5 - CareTracker

Transcription

5 - CareTracker

CareTracker Training - Scheduling Module
Table Of Contents
Introduction.............................................................................................................................. 1
Overview .......................................................................................................................... 1
Applications ............................................................................................................................. 3
Book..................................................................................................................................... 3
Overview .......................................................................................................................... 3
Booking Appointments ......................................................................................................... 6
Overview .......................................................................................................................... 6
How to Book an Appointment ......................................................................................... 10
How to Book an Appointment Using the Find Button...................................................... 12
How to Book an Appointment Using the Force Button ................................................... 16
Adding a Patient to the Wait List .................................................................................... 18
How to Add a Patient to the Wait List ............................................................................. 19
How to Book Non-Patient Appointments in the Book Application ................................... 21
Rescheduling Appointments in Book ................................................................................. 23
Overview ........................................................................................................................ 23
How to Reschedule an Appointment Using the Find Button ........................................... 24
How to Reschedule an Appointment .............................................................................. 28
Mini Menu .......................................................................................................................... 30
Overview ........................................................................................................................ 30
Pull ................................................................................................................................. 31
Confirm........................................................................................................................... 32
How to Confirm an Appointment..................................................................................... 32
Patient Display ............................................................................................................... 34
View Appointment .......................................................................................................... 35
How to Cancel an Appointment from View Appointment ................................................ 36
Check In ......................................................................................................................... 38
Take Back ...................................................................................................................... 40
Check Out ...................................................................................................................... 42
Open Items..................................................................................................................... 44
Double Book................................................................................................................... 45
Wait List.......................................................................................................................... 46
How to Add a Patient to the Wait List ............................................................................. 47
Instant Encounter Form .................................................................................................. 49
How to Print an Instant Encounter Form......................................................................... 50
Visit ................................................................................................................................ 52
Visit Screen Links........................................................................................................... 54
Patient Edit Pop-up ........................................................................................................ 62
Payments on Account .................................................................................................... 64
Month................................................................................................................................. 66
Overview ........................................................................................................................ 66
Calendar ............................................................................................................................ 68
Overview ........................................................................................................................ 68
Family ................................................................................................................................ 70
Overview ........................................................................................................................ 70
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Table Of Contents
Recalls ............................................................................................................................... 71
Overview ........................................................................................................................ 71
How to Enter an Appointment Recall.............................................................................. 73
How to Generate and Print Appointment Recall Letters ................................................. 75
History................................................................................................................................ 80
Overview ........................................................................................................................ 80
How to Cancel an Appointment in the History Application.............................................. 82
Advanced ........................................................................................................................... 85
Overview ........................................................................................................................ 85
How to Book an Appointment ......................................................................................... 87
How to Reschedule an Appointment .............................................................................. 90
How to Cancel an Appointment ...................................................................................... 93
TeleVox.............................................................................................................................. 95
Overview ........................................................................................................................ 95
How to Submit an Appointment List ............................................................................... 98
How to View and Work Call Results ............................................................................... 99
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Introduction
Scheduling Module
Overview
All appointment information is entered and saved in the Scheduling Module.
The Book application is where you schedule, reschedule and cancel, both
patient and non-patient appointments, i.e., meetings. In order to find future
appointment availability, you can set specific appointment search criteria, i.e.
provider, location and day of the week. Conveniently, the Book application is
set up so that through a patient's scheduled appointment, you can access
several other applications and functions in CareTracker. This makes it
possible to edit patient demographics, print encounter forms, save visits, and
enter patient co-payments having to navigate away from the Book application.
Appointment history is tracked in CareTracker. Any time an appointment is
rescheduled or cancelled, the information is saved in the Scheduling Module. A
reason for rescheduling or canceling the appointment must be entered and will
always be linked to the appointment. All previous, rescheduled, and cancelled
appointments can be accessed in the History application. In addition,
scheduled rescheduled and cancelled appointments can also be linked to
recalls.
There are a few different ways to view scheduled appointments in the
Scheduling Module besides the Book. The Month and Calendar applications
allow you to view all patient scheduled appointments in a calendar, bar chart,
or date-book format. When a patient is in context, all upcoming appointments
for any family member linked to that patient can be viewed in the Family
application, and the list includes the patient's upcoming appointments as well.
Within the Scheduling Module there are eight applications: Book, Month,
Calendar, Family, Advanced, Recalls, History, and TeleVox.
Application Summaries:
Book- In this application you will schedule, reschedule and cancel
patient appointments. You can access several other applications and
functions within CareTracker through the mini-menu that displays when
you click on a patient's appointment.
Month- At a glance, this application displays the number of appointments
scheduled for each day of a particular month. You can choose the month,
the resource and, the location for which to view a month calendar. In this
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application you can also view a month's appointments in bar chart format
instead of a calendar view.
Calendar- This application allows you to view appointments in a small
date book calendar.
Family- You can view all upcoming appointments for any family
members linked to the patient in context and the patient’s upcoming
appointments are listed in this application as well.
Recalls- An appointment recall for the patient in context is entered in this
application and any pending recalls for the patient are listed in this
application as well.
History- This application shows all pending, previous, cancelled and
rescheduled appointments for the patient in context. Canceling a
patient's upcoming appointments should be completed from this
application as well.
Advanced- This application enables you to book and reschedule
appointments in accordance with predetermined parameters and criteria
established by your practice. The Advanced method of booking
appointments prevents overbooking and scheduling conflicts, and also
maintains consistency in terms of the days and times different services
and procedures are provided. The patient's existing appointments,
pending recalls, and referrals are listed in this application as well.
TeleVox- This is an automated appointment reminder and confirmation
system that can be used to notify patients of upcoming appointments.
There are two major steps involved in the TeleVox interface; sending an
electronic appointment list; and, viewing the results of the automated
calls made by TeleVox. This is an optional feature of CareTracker.
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Applications
Scheduling Module
Book
Overview
The application in which you schedule, reschedule, and cancel patient and
non-patient appointments is Book. In CareTracker, the provider's schedule is
setup exactly as it is in a paper-book schedule. Pre-determined appointment
time increments are displayed along both sides of the schedule. Each provider
or resource has a scheduling column for the dates of service and for each
location available on that date. The column heading displays the provider or
resource's name, the location in which patients are seen, the day of the week,
and the date. It is important to verify the information in the column heading
before booking appointments as the information is pulled into scheduled
patient appointments.
When you create a batch, you can select a default provider and location for
which to view the schedule for. The selected provider's schedule for the
selected location will display by default when you open the Book application.
You can use the "Provider" and "Location" fields at the top of the screen to
select a different provider or location for which to view the schedule. From the
"Day" field, you can determine the number of days you wish to view the
schedule. '1', '3', '5', '7', '14' or 30 days. After selecting schedule filters, click
the Go button.
FYI:
If you are viewing multiple providers' schedules, it is
recommended that you do not view more than '3' days at one
time. A script error may appear on your screen if you try to
view multiple providers' schedules for more than '3' days at
one time.
There are three best ways to move the schedule to a specific date of service.
