CLINIC MANAGEMENT SYSTEM APPOINTMENT SCHEDULING

1. CLINIC MANAGEMENT SYSTEMAPPOINTMENT SCHEDULING

2. How will this start? • Any schedules already built will not be carried over to the CMS Portal • You will build your providers and new schedules on Portal

4. Holiday Providers Providers Schedule search Provider Availability Provider Schedules Schedule List Scheduling

5. Appointment SchedulingHoliday

6. HolidaySearch The holiday search page allows the user to search for holidays or dates that have been blocked from the clinic’s schedule.

7. Once the results of the search are returned, the user has three options. ADD a new holiday or meeting, DELETE an existing holiday or meeting, or EDIT an existing holiday or meeting

8. When adding a new holiday or meeting, the user must fill in the date, description, state holiday – yes or no, set for district, county or clinic, and set length of meeting. If ‘All Day’ is set to NO, you must enter start and end time. Once finished, click SAVE. New Holiday Page

9. Appointment SchedulingProvider

10. ProviderSearch The provider search page allows the user to search for providers. These providers can be individuals or groups of providers. A NEW button is also available to build new providers.

11. Search results will be returned to the bottom of the page. To edit a provider, click the paper/pencil icon next to the provider.

12. Provider Edit screen

13. To build a new provider, you will click the NEW button located above the search results

14. New Provider screen

15. Appointment SchedulingProvider Schedule Search

16. ProviderScheduleSearch The Provider Schedule search page allows the user to search for schedules that have been built for a provider or the clinic.

17. Provider Schedule Search If the provider is left blank, then all providers that have schedules for the date entered will be returned. To edit the provider schedule, click the paper pencil icon next to the provider name To extend the provider schedule, click the copy icon next to the provider name

18. Provider Schedule Search If the provider is entered, only schedules built for that provider and that date will be returned. If a Monday date is entered, all schedules for that week will be returned. To edit the provider schedule, click the paper pencil icon next to the provider name To extend the provider schedule, click the copy icon next to the providers name

19. Appointment SchedulingProvider Availability

20. ProviderAvailability The Provider availability page allows the user to make adjustments to a provider’s schedule. They can add or subtract providers from a schedule.

21. Appointment SchedulingProvider Schedules

22. ScheduleSearch The Schedule search page allows the user to search for schedules that have been built for a provider or the clinic. This is an inquiry only search.

23. Schedule Search If the provider is left blank, then all providers that have schedules for the date entered will be returned. The time slots with a number besides zero under booked, if you hover over the number with your mouse, it shows the name of the patient in that slot.

24. Schedule Search If the provider is entered, only schedules built for that provider and that date will be returned. The time slots with a number besides zero under booked, if you hover over the number with your mouse, it shows the name of the patient in that slot.

25. Appointment Scheduling Appointment Schedule Page

26. Appointment Schedule Screen (Existing Patient)

27. Appointment Scheduling Screen • Demographic section – contains name, address, birth date and other patient info • Appointment History section – contains currently scheduled appointments and past appointment history • Appointment Scheduling section – this section is for searching for available appointments and scheduling.

28. Demographic section This section of the screen contains patient demographics. This information can be changed and it will update the patients record. The patient menu and member buttons are provided for navigation.

29. Appointment History section This section of the screen contains currently scheduled appointments. The scheduled appointments can be edited, voided, or rescheduled. The user can also view the patient’s past appointment history.

30. Appointment History Buttons • Edit – Edit existing appointments • Void – Void existing appointments • Reschedule – Reschedule existing appointments • History – Inquiry for previous appointments for patient

31. Edit Appointment If you click the EDIT button, you will receive the following screen. From this screen you can make changes to the scheduled appointment

32. Void Appointment If you click the VOID button, the following screen will pop up. If you wish to void the appointment, click OK, and the appointment will be voided. The CANCEL button will cancel the action.

33. Reschedule Appointment The reschedule screen looks the same as the appointment schedule screen. It will show the appointment you are rescheduling and the provider’s schedule that the current appointment is with. Find the appointment time you want, change the schedule time and click Schedule.

34. Appointment History The appointment history page will show the patient’s past appointments. It will show the appointment reason and if the appointment was met. From this screen, the user can reschedule missed appointments.

35. Search Appointment section The search appointment section allows the user to search for available appointments. Many filter are available to narrow down this search. However the user is required to enter the Appointment Reason, and the appointment length. Multiple appointment reasons can be entered for an appointment. Once filters have been set, the user will click SEARCH. Those schedules that match the search criteria will be returned to the bottom of the page.

36. Search Appointment section – cont. Once the page returns, it will contain the provider’s schedules that match the search criteria. The user will then set the provider and the time that for the time slot they want to schedule. They will then click SCHEDULE, and the appointment will be scheduled. The next slide will show how the page will look after the appointment has been scheduled.

37. Search Appointment section – cont. Once the page returns, it will contain the provider’s schedules that match the search criteria. The user will then set the provider and the time that for the time slot they want to schedule. They will then click SCHEDULE, and the appointment will be scheduled. The next slide will show how the page will look after the appointment has been scheduled.

38. Appointment Scheduled

39. Additional buttons The schedule appointment search page seen below, has three additional buttons. The RETURN button take you to a blank appointment search page. The REFRESH button allows the user to change search criteria and refresh the screen. The NEXT DAY button, keeps your search option but moves to the next date.

40. Scheduling appointments for patients in Households

41. From Portal page, click HH Search

42. Search for your household

43. From household member page, check patient needing an appointment and click PATIENT MENU

44. From PATIENT MENU, click Scheduling

45. You will then have the screen to schedule the appointment.

46. After scheduling is completed, you can click the MEMBER button to return to the Household page.

47. Scheduling appointments for patients NOT in a Household

48. From Portal page, click Patient Search

49. Search for your patient

50. From patient search page, click the Patient Menu Icon