AxiUm Payment Plan User Manual
Contents
1. C Search on Reserved Chairs Search on Available Chairs E 25 gt Patient TomT esting To Bl Clinic All Clinics M Based on Appt Book 24 SC greng Use Clinic s Sessions gt aii K Chair All i C Use Book s Open Hours 23 gt Group All Instructor Bl i More eps 22 Discipline Search for Specialist Ant 1 Date Range Time Range Options Es MM wT eM wh Th REI From 07162006 fa From 12004m M Bav Su To 0272006 e io 1200 4M SS 10 Oo O NOOA 20 Appt Into E 11 19 ES COM ae a Ags in oo oF Doc E ES 12 18 Length 30 minutes jo m ek KZ jo Close 13 pt at f _ at at ee ee 01 20 2006 F 06 00 AM 01 20 2006 F DEDO AM 01 20 2006 F 06 00 AM 01 20 2006 F DEDO AM 17 20 2006 F 01 00 PM 01 20 2006 F 01 00 PM 01 20 2006 F 01 00 PM 01 20 2006 F 01 00 PM 0172172006 Sa 06 00 AM 0172172006 Sa 06 00 Sg del N Pan Te L dx S Mam d A 16 15 14 1 and 2 Searches can be made based on either reserved chairs or available un booked chairs When option 1 is chosen options 6 and 7 are not available 3 Appointment searches can be made based upon a single clinic or chair Option 5 must be off to enable these choices Selecting a specific chair instead of all will override the clinic choice 4 An instructor s availability based on the instructor s schedule can also be taken into account to find an appointment time that the instructor is available2. Scheduler Manual 5 Jun 09 2 of 15 5 6 7 Based on appointment book will use the appointment book s settings to find appointment times Either the clinic s sessions 6 or the specific book s open hours 7 A book can be set to use only certain clinic times can be chosen 8 If option 1 Search on Reserved Chairs is chosen More Appointments allows the user to add additional criteria in the search for appointments This provides flexibility in the appropriate appointment times that will be found 9 Options allows for the adjustment of the Appointment Expert defaults The Expert can be set to search within a specific date range include overlaps of available chairs this can be set to the provider s setting for the Double Book Warning and search based on the chair layout or work schedule setup 10 Make Appointment will allow the user to create an appointment when a found appointment time is selected from the search find list 17 This will close the Appointment Expert dialog 11 Search causes the search to begin and will populate the search find list 17 12 Preview sets the Scheduler window to match the currently selected search find list item 13 Close closes the Appointment Expert 14 15 Sets the date and time range for the search 16 Sets the time length in minutes within the appointment required for up to three sets of providers and assistants 17 The search find listing where appointments found are
3. clinic after the above process is done or if the bumped student s patient shows up late the user has the ability to manually bump a student within the same clinic or to another clinic This is done via e A user driven event done per clinic after the Synchronize Reservations has been done e A user will go to the axiUm scheduler select the clinic in the chair tab that is to get the chair e User right clicks on the overflow chair and selects a new menu item called Move Reservation e This pops up a rectangle box like when rescheduling appointments e The user selects the clinic where they want to bump the student out from e The user positions the rectangle box on the chair to bump and double clicks on the box e This performs the same processing as the Synchronize Reservations but for the one specific chair Chair Setup In Maintenance Scheduler tab Chairs indicate which chairs are to be used as overflow chairs by checking the Overflow Chair check box This checkbox defaults to unchecked Scheduler Manual 5 Jun 09 10 of 15 Chairs ABA ae Chair Name MC 48 Description Main Clinic Chair 48 Clinic Main Clinic SS l f Unavailable Location MC Iw Overflow Chair Time Block 115 Minutes bd Import Code MC48 Name Description Lie MC 37 Main Clinic Chair 37 Main Clinic SS MC 38 Main Clinic Chair 38 Main Clinic SS MC 39 Main Clinic Chair 39 Main Clinic SS MC
4. first tries an available chair with no reserve then one with a reserve long enough and not over with no appointments then one with a reserve long enough and not over with appointments where patient didn t show up yet Overnight Auto Fail An overnight routine was added to the existing package to auto update Appointments to Failed that did not show up Technically use Appointments where From lt ServerDate and CheckinTime 0 Scheduler Manual 5 Jun 09 15 of 15
