. In the calendar preview panel, no slot will be selected because there were no matches based on the criteria set for the recurrence and nothing will be booked when the recurring series is created.

You can still book the series with these draft appointments and then come back to the series at a later time to complete the booking of the draft appointments.

When you're ready to return to the drafts to complete the booking workflow, you can find these draft appointments by:

• Finding a booked appointment in the series on the Appointment Schedule calendar, and entering the edit appointment workflow where you can find the draft appointments in the series.

• Navigating to the patient's Quickview, clicking on the series in the Appointment section, or on the View Patient Appointments page, and entering into the edit appointment workflow where you can find the draft appointments in the series.

Note: The functionality aligns the Appointment Schedule calendar with expected legacy athenaOne scheduling behavior.

Note: Before you book the recurring series, you have the option to change the date of any occurrence in the series after you click Preview Recurrence.

Once the appointment is booked, you can reschedule it or edit the appointment details:

1. Click the booked slot.

2. Click Reschedule.
   
   The Edit appointment window appears with the occurrence you selected automatically expanded

3. Change the date of the selected occurrence.
   
   

   Note: You can edit the date for any of the appointments in the series.
   

4. (Optional) Edit the appointment details as needed.

5. Click Review.
   The Edit/Reschedule Recurrence Series Details window appears

6. Reason — Select a reason for rescheduling the appointment series. A reason is only required when rescheduling an appointment, not when editing one.

7. (Optional) Notes — Enter any relevant notes for the reschedule.

8. Click Next: Review.

9. Review the updated appointment details.
   

10. Click Confirm Updates.
    A message appears indicating that the appointment series was successfully booked.

Once the appointment is booked, you can cancel the original appointment, any occurrence in the series, or the whole series all together:

1. Click the booked slot.

2. Click the downward arrow icon in the Cancel button.
   

3. Select Cancel Series from the list of options. The Cancel Appointment window opens

4. Notice that the boxes next to each occurrence are checked meaning they are getting canceled.
   Note: If you clicked Cancel, you have the option to only cancel the selected appointment, keeping the appointments in the series, or check boxes next to the other occurrences to cancel those appointments as well.

5. Click Next: Cancellation reason
6. Reason — Select a cancellation reason.

7. (Optional) Notes — Enter any applicable notes.
   

8. Click Next: Review.

9. Review the appointment details.
   

10. Click Confirm cancellation.
    A message appears stating that the appointment series was successfully canceled.

A tooltip appears when you hover over the information icon next to the Resources drop-down menu:

"Please select up to a maximum of four resources."

You can select and deselect up to four providers from the drop-down list, or remove your selections by clicking the x next to each provider name displayed in the Resource field:

Note: The Remove slots for [provider name] field shown below is not available when you have multiple providers selected in the Resource field. This field is shown below as an example (with only one provider selected).

The calendar date picker highlights dates for which one or more of the providers has availability.

Note: These highlighted dates indicate that all selected providers have availability on that day — not that they have availability at the same time.

If you select a date for which no mutual availability exists for your selected providers, a warning message appears:

• After selecting a valid date, the Time drop-down menu shows applicable times for the selected appointment type. You also have the option to Create new slot when selecting a time:

• After selecting a time, the preview pane shows how this slot will be populated for each selected provider.

Before booking the appointment, a pop-up displays the appointment type and the selected provider names.

You can add additional appointments to a series by clicking Add appointment in the left corner of the booking window.

Additional appointments are added directly below the current appointment.

You must define the Department, Resource, Appointment Type, and Time of the new appointment to continue booking multiple appointments.

After the Department and Resource are defined for the second appointment , the preview pane shows different views for each appointment.

You can add up to four resources per appointment—that’s how many columns can comfortably fit in the preview pane. Each appointment and its resources are contained on one page.

The Time drop-down menu for each appointment only contains start times that are mutually available among all the appointment's selected resources.

If one appointment in session is unsuccessful, you are taken back to the booking page. It is indicated which appointment(s) were unsuccessful so that you can pick different date(s)/time(s) for the appointment(s).

You can add another appointment on a different day by clicking Add Appointment and then adjusting the Date field accordingly (highlighted below): We hold all slots in a booking session for up to five minutes, even if you add multiple visits.

The calendar preview pane is specific to the appointment card selected. As you add Resources, the preview pane populates. You can add up to four resources.

You can use the Date field to select a common date for the resources selected. If there is no common available time between the resources selected, you see an error instructing you to select a different date.

• After you select a day with common availability, you can select a time from the Time drop-down.

• The appropriate slots are highlighted in the preview pane after a time is selected.

Note: This cancellation functionality currently works for appointments booked for multiple providers on the same time and same day. As with all multi-resource scheduling functionality, this only works if your practice has the Multi-Resource setting enabled.