The "Move" field drop-down list contains specific time increments you can
select to move your schedule, i.e., 'Next Day', 'Next Week' or '3 Weeks'. For
example, if the schedule displays Wednesday, March 15, 2006 when you
select 'Next Week' from the "Move" drop-down list, the schedule for
Wednesday, March 22, 2006 displays. Secondly, there is a Calendar function
you can use to select a specific date to view the schedule. When you click on
the Calendar function a pop-up calendar appears that allows you to move the
pop-up to a specific month and year. When you have selected the appropriate
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month and year, click on the date, and the Calendar then closes and the
schedule with the chosen date displays. The third option is found in the "Date"
field where you can manually type in the date for which to view the schedule.
The date must be typed in MM/DD/YYYY format. In addition, any of these
three methods can be used to "flip the pages" of the Book to a specific date of
service.
FYI:
Keep in mind you can always move the schedule back to the
current date by selecting 'Today' from the "Move" drop-down
list. If you navigate away from Book, the last schedule
displayed will appear when you go back into the Book
application.
Three important buttons display in the top of the Book application. The first
button is the Find button, and by clicking on the Find button, you can search
and find the next available appointment time based on specific appointment
criteria you set. When searching appointment availability, you can filter your
search by provider, location, appointment type, date, day, and time. Force is
the second button in the Book application, and allows you to double book
appointments, and to book an appointment during a different appointment-type
time slot. The last button in the Book application is Family. When you click on
the Family button, the Upcoming Family Appointment window pops up. This
pop-up contains a list of all upcoming appointments for the patient in context as
well as any upcoming appointments for any family members linked to the
patient.
Color-coded time slots help you book appointments during appropriate
appointment task time slots, and are specifically designed to accommodate a
practice. Color coding appointment task-type time slots are most useful for
providers that see patients with specific appointment types and times. For
example, a provider may want to see only new patients on the hour. The
provider's schedule would be light green for every hour time slot as a visual
indication that only new patients are to be booked during that time. You can
use the Key button to help decipher the different appointment type colors and it
also displays when you move the mouse over a time slot.
FYI:
Required passwords can be set up to override the system if
you try to book an appointment for a different appointment
type time slot.
There are magnifying glass buttons you can use to change the size of the
schedule. By clicking the (+) magnifying glass, the schedule enlarges, but be
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aware that the larger you make your schedule, the more you will need to use
the up-and-down and side-to-side scroll bars to view the entire schedule. By
clicking the (-) magnifying glass, the schedule size decreases.
For an efficient work flow, you can access numerous functions in CareTracker
through the Book application. When you left-click on a patient's appointment, a
mini menu displays, and from this mini-menu, you can edit patient
demographics, print encounter forms, save visits, and enter co-payments. The
mini-menu can also be used to confirm appointments, view appointment
information, to check in and check out patients, and to double book
appointments. When an option from the mini-menu is selected a pop-up
window displays in which you can work, or you can navigate away from Book
into a new module and application.
See: Booking Appointments Overview, Mini-Menu Overview, Rescheduling
Appointments Overview
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Scheduling Module
Booking Appointments
Overview
Booking appointments in CareTracker takes place in the Book application of
the Scheduling Module. Both patient and non-patient appointments, e.g.
meetings, are booked in this application. You can book patient appointments
directly from the schedule, by using the Find button or by using the Force
button. With either method, you can access the Book Appointment screen
where you select the appointment criteria, e.g., a provider, location, and an
appointment type. Regardless of which method you use to book appointments,
the patient for whom you are booking the appointment must be in context in the
Name Bar. The booking of non-patient appointments needs to be done
directly from the schedule.
Using the Find button to book an appointment allows you to set appointment
criteria that CareTracker uses to search for appointment availability. Clicking
the Find button accesses the Appointment Criteria pop-up window where the
appointment criteria for the next available appointment time for which you are
searching.
Setting appointment criteria for the system on which to base its search
alleviates the need to move the schedule from day to day to find an available
time slot that is acceptable to the patient. Booking directly from the book gives
you the advantage of seeing appointment times that can be double booked
that, Find cannot locate as available times. When you locate an available
appointment time, either by using the Find button or by you moving the
schedule from day to day, click in the available time slot to complete the Book
Appointment screen. Keep in mind that an appointment is not scheduled in
CareTracker until you complete the Book Appointment pop-up window and
click Save.
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Schedules built in CareTracker can be set up so only certain appointment
types can be scheduled during certain times, at certain locations, or for certain
providers. With these restrictions, it may be necessary to Force an
appointment during a time, at a location, or with a provider it does not match.
Using Force immediately displays the Book Appointment pop-up window for
the date on which your schedule was displayed. While you cannot force a date
in this screen, you can select an appointment type, time, duration, and the
resource for which to force the appointment. An appointment note or patient
complaint can also be entered. Forced appointments appear on the schedule
outlined in blue and "Forced" displays in the appointment summary pop up
when the mouse is moved over the appointment.
FYI:
You can use Force to double book appointments. However,
using the 'Double Book' option from the mini-menu is a more
convenient way to double book appointments.
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FYI:
When forcing in an appointment, you may be asked for a
password as a security measure. Not all operators have
access for forcing appointments.
Non-patient appointments, i.e., meetings, are also scheduled in the Book
application of the Scheduling Module. However, you cannot search nonpatient appointment availability using the Find button or the Advanced
application. You can use the "Move" drop-down list, the Calendar, or manually
enter the date in the "Date" fields to display the date on which you need to
book a non-patient appointment. To save a non-patient appointment in
CareTracker, complete the Non-Patient Appointment pop-up window fields.
There are two ways in which to access this screen: by not having a patient in
context in the Name Bar when you click in the time slot to book the non-patient
appointment, or with a patient in context, the Book Appointment screen
appears when you click in the necessary time slot, and select 'Non Patient
Appointment' from the "Appointment Type" field drop-down. When the NonPatient Appointment screen displays you will need to complete several fields,
i.e., "Description," "Notes" and "Resources" before saving the appointment.
FYI:
A non-patient appointment can be scheduled for multiple
providers, at one time if you hold down the [Cntrl] key on your
keyboard down as you click on each provider's name.
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See : How To Book an Appointment, How to Book an Appointment Using the Find
Button, How to Book an Appointment Using the Force Button, How to Add a Patient to
the Wait List, How to Book a Non-Patient Appointment
Related Topics: Search Overview (Name Bar); Advanced Overview (Scheduling Module); How to
Book an Appointment in the Advanced Application (Scheduling Module)
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Scheduling Module
Booking an Appointment in Book
How to Book an Appointment
1. Pull the patient for whom you are booking an appointment into context. This
can be done by using the Search button in the Name Bar. You will know the
patient is in context when the name and CareTracker ID number displays in the
Name Bar.
2. Click on the Scheduling Module and the Book application opens by default.
3. Move the schedule to display the date, provider, and location for which you
need to book the appointment. Select a date by either manually entering in the
date in the "Date" field, by using the Calendar function and clicking on the
desired date, or by using the "Move" field drop-down options. If you want the
schedule to display for a specific provider and location, select from the
respective drop-down lists and click Go.
