User Guide — Meetings and 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. Name — Enter the full appointment type name as it should appear in a list, for example, Meeting or Lunch.
3. Short Name — Enter the short name of the appointment. It must be unique within your practice and have four characters or less. It is case-sensitive, for example, MTNG or LNCH.
4. Enter the duration of the slot for this appointment type, in minutes. Use the same duration as patient appointment types used in your practice (for example, replace 30-minute slots with 30-minute nonpatient appointment types). Otherwise, you will not be able to change the appointment type of the patient appointment to the meeting appointment. The durations must match.
5. Appointment Type Class — Leave blank.
6. Ordering — Enter a number to indicate the order of appearance of this appointment type in the list. If left blank, the appointment type appears in alphabetical order.
7. Notes — Enter any notes about this appointment type.
8. Billing Slip Required? — Select N.
9. Template Type Only? — Select Y.
10. Generic Slot? — Select N.
11. Patient Time? — Select N. "No" means that you cannot book a patient into this slot and that this time slot will not appear as available time on schedule reports.
12. Click Save.
    The new appointment type appears in the list below.

To reserve the time slot, change the appointment type of an unbooked appointment slot to indicate a meeting, lunch, etc.

Note: You cannot change the appointment type of a booked appointment slot using the Manage Appointments page. To replace the appointment with a meeting, you must first cancel the appointment.

1. Display the Manage Appointments page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Manage Appointments.
2. Set filter fields to select search criteria for the appointment slots that you want to change.
3. Click Filter Appointments. The appointment list appears below.
4. Check all slots for all providers? — Select the appointment slots that you want to change.
5. Change Slot Type — Scroll to the bottom of the Appointment Slots list, and select the new slot type.

The final step is to add a daily note to display meeting information in the schedule. (You cannot add notes to nonpatient appointment slots. Only the name of the appointment type appears in the schedule.)

1. Display the Daily Note List page: On the Main Menu, click Calendar. Under COMMUNICATIONS, click Daily Notes, or on the Manage Appointments page, click the link to Add daily note (this link appears below the Change Checked Appointments button).
2. From the Daily Note List page, you can add a new daily note with the meeting information.
3. From date and To date — Enter or select the date range for which the note should appear.
4. Provider — Select the provider to whom this note applies; leave blank if the note applies to all providers. If a provider or department is not specified, the note will appear across all providers or departments.
5. Department — Select the department for which this note applies; leave blank if the note applies to all departments. If a provider or department is not specified, the note will appear across all providers or departments.
6. Note — Enter the text of the note.
7. Click Save. The Daily Note List page reappears, with the new note listed in the Daily Notes List (next four weeks).