To cancel an appointment booked for multiple providers on the same day at the same time, click the appointment slot from the preview pane. Then, click Cancel:

The Cancel Appointment pop-up opens. You must select a reason for the cancellation to continue.

Click the Reason field to expand an options menu.

After selecting a reason, click Next: Review.

You can see the provider names on the review page (highlighted below). Even though this appointment is booked for multiple providers, it is treated as a single appointment and is canceled for all applicable providers.

From here, you can either go back (Back: Cancellation reason) or you can click Confirm cancellation:

After confirming, the appointment is no longer shown in the preview pane.

Important: Any patients created from the Appointment Schedule calendar via the CPI View workflow are recorded in the PHI Modification report. Run the PHI Modification report from the Report Builder via your usual workflow. For more information, see the Report Builder article in O-help.

If your practice has the Provider-Group-Based Data Permissions setting enabled, you can have the Appointment Schedule calendar copy a patient to your current provider group. This automated workflow adheres to the CPI View workflow (which is available while displaying patient search results in the legacy experience).

To copy a patient to your current provider group:

1. Search for a patient in the Patient Details section of the Book Appointment window.
2. Click Find.

3. In a grayed-out row, click the add icon .
   

   Note: Hover over the add icon to reveal a description of what action the icon will complete.
   

4. Click Copy.
   
5. Notice a success message appear in the bottom left of the screen.
   

When there are existing authorizations related to the patient insurance, you can select them from the Authorizations field. You can also create a new authorization by clicking Add new Authorization option from the Authorizations drop down.

Any existing authorizations appear in the list of options.

Once selected, the existing authorization appears in the Authorizations field.

Note: The payer related to the authorization should match either the primary, secondary, tertiary, or quaternary insurance of the patient you're scheduling an appointment for from the Appointment Schedule calendar. You may still book the appointment, but athenahealth recommends that the authorization matches either the primary, secondary, tertiary, or quaternary insurance of the patient.

You can add a new authorization while booking an appointment from the Appointment Schedule calendar:

• A new "Action: Add new authorization" window appears directly over the Appointment Schedule calendar.

• The Authorizations field appears for all patients.

• The new authorization is set to In progress status.

After you successfully book the appointment, the authorization appears on the patient's Quickview and on Charge Entry.

To add new authorization during booking workflow

1. Once you're on the Appointment Schedule calendar:

2. Select a slot for the appointment using your preferred views or workflow.
   The Book Appointment window appears

3. Complete the required fields and any additional ones per your usual workflow in the following sections:

   1. Patient Details

   2. Appointment Details

4. Authorizations — Select the drop-down. Click Add new authorization. The Action: Add Authorization window appears
   

   Note: You can select existing authorizations from this field as well.
   

5. Complete at least one field (the rest are optional):

   1. Type

   2. Authorization number

   3. Effective dates

   4. Authorized visits/units

   5. Referred to provider

   6. Change authorization status for primary insurance

   7. Diagnosis code

   8. Procedure code

   9. Notes

   10. Specialty
       

6. Click Create. The Action: Add Authorization window disappears and the Book Appointment window appears

7. Click Review. The Review Appointment Details window appears

8. Review the appointment details.

9. Click Book Appointment. A success message appears indicating a successful appointment booking
   

   Note: When you add an authorization it is available in the referral authorization table, which is displayed in the Quickview, Charge Entry, and future appointments if relevant.

You can select alternative time zones to view the calendar. A new downward arrow icon appears next to the time zone. The schedules displayed on the calendar will adjust based on the time zone selected. For example: If a provider had telehealth appointments in departments located in Eastern, Central, and Mountain time and the scheduler selected to view the calendar in Central time, the slots displayed on the calendar will adjust to show in Central Time.

Click the downward arrow next to the time zone in parenthesis to reveal a list of time zones.

The provider and department of the appointment now appear for booked and available slots across the different calendar views. We're making this change so you can clearly identify the provider and department of the slot.

New provider and department fields appear in both:

• Available slots
  

• Booked slots
  

Note:

• The time zone is set at the department level. The address of the department defines the time zone.

• Providers do not have time zones. Providers can work in multiple departments and those departments can be in different time zones.

• The time zone appears for all practices. The time zone defaults to the time zone of the login department.

• The selected time zone will be saved with Saved Views.

For example, you selected a slot for the patient but before confirming it, the patient realized they needed to schedule for another day. While the preview panel is in the Day view, use the right arrow icon > to review the next day's schedule. Alternatively, you can set the View By field to Week or Work week to see the entire week. While viewing an entire week, the left and right arrow icons <> move you ahead or backward by one week.