4. When the schedule displays for the needed, date, provider and location,
click on the time for which you are booking the appointment.
FYI:
If the schedule is displayed for multiple providers and
locations, be sure to click the time slot in the appropriate
column.
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Applications
5. When you click in a time slot the Book Appointment pop-up window displays.
Depending on where you clicked on the schedule, the date, time, location, and
place of service pull into their respective fields. From the "Appointment Type"
drop-down, select the appointment type you are booking.
6. When you select an appointment type, the "Resource," "Task" and
"Duration" fields appear. These are pulled from the column and time slot you
clicked and the appointment type that was selected. Double check these fields
for accuracy.
7. Enter a patient complaints in the "Complaints" box and/or any patient notes
in the "Notes" box.
FYI:
Do not use any symbols when entering appointment notes or
patient complaints. Using symbols will cause an error when
you try to print your encounter forms.
FYI:
Complaints and notes appear on the schedule with the
patient's appointment. Complaints are found in brackets [ ]
and notes are in parentheses ( ).
8. To link the appointment to an open recall for the patient, select the recall
from the "Recall" field drop-down list.
9. Review the appointment information you have just completed in the Book
Appointment pop-up window.
10. Click on the Save button, the Book Appointment pop-up window closes,
and the appointment is scheduled in CareTracker.
See : How to Book an Appointment Using the Find Button, How to Book an
Appointment Using the Force Button, How to Add a Patient to the Wait List, How to
Add a Patient to the Wait List, How to Book a Non-Patient Appointment
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Scheduling Module
How to Book an Appointment Using the Find Button
Name Bar.
3. Click on the Find button located in the top left-hand corner of the Book
application.
4. When Find is clicked, the Appointment Criteria pop-up window displays.
Select the parameters of the appointment availability for which you would like
the system to search and find. A specific provider, location, appointment type,
date, day or time can be selected.
FYI:
You can select multiple providers for which to find availability
by holding down the [Ctrl] key on your keyboard and by
clicking on each provider with whom you wish to find
appointment availability with.
FYI:
When you use Find, it will only start looking for appointments
from tomorrow forward even if today’s date is in the "Date
From" field.
5. When the necessary appointment criteria is selected click on the Go button.
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Applications
6. The Search Results pop-up screen displays, containing a list of the first
twenty available appointments that match the appointment criteria. To select
an available appointment, click in the Appointment/Task Class column for that
particular available appointment line.
7. The Book application re-displays for the provider, location and date on
which you clicked in the Search Results screen. A red bar on the schedule will
mark the available appointment time you select from the Search Results list.
Click in the selected time slot.
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8. When you click in a time slot the Book Appointment pop-up window displays.
Depending on where you clicked on the schedule, the date, time, location, and
place of service pull into their respective fields. From the "Appointment Type"
drop-down, select the appointment type you are booking.
9. When you select an appointment type, the "Resource," "Task" and
"Duration" fields appear. These are pulled from the column and time slot you
clicked and the appointment type that was selected. Double check these fields
for accuracy.
10. Enter a patient complaints in the "Complaints" box and/or any patient notes
in the "Notes" box.
FYI:
FYI:
11. To link the appointment to an open recall for the patient, select the recall
from the "Recall" field drop-down list.
12. Review the appointment information you have just completed on the Book
Appointment pop-up window.
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13. Click on the Save button, and when the Save is clicked, the appointment is
scheduled in CareTracker.
See : How To Book an Appointment, How to Book an Appointment Using the Force
Button, How to Add a Patient to the Wait List, How to Book a Non-Patient Appointment
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Scheduling Module
How to Book an Appointment Using the Force Button
Name Bar.
3. Click on the Force button in the top left-hand corner.
4. The Book Appointment pop-up window displays when the Force button is
clicked. The appointment date defaults to the date for which the schedule was
displayed and cannot be changed in this screen. The remainder of the fields
on the Book Appointment screen are active meaning you can select the
needed information for the appointment you are forcing including a time,
location, place of service, appointment type, and resource.
FYI:
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FYI:
5. When all of the Book Appointment fields are complete, click on the Save
button to force he patient's appointment on the schedule.
Button, How to Add a Patient to the Wait List, How to Book a Non-Patient Appointment
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Scheduling Module
Adding a Patient to the Wait List
An appointment wait list of patients who would like an appointment with a
provider sooner than their currently scheduled appointment can be created and
generated from CareTracker. A patient must have a currently scheduled
appointment in CareTracker in order to be added to the Wait List. Because the
patient needs to have a currently scheduled appointment, you have an option
to go right to the Appointment Wait List pop-up window as soon as you
complete the Book Appointment screen. In order to go directly to the
Appointment Wait List pop-up window, you must click in the Add to Wait List
check box before clicking on the Save button.
Appointment criteria for the appointment type the patient needs to be placed on
the Wait List for needs to be completed in order to add the patient to the Wait
List. This appointment criteria includes the appointment type, the provider they
would like to see, the location where they would like to be seen, the date to
which they would like a sooner appointment (their currently scheduled
appointment date), the days of the week on which they would like to be seen
and the times during which they would like to be seen. If the patient's prefers,
'Any' can be selected as an available appointment type, provider, and location
meaning the system will find any available appointment with any doctor at any
location. CareTracker will only flag available appointments that match the
appointment criteria for the patient.
The Wait List link under the My Lists section of the Dashboard is going to
identify any patient on the Wait List and the available appointment that may be
a possible match to the patient's appointment criteria. From the Wait List
screen, you can reschedule a patient's currently scheduled appointment to a
sooner available appointment or you can remove them from the Wait List once
their currently scheduled appointment date has passed.
FYI:
A patient can also be placed on the Wait List by left-clicking
on their scheduled appointment in the Book application and
selecting 'Add to Wait List' from the mini-menu.
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Applications
How to Add a Patient to the Wait List
1. When the Book Appointment pop-up window is complete, click in the Add to
Wait List check box before clicking on the Save button.
2. When the Save button is clicked, the Appointment Wait List pop-up window
displays in which you must set appointment criteria.
3. Select the appointment type the patient needs to be added to the Wait List
for from the "Appointment Type" field drop-down list.
4. From the "Provider" field drop-down list select the doctor the patient would
like to see or if they are not particular about a doctor select 'Any Provider'.
5. From the "Location" field drop-down list select the location where the patient
would like to be seen or if they are not particular about a location select 'Any
Location'.
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6. The date in the "Date To" field defaults to the current date meaning
CareTracker will identify the next available appointment starting from the day
you add the patient to the Wait List that matches their appointment criteria.
Typically, this date would not need to be changed because the patient does in
fact want to be seen as soon as possible. If needed, this date can be changed
by either manually entering a date in MM/DD/YYYY format or by clicking on the
Calendar function and selecting a date.
7. Any day of the week is selected as a possible day the patient would like to
be seen. To remove a day from the selected appointment criteria click in the
check box to the left of the day and the check mark will be removed.
8. Any time of day is selected as a possible time during which the patient
would like to be seen. To narrow the time during which a patient would like to
be seen change the "Time From" and "Time To" fields accordingly. Be sure to
pay attention to A.M. and P.M.