5. needs to check other obligations before confirming the appointment or being uncertain if a resource is available at a desired time To send an appointment to pending create the appointment and once the appointment appears see below right click the yellow block and select the Move to Pending menu option This moves the newly created appointment to the pending tab temporary workspace Select the Pending tab right click the appointment and select Re Schedule to schedule the pending appointment and make it active The Pending Tab details are specific to the user who moved that appointment to Pending Tab no other axiUm user will be able to access another user s Pending Tab information Patient Card Select Patient Audit History Dial Patient Appointment Expert Appt Code De Planned Treatments 1339 ENDO 11 2 Hour Ap Notes 0345 ENDO 11 2 Hour Ap Move to pending page 45 Minute APE vie CG EERTE a 1 Hour Appoin eA CNR 559 15 Minute Apr Cancel Delete 0494 CLASS 15 Minute Apr History Scheduler Manual 5 Jun 09 9 of 15 Scheduling with Waiting List Chairs This document describes the set up and implementation of the Swap for wait list chairs designed for Tufts University Tufts needs an easier way to move waiting list patients to the chairs of no show patients based on a first come first serve basis for the waitlisted patients They also need to record late statuses T
6. window recall check box to tie the appointment to the recall record will be checked and the recall record will be displayed New Appointment Patient Appointment T Accept Ms Morgantown Brenda 100142 ype 354 Walnut Street Tx Discipline Cancel Appt Status RE Morgantown W 26504 Provider Tx Plan Home 2nd Provider ED Notes Work Time Fri Nov 5 2004 Other 1 00 pm to 1 30 pm Pt Status Screening Contact Pref Time Chair TC Made on Fri Nov 5 2004 Pt Total 0 00 Appt Total 0 00 Last user V Recall 3M 12 11 2004 Reason Note Scheduler Manual 5 Jun 09 8 of 15 Once the appointment record has been saved booked if the user goes back into the patient recall window and selects the recall line the Status and Appt Date fields will display with the corresponding booked status and appointment date Patient Recalls E A CG A x Show Deleted Recalls Patient Morgantown Brenda si RecallCode EO Recall Date 12 11 2004 Tel Recall Type HYG e Appt Date EN Minutes 30 Status BOOKED E Provider SD4 A Comment 3 Month Recall Date Code Type Provider Status Description 12 11 2004 3M HYG SD4 BOOKED 3Month Recall Pending Tab The Pending Tab in the Scheduler is used for temporary holding of appointments while waiting for further information to finalize the scheduling It acts as a holding place for situations as when speaking to a patient about scheduling an appointment and the patient
7. 4 Main Clinic Chair 4 Main Clinic SS MC 40 Main Clinic Chair 40 Main Clinic SS MC 41 Main Clinic Chair 41 Main Clinic SS MC 42 Main Clinic Chair 42 Main Clinic SS MC 43 Main Clinic Chair 43 Main Clinic SS MC 44 Main Clinic Chair 44 Main Clinic SS MC 45 Main Clinic Chair 45 Main Clinic SS MC 46 Main Clinic Chair 46 Main Clinic SS MC 47 Main Clinic Chair 47 Main Clinic 55 MC 48 Main Clinic Chair 48 Main Clinic SS MC5 Main Clinic Chair 5 Main Clinic SS Mr E hd sim Clinic Chair E hd sin Clinie IC lt EN Patient Check In On Patient Check In in the Rolodex or when done from the scheduler s right click option the system records the check in time in minutes from midnight On Undo Patient Check In this field is set back to 0 Info Manager Appointment Reports In Info Manager appointment tab Appointment report the new ChecklinTime field has been added as a reportable column Scheduler Options Scheduler Manual Scheduler Options Options Default Appt Code Default Clinic Default Appt Form 7 Scheduler Type e Chair C Book C Availability Time Block Length gt r ppt Entry Window WE Standard C Advanced Ortho i Sort Appt Codes Appointment Card ort Appt Codes C Alphabetically e Time Units jw Show Ideal Day Discipline Colors Chair Labels e Student Names Student Groups Iw Show Appt Status Colors on Chair Tab jw Enable Partial Reserve on
