Schedule Hospital Visit

1. On the Main Menu, click Calendar. Under APPOINTMENTS, click Schedule Hospital Visit.

Create the new patient record

2. Click Create patient.

Enter patient demographic information

3. Under Patient Creation, record as much information as you can. (Yellow indicates a required field.)
4. Click Create.

Select the admission slot for the visit

5. Use the menus at the top of the page to specify a time of day, appointment type, department, and provider.
   Note: You must select at least one of these filter options.
   
   The calendar is automatically updated to reflect availability for the next 4 months.
   

The dates on the calendar are color-coded:

• GREEN highlight:
  any day that has matching open slots with:
  
  • the same appointment type.
  • a generic appointment type slot of the same duration.
  • a series of consecutive generic appointment type slots that together equal the duration of the searched appointment type.
    
• YELLOW/ORANGE highlight (use caution):
  any day that does not have slots with:
  • a generic appointment type slot of the same duration.
  • a series of consecutive generic appointment type slots that equal the duration of the searched appointment type. That is, open generic appointment type slots exist, but there is not enough time based on the duration of the appointment that you searched for.
    
• RED/BROWN highlight: Slots matching the criteria are all filled.
• WHITE/BLANK: No open slots match the search criteria.
• BLUE bold type: Today's date.

6. Click the date that you want to schedule in the 4-month calendar view.
   

The Appointments [Department] heading appears below the calendar, showing the selected department (selected from the department menu at the top of the page).
A grid showing all appointments that match the selected criteria on the selected day appears under the heading. Providers and departments are displayed across the top; appointment times are displayed down the side.


 

Under the Appointments heading, the following headings may appear, depending on your schedule data:

• Daily Notes — Displays any daily notes for this day, department, and provider.
• Unscheduled Appointment Ticklers — Lists outstanding appointment ticklers for this patient.
• Upcoming Appointments — Lists already scheduled appointments for this patient.
7. If unscheduled appointment ticklers appear, select each appointment tickler that should be marked as scheduled after you schedule this appointment.
   Note: If your practice assigns point values to appointment types, provider utilization rates appear in the column headers, and the columns are ordered by each provider's utilization rate, with the lowest utilization rate providers on the left. For more information about appointment type point values and utilization, refer to Appointment Types.
8. Locate the slot that you'd like to schedule.
   You can click a different calendar day to display the appointment grid for that day. You can also click the navigation links (<<Previous Available, <Previous Day, etc.) to find the desired day.
9. Check the box for one or more appointment slots.
   The Appointment type(s) menu appears at the bottom of the page and includes the slots that you checked.

Enter the visit details

10. Appointment type — Select or verify the appointment type.
11. Level of care — Select the level of care for the visit. This value determines which departments are available in the Department menu, and whether the visit is an inpatient visit or an outpatient visit.
12. Primary insurance — Select the patient's primary insurance to use for the visit.
13. Secondary insurance — Select the patient's secondary insurance to use for the visit.
14. Notes/reason — Enter any notes, and the reason for the visit.
15. Patient's condition related to — For each checkbox, indicate yes or no.
16. Click Schedule Hospital Visit. The Visit - Patient Access page appears, showing the Check-in Details section.
    The visit is now scheduled, and ready for check-in when the patient arrives.

1. On the Main Menu, click Calendar. Under APPOINTMENTS, click Schedule Hospital Visit

Locate the patient record

2. Use the search fields at the top of the page to search for the patient record.
3. Click the patient's name in the search results.
   The schedule calendar appears.

Select the admission slot for the visit

4. Use the menus at the top of the page to specify a time of day, appointment type, department, and provider.
   Note: You must select at least one of these filter options.
   
   The calendar is automatically updated to reflect availability for the next 4 months.
   

The dates on the calendar are color-coded:

• GREEN highlight:
  any day that has matching open slots with:
  
  • the same appointment type.
  • a generic appointment type slot of the same duration.
  • a series of consecutive generic appointment type slots that together equal the duration of the searched appointment type.
    
• YELLOW/ORANGE highlight (use caution):
  any day that does not have slots with:
  • a generic appointment type slot of the same duration.
  • a series of consecutive generic appointment type slots that equal the duration of the searched appointment type. That is, open generic appointment type slots exist, but there is not enough time based on the duration of the appointment that you searched for.
    
• RED/BROWN highlight: Slots matching the criteria are all filled.
• WHITE/BLANK: No open slots match the search criteria.
• BLUE bold type: Today's date.

5. Click the date that you want to schedule in the 4-month calendar view.
   

The Appointments [Department] heading appears below the calendar, showing the selected department (selected from the department menu at the top of the page).
A grid showing all appointments that match the selected criteria on the selected day appears under the heading. Providers and departments are displayed across the top; appointment times are displayed down the side.


 

Under the Appointments heading, the following headings may appear, depending on your schedule data:

• Daily Notes — Displays any daily notes for this day, department, and provider.
• Unscheduled Appointment Ticklers — Lists outstanding appointment ticklers for this patient.
• Upcoming Appointments — Lists already scheduled appointments for this patient.
6. If unscheduled appointment ticklers appear, select each appointment tickler that should be marked as scheduled after you schedule this appointment.
   Note: If your practice assigns point values to appointment types, provider utilization rates appear in the column headers, and the columns are ordered by each provider's utilization rate, with the lowest utilization rate providers on the left. For more information about appointment type point values and utilization, refer to Appointment Types.
7. Locate the slot that you'd like to schedule.
   You can click a different calendar day to display the appointment grid for that day. You can also click the navigation links (<<Previous Available, <Previous Day, etc.) to find the desired day.
8. Check the box for one or more appointment slots.
   The Appointment type(s) menu appears at the bottom of the page and includes the slots that you checked.

Enter the visit details

9. Appointment type — Select or verify the appointment type.
10. Level of care — Select the level of care for the visit. This value determines which departments are available in the Department menu, and whether the visit is an inpatient visit or an outpatient visit.
11. Primary insurance — Select the patient's primary insurance to use for the visit.
12. Secondary insurance — Select the patient's secondary insurance to use for the visit.
13. Notes/reason — Enter any notes, and the reason for the visit.
14. Patient's condition related to — For each checkbox, indicate yes or no.
15. Click Schedule Hospital Visit. The Visit - Patient Access page appears, showing the Check-in Details section.
    The visit is now scheduled, and ready for check-in when the patient arrives.