9. Click on the Save button.
10. When the Save button is clicked the Appointment Wait List pop-up window
closes and the patient will be added to the Wait List. The Wait List is managed
from the Wait List link under the My Lists section of the Dashboard.
Related Topics: Wait List Overview (Messages Module); Wait List Features (Messages Module);
How to Reschedule an Appointment From the Wait List (Messages Module); Add to Wait List- MiniMenu (Scheduling Module)
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Applications
Scheduling Module
Non-Patient Appointments
How to Book Non-Patient Appointments in the Book Application
1. Select 'None' from the "Name" field drop-down in the Name Bar so that there
is no patient in context.
2. Click on the Scheduling Module and the Book application defaults to
opening.
3. Move the schedule to display the date on which you need to book the nonpatient appointment. This can be done by manually entering in the date in the
"Date," field, by using the Calendar function, or by using the "Move" field dropdown list.
4. When the schedule displays the needed date, click on the time needed to
book the non-patient appointment.
5. The Non-Patient Appointment pop-up window displays. In the "Description"
field, type a short description of the non-patient appointment, and In the
"Notes" field, type a note or a longer description of the non-patient
appointment.
6. The resource, location, date and time are pulled into the respective fields
based on where you clicked on the schedule however, they can be changed. If
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the non-patient appointment involves multiple resources, select from the
"Resources" field by holding down the [Cntrl] key on your keyboard and
clicking on each resource. When the non-patient appointment is saved, it will
be scheduled for all of the resources selected.
7. 30 minutes defaults as the duration of a non-patient appointment but can be
changed as needed.
8. Click on the Save button, to book the non-patient appointment. The
appointment then appears on the schedule in the Book application just as a
patient appointment would.
Button, How to Book an Appointment Using the Force Button, How to Add a Patient to
the Wait List
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Applications
Scheduling Module
Rescheduling Appointments in Book
Overview
There are two ways to reschedule patient appointments in the in the Book
application, either directly from the schedule or by using the Find button. In
either instance, the patient needs to be in context so the existing appointments
will display when you try to book an additional appointment. Rescheduling
appointments is simple as most of the existing appointment criteria, i.e.,
appointment type, complaint and note pull into the Rescheduled Appointment
screen, and when an appointment is rescheduled, the original appointment is
automatically cancelled. Before saving a rescheduled appointment, select a
reason for rescheduling, and the rescheduled appointment will be saved in the
History application in the Scheduling Module.
See: How to Reschedule an Appointment, How to Reschedule an Appointment
Using Find
Related Topics: Advanced Overview (Scheduling Module); How to Reschedule an Appointment
in the Advanced Application (Scheduling Module)
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Scheduling Module
Rescheduling an Appointment in Book
How to Reschedule an Appointment Using the Find Button
1. Pull the patient for whom you are rescheduling an appointment into context.
This can be done by using the Search button in the Name Bar. You will know
the patient is in context when the name and CareTracker ID number displays in
the Name Bar.
3. Click on the Find button located in the top left-hand corner of the Book
application.
4. When Find is clicked, the Appointment Criteria pop-up window displays.
Select the parameters of the appointment availability for which you would like
the system to search and find. A specific provider, location, appointment type,
date, day or time can be selected.
FYI:
You can select multiple providers for which to find availability
by holding down the [Ctrl] key on your keyboard and by
clicking on each provider with whom you wish to find
appointment availability with.
5. When the necessary appointment criteria is selected click on the Go button.
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6. When the Go button is clicked the Search Results pop-up screen displays,
containing a list of the first twenty available appointments that match the
appointment criteria. To select an available appointment, click in the
Appointment/Task Class column for that particular available appointment line.
7. The Book application re-displays for the provider, location and date on
which you clicked in the Search Results screen. A red bar on the schedule will
mark the available appointment time you select from the Search Results list.
Click in the selected time slot.
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8. From the "Action" field drop-down list select 'Reschedule' rather than 'View'.
Click the Go button.
FYI:
If you click the Book Appointment button instead of the Go
button, you will be booking an additional appointment for the
patient and not rescheduling the existing appointment.
9. When Go is clicked the Reschedule Appointment screen displays. All of the
information from the original appointment pulls into the respective fields on the
Reschedule Appointment screen. You must select a reason for rescheduling
the appointment from the "Reschedule" drop down list as you cannot save a
rescheduled appointment until a reason is selected.
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Applications
10. When the Reschedule Appointment screen fields are complete, click on
the Book button. The appointment is rescheduled, and the original
appointment is cancelled from the schedule.
Using Find
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Scheduling Module
Rescheduling an Appointment in Book
How to Reschedule an Appointment
This can be done by using the Search button in the Name Bar. You will know
the patient is in context when the name and CareTracker ID number displays in
the Name Bar.
3. Move the schedule to display the date, provider, and location for the new
appointment. Select a date by either manually entering in the date in the
"Date" field, by using the Calendar button and clicking on the desired date, or
by using the "Move" field drop-down options. If you would like the schedule to
display for a specific provider and location, select from the respective dropdown lists and click Go.
4. When the needed date displays, click the time slot in which you are going to
reschedule the appointment.
5. A list of the patient's existing appointments appears when a time slot is
selected. From the "Action" field drop-down list select 'Reschedule' rather than
'View'. Click the Go button.
FYI:
If you click the Book Appointment button instead of the Go
button, you will be booking an additional appointment for the
patient and not rescheduling the existing appointment.
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Applications
6. When Go is clicked the Reschedule Appointment pop-up window displays.
All of the information from the original appointment pulls into the respective
fields on the Reschedule Appointment screen. You must select a reason for
rescheduling the appointment from the "Reschedule" drop down list as you
cannot save a rescheduled appointment until a reason is selected.
7. When the Reschedule Appointment pop-up window fields are complete,
click on the Book button. The appointment is rescheduled, and the original
appointment is cancelled from the schedule.
Using Find
29
Scheduling Module
Mini Menu
Overview
For convenience, when you left click on a patient's name in the schedule a
mini-menu displays that contains a list of options from which to choose. From
this menu you can access several applications in CareTracker that help create
a more efficient workflow. The applications that can be accessed through the
mini-menu are 'Patient Display' (Demographics application), 'Payments'
(Payments on Account application) and 'Open Items' (Open Items application).
Several other functions are also available from the mini-menu, including, 'Pull,'
'Confirm,' 'View Appointment,' 'Check In,' 'Take Back, 'Check Out,' 'Double
Book,' 'Enc Form,' 'Visit,' and 'Patient Edit.' Most of these applications and
functions appear as pop-up windows on top of the Book application, but a few,
e.g. 'Open Items' will navigate you to a new module and application.
When you move the mouse over a mini-menu option the print is bolded and
you want to be sure the print of the option you select is bolded before clicking
on it. After you left click on a patient's name the mini-menu displays on the
screen for only eight seconds. If the mini-menu disappears before you make
your selection, left click on the patient's name once again.
A similar mini-menu is available when you have a patient in context and click
on the Appts button and in the Appointments link under the My Lists section of
the Dashboard.