8. Chair Tab jw Indicate Late Patients RefreshEvery DU seconds bk List Chair Details Default Reminder Description Retresh Even seconds Dental Appointment Call within 24 hrs to cancel 15 minutes a jw Calculate Patient s balance for Appointment form cancel Check the ndicate Late Patients checkbox in order to have the system graphically show in the chair tab that a patient is late Set the Refresh Every __ seconds to indicate how long you want the system to wait between screen refreshes Appointment Chair Tab The chair tab with the indicate late patients option checked displays the text in red for all chairs with late patients Scheduler Manual 59 Jun 09 12 of 15 B8 Scheduler Main Clinic SS Thu Oct 16 2003 Morning Student2 Johnny Today Bu D ua d 1 Day 1 Week 4 1 Month 6 Month Move Reservation The right click menu item in the Chair tab called Move Reservation will be used to move a student and their patient s from one chair to another chair This menu item will only be enabled if the chair has a reservation with or without an appointment s BB Scheduler Main Clinic SS Thu Oct 16 2003 Morning Student2 Johnny Today d 1 Day 1 Week 4 Select Clinic Reserve Chair For 1 Month 6 Month Reserve Partial Session For __Reservetor Assistant for Assistant D Du a io Unreserve Firea a a a Move Reservation Academic Cancell
9. OU Im ee Scheduler Manual Version 4 6 Contents Appointment EXPE GE 2 THE APDOINIMENT Expert RTE e e E 2 Villen e 3 APUNE base sec cece E R eee ve sete esate E A E E E E EA 4 IN ei 5 EE eege 5 FO OWN ee 6 Patient Recalls EE 6 eaS ME o F E A E E E E T E E E T E E E 9 Scheduling with Waiting List Chairs 0 0 0 0 cccccccccceccceeeeceeeeceeeeseeeeeeeeeeeeeseeeeseeeeseeesaaeeseueesaeeesaeesseeeseueeseenaes 10 CRI o UD e T N E E E E 10 Patent Ee E EE 11 Info Manager Appointment Reports cccccccccececeeeeceeeeee cece eeseeeeseeeeseeeseeeeseeeeseeeeseeeseeeeseueeseeesseeetaeeees 11 SCE UI E Lei 11 Appointment E UE inc icc ccsccitiecienc deren donc eaddeas ccicnnacccuaecinas Suieedeaeetbdaad den canaecubectasfeiciedaedinunddaad dueseotecededsecdenedacee 12 MOVE ES LTE 13 Synchronize RESESIVAUONS ace siciercccindncancctisancwadnenassedieenantsecwndadatisunceedoewedundbseneunshduesiddulsenauideawacaasncenacaduonennedon 14 e NAO F eee eee ee eee ee eee eee ee ee ee ee TE 15 Scheduler Manual 5 Jun 09 1 of 15 Appointment Expert The appointment expert is accessed via the appointment expert icon in the upper right corner of the scheduler module The appointment expert is used to automatically find available times to schedule the patient provider and clinic This utility saves the user from having to manually search for an appropriate appointment time The Appointment Expert Dialog Items E Appoint ment Expert ioj x
10. SD4 ACTIVE 3 Month Recall A staff member or provider will possibly generate Recall reminder cards or letters from within the Info Manager and mail them out Please see Letters _and_Labels pdf for direction on how to do this A staff member or provider will either call the patient to arrange a recall appointment or the patient will have called the clinic to arrange a recall appointment after receiving a mailing scheduling of Recalls can be achieved in various ways 1 Any appointment can be associated with a recall record by clicking on the recall button in the appointment window 2 By right clicking on the recall appointment line in the Dental Chart and selecting Make Appointment If the University requires the provider to make appointment requests they can right click and select Add Appt Request 3 By generating a list in the new Recalls tab of the Appointment Lists window found in the scheduler Module right clicking on a recall record and then selecting Make Appointment If the University requires the provider to make appointment requests they can right click and select Add Appt Request No matter which method is chosen in the New Appointment window the recall can be associated with the appointment Recall Recalls The user will click on the Recalls button and select the appropriate recall in the Patient Recalls list by double clicking on it Once the window refreshes the appointment