Note: The Date field in the booking workflow updates when you select a new slot in the preview panel. When viewing by Week or Work week the arrow icons go ahead or backward an entire week.

For multi-resource scheduling, all selected resources for each appointment display their schedule together in the preview panel.

Note: You can only set View By field to Day for multi-resource appointments. The options for the View By field are grayed-out and inaccessible.

The custom fields feature works in the appointment schedule calendar exactly as it does in legacy scheduling.

All your appointment-related custom fields configured on the Custom Fields page now appear in the scheduling and rescheduling workflows.

There is no change to how custom fields are set on the Custom Fields page and you can continue to set them via your usual workflows.

See Custom Fields in O-help for more information on the Custom Fields feature.

Before you can use this feature, your practice must have the "Show referring provider on appointments" setting enabled.

Note: If you previously had the setting enabled, no action is needed to see the Referring Provider field.

To enable it for your organization, contact the CSC or your onboarding project team. On the Main Menu, click Support then Create Case or Call.

When booking a new appointment or rescheduling one from the book appointment window:

1. Click Choose/View next to the Referring Provider field.
   
   The Referring Provider Lookup window appears.
   

2. Search for a referring provider by:

   • Provider number

   • Name

   • Specialty

   • NPI number

3. Click select next to your intended referring provider.
   

4. Notice the referring provider appear in the Referring Provider field.
   

5. Complete your usual workflow for booking a new appointment, rescheduling an appointment, or editing an appointment.

Note: From the Referring Provider Lookup window you can:

• Edit a referring provider's number

• Update the selected provider's information

• Add a provider number (for a provider that does not have one in the system)

• Add a new referring provider to the list of referring providers

If you have the user permissions Schedule Admin: Manage Appointments, you can freeze and unfreeze slots in the Appointment Schedule calendar.

Tip: You can cancel and reschedule appointments in frozen slots or slots you intend to freeze via the same workflows for unfrozen slots.

To freeze slots

You can freeze booked slots and empty slots via the same workflow:

1. From the Appointment Schedule calendar, select the slot you intend to freeze.
2. Click the downward arrow icon within the Cancel Appointment or Book appointment button.
   
3. Select Freeze Slot from the list of options.
4. Select a Freeze Reason. The slot freezes.
   
   

To unfreeze slots

You can unfreeze empty slots and booked slots; the workflows differ slightly:

 

Empty slot

1. From the Appointment Schedule calendar, select the slot you intend to freeze.
2. Click the Unfreeze Slot button. The slot unfreezes

Booked slot

1. From the Appointment Schedule calendar, select the slot you intend to freeze.
2. Click the downward arrow icon within the Cancel Appointment button.
   
3. Select Unfreeze Slot from the list of options.
   The slot unfreezes

You can change the freeze reason of a frozen slot without unfreezing it.

To change freeze reason without unfreezing slot

 

From the Appointment Schedule calendar:

1. On a frozen slot, click the downward arrow icon in the Unfreeze Slot button.
   

2. Click Change freeze reason. The Freeze slot window appears.
   

3. Reason — Select a freeze reason from the list of options.
   

4. Click Change freeze reason.
   

In the appointment card , , you can check the Urgent box.

Note: When you select the appointment from the Appointment Schedule calendar, a note that the appointment is urgent appears in the Appointment Details section.

In the appointment card, , uncheck the Urgent box.

Note: When you select the appointment from the Appointment Schedule calendar, the note that the appointment is urgent is removed .

You can select the Availability option to select the Availability view of the Appointment Schedule calendar.

1. From the Appointment Schedule calendar, select Availability from the list of view options.
   A message appears telling you to select an Appointment type.
2. Select an Appointment type.
   
3. Notice the Appointment Schedule calendar filter down to only available slots for the selected Department, Provider or Specialty.
   
4. Hover over the time slot you want to book to see the short name of the appointment type you selected.
   

5. To schedule an appointment in the available slot, complete the usual workflow for booking appointments from the Appointment Schedule calendar.
   

Important: If there are no available slots within 30 days, a message appears informing you that no open slots were found.

1. From the Appointment Schedule calendar, select Availability from the list of view options.
   A message appears telling you to select an Appointment type.
2. Select an Appointment type.
   
3. Select from the following options to set a specific time of day:
   1. Morning
      The Appointment Schedule calendar defines Morning as the time period before 11:59AM.
      
   2. Noon
      The Appointment Schedule calendar defines Noon as the time period between 12:00PM to 1:00PM.
      
   3. Afternoon
      The Appointment Schedule calendar defines Afternoon as the time period after 12:00PM.
      
4. Notice the appointments filter to that specific time of day.

Set time of day manually

You can manually set a time of day by clicking the text boxes next to the From: and To: fields.

 

Manually enter a time or select one from the list of options.