Scheduling Mini-Menu Options: Pull, Confirming an Appointment, Patient Display, View
Appointment, Check In, Take Back, Check Out, Open Items, Double Book, Encounter Form
(Instant), Visit, Patient Edit, Payment (Payment on Account)
30
Applications
Scheduling Module
Mini Menu
Pull
When you left-click on a patient's name on the schedule the first option
available in the mini-menu is 'Pull'. By clicking on 'Pull,' the patient is pulled
into context, and the patient's name and CareTracker ID number will display in
the Name Bar. Once the patient is in context, many transactions can take
place in the patient's account, i.e., editing the demographics, rescheduling an
appointment and viewing any open balances.
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Scheduling Module
Mini Menu
Confirm
Confirming appointments is a common pre-appointment responsibility within a
medical practice. It can help to reduce the number of no-show appointments
and can also help create a more efficient workflow. It can be completed
through TeleVox, an automated appointment reminder and confirmation
system, or by a staff member making confirmation phone calls. In either
instance, when a patient has confirmed their appointment, that confirmation
should be entered into CareTracker.
Patient appointments are confirmed one at a time and can be done in several
different places in CareTracker. In the Book application of the Scheduling
Module, via the Appts button in the Name Bar or when you click the
Appointment List link under the My Lists section of the Dashboard. In all
instances if you left click on the patient's appointment, a mini-menu will display.
Select 'Confirm' from that mini-menu. When 'Confirm' is clicked the italicized
word Confirmed appears next to the patient’s appointment on the schedule
indicating that it is a confirmed appointment.
Before you begin confirming patient appointments, display the scheduled date
of service for which you are confirming appointments in the Book application of
the Scheduling Module. When the appropriate date displays on the schedule,
you can begin confirming the patient appointments. Each patient's
appointment can be confirmed by left clicking on the patient's name on the
schedule. The second option listed in the mini-menu that displays when a
patient's name is left clicked is 'Confirm'.
FYI:
If needed reversing a patient's appointment confirmation can
be done in the View Appointment screen, which can be
accessed by selecting 'View Appt' from the mini-menu that
displays when you left click on the patient's name for whom
you are reversing the confirmation. Select 'N' from the
"Confirmed" field drop-down list and click Save to reverse the
confirmation.
How to Confirm an Appointment
opening.
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Applications
2. Move the schedule to display the date of service for which you need to
confirm. This can be done by manually entering in the date in the "Date" field,
by using the Calendar function, or by using the "Move" field drop-down list.
3. When the necessary date of service displays on the schedule left click the
name of the patient for whom you are confirming.
4. Move your cursor over the word 'Confirm' listed in the mini-menu, and click
on it.
5. The patient's appointment is now confirmed in CareTracker, and the
italicized word Confirmed will appear next to the patient's appointment on the
schedule.
Related Topic: Confirming an Appointment in the View Appointment Screen
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Scheduling Module
Mini Menu
Patient Display
Verifying patient's demographic information, i.e., address, phone number and
insurance, should be done each time a patient presents for an appointment in
order to confirm the most current billing address, contact number, and
insurance. This information is essential for claims and statements to be sent.
'Patient Display' can be selected from the mini-menu to view the patient's
demographic information. However, selecting 'Patient Display' navigates you
out of the Book application into the Demographics application in the Patient
Module. Viewing a patient's demographics without navigating away from the
Book application, is done by puling the patient into context, and clicking on the
Edit button in the Name Bar, or by selecting 'Patient Edit' from the mini-menu.
In either instance, the patient's demographic information displays in a pop-up
window on top of the Book application, and you can verify and/or edit the
patient's demographic information, save or close the pop-up window, and still
remain in the Book application.
See: Demographics Overview (Patient Module)
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Applications
Scheduling Module
Appointments
View Appointment
When 'View Appt' is selected from the mini-menu the View Appointment popup window displays showing the appointment details and the history of the
appointment. There are several transactions that can take place for a patient's
appointment from the View Appointment pop-up window such as adding a
complaint or note, editing the appointment's location or place of service, linking
the appointment to a recall, and changing the duration of the appointment.
Though not typically used for this purpose, the screen can be used for
checking in, taking back, and checking out the patient. You can also confirm
the patient's appointment from this screen by selecting 'Y' from the "Confirmed"
field or by clicking the Confirm button.
Most frequently, the View Appointment pop-up window is used to cancel
patient appointments. The Cancel Appointment screen is accessed by clicking
the Cancel Appointment button. When a patient appointment is cancelled in
CareTracker, a reason for the cancellation must be selected.
FYI:
A password may be required to cancel same-day
appointments or appointments prior to the current day.
FYI:
If the patient's cancelled appointment was attached to a
recall, the recall will become active once the appointment is
cancelled.
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How to Cancel an Appointment from View Appointment
1. Click the Scheduling Module icon and the Book application opens by default.
2. Move the schedule to display the date of service for which you are canceling
the appointment.
3. Left click the patient's name on the schedule.
4. Select 'View Appt' from the mini-menu.
5. When 'View Appt' is clicked, View Appointment pop-up window displays.
Click the Cancel Appointment button.
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Applications
6. The Cancel Appointment screen appears which shows the operator's name
in the "Operator" field, the appointment date, time, location, and the provider
the appointment with whom the appointment is scheduled. A note regarding
the cancelled appointment can be entered in the "Notes" field. From the
"Cancel Reason" field drop-down list, you must select the reason for canceling
the appointment.
FYI:
A note saved in a cancelled appointment will always be
linked to that cancellation and appears in the History
application.
7. When a "Cancel Reason" is selected, click the Cancel Appointment
button. The patient's appointment is cancelled and removed from the
schedule.
FYI:
A password may be required when canceling same day
Related Topic: How to Cancel an Appointment from the Upcoming Appointments Pop-Up (Name
Bar), How to Cancel an Appointment in the History Application (Scheduling Module); How to Cancel
an Appointment in the Advanced Application (Scheduling Module); How to Cancel an Appointment
from Missing Encounters (Messages Module)
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Scheduling Module
Mini Menu
Check In
When a patient presents for their appointment, the patient should be checkedin indicating to the back office that the patient has arrived. A patient can be
checked-in electronically in CareTracker in several different places; in the
Book application of the Scheduling Module; when you pull the patient into
context and click on the Appts button in the Name Bar; or, when you click the
Appointment List link under the My Lists section of the Dashboard. When you
left click on the patient's appointment and select 'Check In' from the mini-menu
that displays. When 'Check In' is used, CareTracker verifies the completion of
the patient's billing information, i.e., subscriber number, date of birth, complete
address, etc. A Patient Alert pop-up displays if the patient's Demographic is
missing necessary billing information and indicates what information is needed
in order to complete their Demographic to produce a clean claim. If a note is
saved in the "Notes" field of the patient's demographic and is set to flash, the
Patient Alert pop-up displays when the patient 'Checks In'. Patient Alert pop
ups contain important and useful information to which you need to pay
attention.