11. This can be set to all to find any available chair Group The provider group for the search Instructor The instructor covering the clinic Discipline The discipline code associated with the chair for the desired appointment or with the provider if search for specialist is on Search for Specialist Search only for available time of a specialist within the discipline code indicated above Max Time Limit for all Appointments minutes The maximum number of minutes that must be available for all appointments Appt Info Code The appointment code that will be used when a time is found and the appointment is to be scheduled Length minutes The length of the appointment for use when a time is found and the appointment is to be scheduled Appt Info for advanced appointment searches will include the number of minutes per assistant and doctor if the main scheduler window is set up to use the advanced appointment entry window Appt Info Assist Doctor Assist Doctor Assist Doctor Code 180 Min SE E Ge se Length 160 minutes D ee e D e a e Options Clicking on the Options button opens the Appointment Expert Options window Appointment Expert Options x Date Range r Include Overlaps Start From m days in the future C Yes C No Search To 90 days in the future Based on Provider s Warming Flag m Discipline Search based on Instructor Search based on Chair Layout Setup Chair L
12. ation Make Unavailable Soars Any Undo Unavailable Daily Layout e Menu item is disabled if date in past Scheduler Manual 5 Jun 09 13 of 15 e Menu item disabled if not clicked on chair e Menu item disabled if chair has no reserve e Can only move one reservation at a time The move reservations right click menu option pops up a rectangle box like when rescheduling appointments that is the size of a chair box at the mouse click position The user selects the clinic where they want to bump the student out from positions the rectangular box on the chair to bump and double clicks on the box This performs the processing described in the Bumping Reservations section The right click menu item called Move Reservation within Clinic does the same as the above but e Disables the Book icon at the beginning so user cannot select another clinic e Re enables the Book icon after user double clicks on yellow rectangle and processing is complete The right click Cance menu option on the popped up chair is used to abort the Move process Synchronize Reservations The right click menu item on the chair tab called Synchronize Reservations will be used to automatically move the student and their patient s from overflow chairs to chairs that are available within the clinic Here available means the chair is available not broken nor a holiday and either the chair has no reserved provider or has a reserved pro
13. ayout Setup e Work Schedule Preferences C Work Schedule Setup Used when Searching on Reserve Not used when Searching on Available Chairs only Chairs using Book s Open Hours cancel _ Scheduler Manual 5 Jun 09 4 of 15 Date Range Start From days in the future Number of days into the future that a search is to begin at This is the default for the search and can be overridden by the user Search To days in the future Number of days into the future that a search is to end at This is the default for the search and can be overridden by the user Include Overlaps Can be set to Yes No or Based on Provider s Warning Flag in Maintenance Office Tab Users Provider Tab Discipline Search based on Chair Layout Setup Use the disciplines stamped on the chair layout for the search Work Schedule Preferences Use the discipline indicated in the provider working schedule for the search Note The discipline search is ONLY used when searching on Reserved Chairs Instructor Search based on Chair Layout Setup Use the instructors stamped on the chair layout for the search Work Schedule Setup Use the instructor working schedule for the search Note gt The instructor search is not used when searching on Available Chairs using a Book s Open Hours Make Appts Once a search has been performed and an available time found selected in the lower list the user can click on Make Appts to schedule the appointment s Th
14. es The Patient name will be displayed in a disabled field This is to allow the user to verify they are on the correct patient chart Scheduler Manual 5 Jun 09 6 of 15 The Booked checkbox if checked indicates the recall record currently highlighted in the lower list has been scheduled This item becomes checked when the user ties a recall record to an appointment Recall Code Indicates the length of time between the current date and the date a patient is due to return to the clinic for a visit Select the time period for the recall here Recall Type Indicates the type of recall that is being entered ie Surgical recall or Hygiene recall Status Indicates the status of the recall i e not yet booked scheduled etc When entering a new recall set this to ACTIVE Provider Indicates the provider that is expected to perform the recall If the user is logged in as a provider this field will automatically fill in with their provider Id Clinic Indicates the clinic that the recall should be scheduled in If the clinic is unknown leave the field blank Comment Free text field to enter comments about the recall When the recall is triggered from a procedure this will automatically fill in with a description If canceling a recall for reporting purposes this field could contain the cancellation reason Fill in the desired comment or leave the field blank Treatment Prompting R C Disabled field that is only displayed when the
15. he ability to detect and record that patients are late will be done via recording the check in time in the appointment record This will allow detecting late appointments by comparing the appointment time with the check in time and maintain the current ability to later mark these appointments as No shows The chair tab of the scheduler will visually indicate the late patients the text will turn red until they check in This will facilitate recognizing which students will be bumped from the waiting list chairs Technically this is done via e A user driven event done per clinic at a specific period of time say 15 minutes after the session Starts e A user will go to the axiUm scheduler select the clinic in the chair tab and look to see if there are late and or no show patients that can be bumped the chair text will be red for these chairs e User selects a new right click menu item called Synchronize Reservations This takes each student in an overflow chair with an appointment and attempts to move them to a chair that is available first puts them in a free chair if one exists and then moves them into a chair for which a patient is late no show If a student is bumped they will be placed into an overflow waitlist chair in that same clinic This will be done on a first come first serve basis of when the reserve was made In the event that there are more students waiting than chairs are available in a given
16. is action will cause the scheduler to advance to the selected date and the appointment record becomes a yellow floating block This block is to be dropped into the appropriate scheduler column using Microsofts drag and drop technique If the More Appts feature was used a yellow floating appointment block will appear for each patient to be scheduled and will need to be individually drag and dropped to the providers column Search Clicking the search button allows the user to find all possible times for the appointment based on the criteria that was specified Date Lime Duration Provider Clinic Chair Discipline 0671272008 Th 13 00 04 00 Smith Jazon T_ Clinic TCS 0671272008 Th 13 00 04 00 Hanes Morgan T_Clinic IA 0671272008 Th 13 00 04 00 Kia Chang T_ Clinic TCS 0671372008 F 09 00 03 00 Cheguis Wendy T_Clnic TC The list shows the date available the starting time of the availability and the duration i e for four hours the resource is available If using a Search on Reserved Chairs the provider name will be displayed along with the Clinic and specific chair that is reserved If using Search on Available Chairs the provider column will be blank Scheduler Manual 5 Jun 09 5 of 15 Preview Clicking the preview button allows the user to see the scheduler window on the selected date This allows the user to see what else is happening in the clinic on the specified date before making the appoi
17. ntment Patient Recalls This document describes the Patient Recalls system within axiUm Some set up Is required in Maintenance On completion of a procedure that requires a recall the system can prompt the user to enter a patient recall record or automatically enter the recall on behalf of the provider dependent on the way the University has set up the recall controls The user can also manually enter a patient recall record by any of the following methods e Right click on a patient name in the Rolodex and select Patient Recall e Click on the Recall icon in the Patient Card e Right click on a patient appointment in the scheduler window and select Patient Recalls The Patient Recalls window will open Patient Recalls aala Show Deleted Recalls Patient Dallas Mikail e RecallCode JAIM Recall Date 12 07 2005 S Recall Type ORTHO Sei Appt Date Status ACTIVE hd Minutes 0 Provider 51 Sc Clinic ALL EN Comment test Treatment mn DEE f 2 07 2004 Dm 40 Limited oral Exam Emergency Type Provider Status Description 04 08 2005 3M HYG STORM ACTIVE 3 Month Recall 12 07 2005 1M ORTHO 51 ACTIVE test Depending on how the university has set up the recall system some portions of the window may be defaulted for the user otherwise they must fill in the fields manually Show Deleted If checked will cause the list to refresh and display deleted lines as well as active lin