FYI:
If a patient's demographic information needs to be added or
edited, pull the patient into context and click the Edit button in
the Name Bar. From the Demographics pop-up window you
can add or edit the appropriate information, and be sure to
click Save before closing the pop-up.
When you 'Check In' a patient, their appointment slot in the Book application
turns light green and their appointment line in either the Appointments pop-up
window or the Appointments List turns light green as well. This is a visual
indication the patient is present for the appointment scheduled. In addition, the
time of the 'Check In' is stamped and saved in CareTracker.
38
Applications
FYI:
For patient alerts to display when a patient is pulled into
context, 'Y' must be selected in the "Show Alerts" field on the
Operator Encounter Batch Control pop-up window you
complete when you create a batch.
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Scheduling Module
Appts (Appointments)
Take Back
'Take Back' on the mini-menu should be selected when a patient has been
taken to an examination room to be seen by a provider. 'Take Back' can be
selected from the mini-menu that displays when you left click on the patient's
appointment in the Book application of the Scheduling Module, when you pull
the patient into context, click on the Appts button in the Name Bar and left
click on the patient's appointment, or when you click the Appointment List link
under the My Lists section of the Dashboard and left click on a patient's
appointment.
If rooms are set up in CareTracker the Room window is displayed for you to
select a room to take the patient in to.
The 'Take Back' appointment slot will turn blue in the Book application and the
appointment line in either the Appointments pop-up window or the Appointment
List immediately after any of the screens are refreshed. This is a visual
indication that this patient is in an examination room waiting to be seen. The
'Take Back' time is saved in CareTracker.
How To Assign a Patient in to a Room:
1. Click Take Back in the mini menu. The Select Room dialog box displays.
40
Applications
2. Click the room you want to take the patient in to and click OK.
The room and the time the patient was taken are displayed in the Appointment
Detail dialog box that is accessible by clicking View Appt in the mini menu.
(Instant), Visit, Patient Edit, Payment (Payment on Account), How to Set up Rooms
Related Topics: Room Maintenance (Administration Module)
41
Scheduling Module
Mini Menu
Check Out
When a provider has completed their office with a patient and the patient is
leaving the office, the 'Check Out' feature should be used. A patient can be
'Checked Out' from the mini-menu that displays when you left click on the
patient's appointment in the Book application of the Scheduling Module, when
you pull the patient into context, click on the Appts button in the Name Bar and
left click on the patient's appointment, or when you click the Appointment List
link under the My Lists section of the Dashboard and left click on a patient's
appointment. A 'Check Out' appointment slot will turn red in the Book
application and the appointment line in either the Appointments pop-up window
or the Appointment List immediately after any of the screens are refreshed.
‘Check Out’ time is saved in CareTracker.
FYI:
When you enter the Visit (procedure and diagnosis codes) for
the patient into CareTracker, the patient is automatically
checked out once the visit is saved. This will change the
appointment to red in the Book application.
A Check-Out Review pop-up window displays when you ‘Check Out’ the
patient. This screen gives you a summary of the patient's appointment
including any procedure or diagnosis codes entered, billing notes, patient
recalls, medications prescribed, and the provider's clinical notes.
FYI:
The Check-Out Review screen can be deactivated for your
group. Send a To Do to the Support department to have the
Check Out Review feature turned off.
42
Applications
43
Scheduling Module
Mini Menu
Open Items
Outstanding patient and insurance balances are listed in the Open Items
application. 'Open Items' can be selected from the mini-menu that displays
when you left click on the patient's appointment in the Book application of the
Scheduling Module, when you pull the patient into context, click on the Appts
button in the Name Bar and left click on the patient's appointment, or when you
click the Appointment List link under the My Lists section of the Dashboard and
left click on a patient's appointment. When 'Open Items' is selected from either
mini-menu you are navigated to the Open Items application in the Financial
Module. Open Items can be viewed in a pop-up window by pulling the patient
into context and clicking the OI button in the Name Bar.
FYI:
Open Items can also be accessed via the Pmt Open Items
application of the Transactions Module.
See: Open Items Overview (Financial Modules), Open Items Fields and Features
(Financial Module)
44
Applications
Scheduling Module
Mini Menu
Double Book
Double booking appointments in one time slot can be done in the Book
application in the Scheduling Module. The patient you are double booking in
the time slot needs to be in context, and when in context, left click on the
appointment for the patient that is presently booked in the time slot you need to
double book the appointment. From the mini-menu that displays, click on
'Double Book' and the Book Appointment screen appears. Complete the Book
Appointment screen fields and click on the Save button. The double booked
appointments will display on the schedule side by side in the time slot outlined
in turquoise blue.
FYI:
A password may be required for double booking
appointments and if you are restricted from doing so.
45
Scheduling Module
Mini Menu
Wait List
An appointment wait list of patients who would like an appointment with a
provider sooner then their currently scheduled appointment can be created and
generated from CareTracker. A patient must have a currently scheduled
appointment in CareTracker in order to be added to the Wait List. By leftclicking on a patient's appointment in the Book application an selecting 'Add to
Wait List' from the mini-menu, you can add a patient to the Wait List.
Appointment criteria for the appointment type the patient needs to be placed on
the Wait List for needs to be completed in order to add the patient to the Wait
List. This appointment criteria includes the appointment type, the provider they
would like to see, the location where they would like to be seen, the date to
which they would like a sooner appointment (their currently scheduled
appointment date), the days of the week on which they would like to be seen
and the times during which they would like to be seen. If the patient's prefers,
'Any' can be selected as an available appointment type, provider, and location
meaning the system will find any available appointment with any doctor at any
location. CareTracker will only flag available appointments that match the
appointment criteria for the patient.
The Wait List link under the My Lists section of the Dashboard is going to
identify any patient on the Wait List and the available appointment that may be
a possible match to the patient's appointment criteria. From the Wait List
screen, you can reschedule a patient's currently scheduled appointment to a
sooner available appointment or you can remove them from the Wait List once
their currently scheduled appointment date has passed.
FYI:
A patient can also be placed on the Wait List from the Book
Appointment screen.
46
Applications
How to Add a Patient to the Wait List
1. Left-click on the patient's scheduled appointment in the Book application and
select 'Add to Wait List' from the mini-menu.
2. When 'Add to Wait List' is selected the Appointment Wait List pop-up
window displays in which you must set appointment criteria.
3. Select the appointment type the patient needs to be added to the Wait List
for from the "Appointment Type" field drop-down list.
4. From the "Provider" field drop-down list select the doctor the patient would
like to see or if they are not particular about a doctor select 'Any Provider'.
47
5. From the "Location" field drop-down list select the location where the patient
would like to be seen or if they are not particular about a location select 'Any
Location'.
6. The date in the "Date To" field defaults to the date of their currently
scheduled appointment for which they are interested in being added to the
Wait List. Typically, this date would not need to be changed however, it can be
changed by either manually entering a date in MM/DD/YYYY format or by
clicking on the Calendar function and selecting a date.
7. Any day of the week is selected as a possible day the patient would like to
be seen. To remove a day from the selected appointment criteria click in the
check box to the left of the day and the check mark will be removed.
8. Any time of day is selected as a possible time during which the patient
would like to be seen. To narrow the time during which a patient would like to
be seen change the "Time From" and "Time To" fields accordingly. Be sure to
pay attention to A.M. and P.M.
9. Click on the Save button.
10. When the Save button is clicked the Appointment Wait List pop-up window
closes and the patient will be added to the Wait List. The Wait List is managed
from the Wait List link under the My Lists section of the Dashboard.
Related Topics: Wait List Overview (Messages Module); Wait List Features (Messages Module);
How to Reschedule an Appointment From the Wait List (Messages Module); How to Add a Patient to
the Wait List When Scheduling an Appointment (Scheduling Module)
48
Applications
Scheduling Module
Mini Menu
Instant Encounter Form
Some providers use paper encounter forms to check off CPT and ICD-9 codes
relative to a patient's appointment. Paper encounter forms are printed from
CareTracker based on appointments scheduled in the Book application, and
can be printed either individually or in a batch. Printing individual encounter
forms is necessary when the patient's appointment was not scheduled when
the batch of encounter forms for the day were printed. This may occur if the
patient's appointment was squeezed in, if they are a walk-in or in an
emergency situation. Individual (instant) encounter forms can be generated
and printed in several places in CareTracker. In the Book application of the
Scheduling Module, from the Appts button in the Name Bar or when you click
on the Appointment List link under the My Lists section of the Dashboard.
Select 'Enc Form' in the mini-menu that displays when you left click on a
patient's appointment. Procedures and diagnosis codes selected on the paper
encounter form will need to be electronically entered into CareTracker via the
Visit pop-up window or the Charge application of the Transactions Module.
FYI:
To print encounter forms by batch for all of the patients that
are scheduled for a particular date of service, go to the
Encounter Forms link under the Scheduling Reports heading
in the Reports application of the Reports Module.
The heading on an encounter form contains the patient's pertinent
demographic data - name, chart number, CareTracker ID number, address,
phone number, secondary insurance (if applicable), the payer's name, the
subscriber number and the co-payment amount. The information that is shown
on the encounter form includes the appointment type, the location, and the
provider with whom the appointment is scheduled. If the appointment is linked
to a referral and/or authorization, that data will also print on the encounter form
heading.
There are particular encounter form options that can be set up at the group
level for each group within your company including, balance information,
complaints, appointments, and diagnoses. You can choose whether or not to
have patient outstanding balances print in the lower, right-hand corner of the
encounter form. When you elect to print balance information, you can then
determine whether to only print the patient's balance or to print the total
49
outstanding balances for all family members linked to the patient. Patient
complaints can be entered in the "Complaint" field of the Book Appointment
pop-up window when an appointment is being scheduled. For each group you
can determine whether or not a complaint linked to an appointment prints in the
top, left-hand corner of the encounter form. If you have multiple groups within
your practice, you can also determine whether or not previous diagnoses and
upcoming appointments for the patient prints on the encounter form for only the
current group from which the form is being printed or for all groups within your
Parent Company.
FYI:
For multi-location, single group practices, encounter forms
can be printed to display each location's address instead of
the group address. If your encounter forms require location
addresses, please send a To Do to the Support Department.
How to Print an Instant Encounter Form
opening.
2. Left click on the name of the patient in the schedule for whom an encounter
form is needed.
3. From the mini-menu, click on 'Enc Form'.
50
Applications
4. The patient's encounter form displays in a pop-up window. Right click on
the encounter form.
5. When the grey pop-up menu appears, select 'Print' to print the encounter
form.
Related Topics: How to Print an Instant Encounter Form (Name Bar), Batch Encounter Forms
Overview (Reports Module); How to Print Batch Encounter Forms (Reports Module)
51
Scheduling Module
Mini Menu
Visit
In order to generate claims, charges must be captured for the patient's
appointment. The Visit application in CareTracker allows you to do this, and
refers to the CPT and ICD-9 codes that are entered relative to the patient's
appointment. There are two advantages of capturing visits in a virtual format,
the encounter becomes paperless, and the capability to search both CPT and
ICD-9 databases. Visits can be entered into CareTracker via several
applications. The Visit pop-up window can be accessed by left clicking on a
patient's appointment in the Book application; by pulling the patient into
context, clicking the Appts button in the Name Bar and left clicking on the
patient's appointment; by clicking on the Appointment List link under the My
Lists section of the Dashboard and left clicking on patient's appointment; or, by
clicking on the V button for a patient listed in the Workflow application of the
Clinical Module.
You have access to several applications along the top of the Visit pop-up
window in CareTracker. However, in order to save a visit, you need only enter
the procedure (s) and diagnosis (es) codes which is done by clicking on the
Proc and Diag links. The CPT and ICD-9 screen mirrors the codes on your
encounter form. There is a check box to the left of each code, and when
clicked, a check mark appears indicating the code selected.
52
Applications
There is a search field and a Search button available on the screen to be used
to search the CPT and ICD-9 databases stored in CareTracker. For either
database, you can search by entering a partial or complete code, or by
entering a keyword. Search results display in a pop-up window from which the
code is selected.
FYI:
The codes chosen from the Search option are then made
available in the patient's Visit window, and there is no limit to
the number of codes selected.
When all procedures and diagnosis codes have been selected, click on the
Save link, and a summary of the visit displays. Verify that the information
entered is correct, and then click on either Save button. When the visit is
saved, the patient is automatically checked out on the schedule, and a check
mark appears next to the patient's name confirming that the visit has been
captured.
FYI:
The patient's appointment time slot turns red once the visit is
saved the same way it does when you use the 'Check Out'
option from the mini-menu.
Until a visit becomes a charge, CPT and ICD-9 codes can be edited. Display
the Visit pop-up window for the appointment that needs modification by left
clicking on the appointment and selecting ‘Visit’ from the min-menu. You are
now able to add or delete procedure and diagnosis codes, modifiers, and units.
To delete a code, click on the check mark in the box to the left of the selected
code. The check mark disappears confirming that the code has been deleted.
When the visit has been edited, click on the Save link, and when the visit
summary displays, verify the corrected information and click on the Save
button.
FYI:
It is very important to note that a visit can be edited only prior
to becoming a charge. If you wish to deleted the entire saved
visit, click on the Delete Enc button that appears when the
Save link is clicked.
53
The remaining links in the Visit pop-up window link to applications in the
Clinical and Medical Records Modules used by providers. These links are
used to generate form letters, save encounter notes or observations, order
tests, write prescriptions, set appointment recalls, and for viewing active
medications.
See: Proc, Diags, Letr, Notes, Observations, Orders, Recalls, CodeCorrect, Save
Visit Screen Links
Procedures (Proc)
The Proc screen link in the Visit pop-up window contains an identical list of
procedure codes that appear on paper encounter forms used by some
practices. Click on the box to the left of the procedures that were done relative
to the patient's appointment. If a needed procedure does not appear on the
list, search the CareTracker CPT database to find the necessary code. You
can search by entering a partial or complete code, by entering a partial or
complete explosion code name, or by entering a keyword in the "Search" field
and by clicking on the Search button.