18. vider but the patient has not checked in yet This menu item is only enabled if the current clinic has overflow chairs to bump provider out from and in to BB Scheduler Main Clinic SS Thu Oct 16 2003 Morning Student2 John ny gp T a 3 Di Today Select Clinic g Reserve Chair for 1 Day 1 Week 4 Reserve Partial Session For Reserve for Assistant 1 Month 6 Month Unreserve Chair Move Reservation Synchronize Reservations Academic Cancellation Make Unavailable ene S OI Undo Unavailable Daily Layout Scheduler Manual 5 Jun 09 14 of 15 Notes e Menu item is disabled if the date is in the past e Menu item is disabled if current clinic does not have overflow chairs e The session must have started and must not already be over e There must be available chairs where there is no reserve or reserved for a provider with no appointments started yet Processing continues in a non recursive loop to bump providers from the overflow chairs chairs with reserves that have appointments into available chairs This is done by using Patient check in times for appointments in chairs so this is on a first come first serve basis and is sub sorted by reserve times for those schools not using patient check ins it will be done on first asked first served For each provider in an overflow chair the system looks for an available chair one by one across chairs in the current clinic It
19. viewed and selected 18 19 These dialog items select and display the appointment time needed The display 18 will change based on the settings of 19 and 16 20 Weekdays that the Expert should include in the search 21 22 When a discipline is selected a specialist in that discipline can be search for 23 24 25 This sets the specific Group Provider and Patient to search for More Appts Clicking on the More Appts button opens the Additional Appointment Info window By adding records here the user can search for the availability of additional resources For example when patients come to the clinic together but need to see two different providers on the same date and time Additional Appointment Info E f PA G x Patient Bi Clinic 7 Advanced Education Gen Den si Geer ei Provider SD10 ai Chair All v Group All D Instructor S Discipline PROSTH x Search for Specialist Max Time Limit for all Appointments 1120 minutes Appt Info Code 120Min e Length 120 minutes Number __ Patient Provider_ Duration _ Discipline __ Appt Code 1 Leonard Michael 5D10 120 PROSTH 120 Min Scheduler Manual 5 Jun 09 3 of 15 Patient The patient to make an appointment for Clinic The clinic in which to find an available time Based on Appt Book Use the appointment book that is currently selected in the scheduler window Provider ID code of the provider for the appointment Chair Chair to search for
20. window is triggered by a procedure Displays the date the procedure was performed the procedure code and the procedure description Recall Date Date the patient is expected to return for the recall This field will be defaulted by the system to the expected date when a new entry is made Appt Date Date of the actual recall appointment This field will be filled in automatically by axiUm when the recall is associated to the appointment No entry is required here Minutes The number of minutes required for the recall appointment Note Depending on the recall controls that have been set up by the University when the recall window automatically opens after a treatment is completed you may not be able to close the recall window until you have entered a new recall record A Once all fields are filled in to your satisfaction click the Create a new record icon to enter the recall record Periodically a report will be run in Info Manager to generate a list of patients that are due for recall Scheduler Manual 5 Jun 09 7 of 15 Patients Insurance Clinical ac Management Custom Appointments Appointment Procedures Chair Reservations Patients With Recalls Patients With No Recalls For Provider gt SD4 C Status gt C Unbooked Pt Chart Pt Last Pt First R C Code R C Date R C Provider R C Status R C Comment wi 100125 Usi Serena 3M 09 01 2005 sD4 ACTIVE 3 Month Recall wi 100142 Morgantown Brenda 3M 12 11 2004
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