54
Applications
The procedures that match what is entered in the "Search" field display in the
Procedure Search pop-up window. Click on the correct procedure code and
the code appears on the Proc link screen beneath the "Search" field checked
off indicating it is a selected procedure code.
FYI:
If you search the database by keyword, be sure to change the
"Search Type" field in the Procedure Search pop-up window
to 'Keyword' before clicking on the Search button.
Visit Screen Links
Diagnosis (Diags)
55
This list is identical to the diagnoses listed on the practice's paper encounter
form. Click in the small white check box next to the diagnosis (es) that are
applicable. CareTracker offers a search option in order to select an ICD-9
code that is not on the encounter form. Searching the ICD-9 database is done
by either entering a partial or complete code, or by entering a keyword in the
"Search" field and then clicking on the Search button.
56
Applications
The diagnoses that match what is entered in the "Search" field display in the
Diagnosis Search pop-up window. Click on the correct ICD-9 code and the
code appears on the Diag link screen beneath the "Search" field checked off
indicating it is a selected ICD-9 code. That diagnosis code is now available for
future selection on the Diag link screen for that particular patient.
FYI:
If you search the database by keyword, be sure to change the
"Search Type" field in the Diagnosis Search pop-up window to
'Keyword' before clicking on the Search button.
Visit Screen Links
Letters (Letr)
Clicking the Letr link in the Visit pop-up window, gives you access to the Form
Letters application. All form letters that were chosen by your practice and are
set up in CareTracker are listed in the Letr link screen. To select a form letter,
click in the white check box next to the letter needed. After selecting a form
letter and completing any other Visit information, click on the Save link. When
Save is clicked the selected form letter will be saved in the Unprinted
Correspondence application. From this application you can print out any letter
attached to a patient's Visit. Unprinted correspondence can be printed for the
patient by clicking the UPCr button in the Name Bar. Patient form letters can
also be generated by clicking the Ltrs button in the Name Bar.
FYI:
There are many global form letters in CareTracker's database
that can be added into a practice.
Related Topics: Form Letters Overview (Reports Module); Unprinted Correspondence Overview
(Reports Module)
Visit Screen Links
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Notes
Notes is an application in the Medical Records Module that can be accessed
from the Workflow application in the Clinical Module, and by clicking the Notes
link in the Visit pop-up. An encounter note can be free typed into the "Notes"
field or saved as an attachment to the patient's medical record. In
CareTracker, you can attach a Word document to the patient's record, and this
attachment can be a dictated note saved on a PC, or a Word template used to
document patient visits. In addition, if you use a voice-activated dictation
system to dictate encounter notes the dictation can also be attached to the
patient's record. Attachments are added to a patient's record in the Notes link
by clicking on the Add button. Regardless of which of these methods are used
for encounter notes, the notes will appear under the Encounter section of the
Sum application in the Medical Records Module.
Visit Screen Links
Observations
An application in the Medical Records Module that can be accessed by clicking
on the Observations link in the Visit pop-up window is Observations.
Observations are entered the same way as in the Medical Records Module.
Select an observation, click on Go, and then enter the numeric results for that
observation. Observation results can be displayed in a flowsheet to show a
patient's specific clinical condition over a period of time.
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Applications
Visit Screen Links
Orders
A provider can order specific tests for a patient by clicking in the small white
box next to the desired test. When orders are saved, they become open
orders. Open orders are tests that are ordered, but for which the provider has
not yet received results. Open orders can be viewed and the results can be
entered by clicking on the Open Orders link under the Clinical section of the
Dashboard. In addition, you can view and enter test results for the patient in
context by clicking on the Open Orders application in the Clinical Module.
Tests can also be ordered by pulling a patient into context and clicking on the
Test Orders application in the Clinical Module.
Visit Screen Links
Recalls
Recalls is an application in the Scheduling Module that can be accessed by
clicking on the Recalls link in the Visit pop-up window. Recalls are reminders
to patients that an appointment needs to be booked. Rather than scheduling a
future appointment, a recall (reminder) date is set for the appointment. All
recalls are tracked in CareTracker, enabling you to generate recall letters at
the appropriate time intervals.
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Related Topics: Recalls Overview (Scheduling Module); How to Enter an Appointment Recall
(Scheduling Module)
Visit Screen Links
CodeCorrect
CodeCorrect is CareTracker's partner for on-line code verification.
CodeCorrect automatically verifies and scrubs all procedures, diagnoses and
modifiers entered for a patient, to ensure that claims are processed and paid
quickly. Using the CodeCorrect link in the Visit pop-up window will scrub only
the codes entered for that particular patient's visit. However, all patient visits
can be scrubbed at one time by clicking the CodeCorrect link under the Front
Office section of the Dashboard in the Messages Module.
Related Topics: CodeCorrect Overview (Messages Module); How to Use CodeCorrect (Messages
Module)
Visit Screen Links
Save
Once the visit information for the patient is entered in the Visit pop-up window,
click the Save link. A summary of the visit information will display showing all
of the procedure codes, modifiers, units and diagnosis codes entered for the
patient. Procedures performed during this visit can be linked to revenue codes
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your practice has built by selecting the required revenue code from the
"Revenue Code" field drop-down list. Verify the accuracy of the information
including the indicated referring provider, insurance, billing, and servicing
provider before clicking on either Save button.
There is a Delete Enc button that can be used to erase all of the visit
information that was previously entered for the patient. This button is grayed
out when you are saving a visit for a patient the first time.
FYI:
You can access an additional screen for billing purposes i.e.,
disability dates, authorizations, admission dates and more, by
clicking on the Additional Claim Information button.
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Scheduling Module
Mini Menu
Patient Edit Pop-up
When a patient checks in for an appointment, verify the accuracy of the
demographic information saved in CareTracker. It is most important to check
the address, phone number and insurance, which is done by selecting 'Patient
Edit' from the mini-menu, and the Demographics pop-up window displays.
Verify the information saved, and if necessary, edit the information for
correctness. If edits are made, be sure to click the Save button at the bottom
of the pop-up window.
FYI:
Selecting 'Patient Edit' from the mini-menu displays the same
Demographics pop-up window as when you click the Edit
button in the Name Bar.
Related Topics: Demographics Overview (Patient Module); Edit (Name Bar Module)
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Applications
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Scheduling Module
Mini Menu
Payments on Account
Patient co-payments should be entered and saved in Payments on Account.
This is an application in the Transactions Module that can be accessed as a
pop-up window by selecting 'Payment' from the mini-menu that displays when
you left click on the patient's appointment in the Book application of the
Scheduling Module, when you pull the patient into context, click on the Appts
button in the Name Bar and left click on the patient's appointment, or when you
click the Appointment List link under the My Lists section of the Dashboard and
left click on a patient's appointment. In the Payments pop-up window enter
the co-payment amount, the type of payment and link it to an appointment to
save. The Payments pop-up window also displays the co-payment entered in
the patient's demographics to ensure that the right amount is collected from the
patient. If no co-payment is entered in patient's demographics the co-pay box
is left blank. A receipt can be printed for the patient and automatically displays
in a pop-up window when a payment is saved. The fields and functionality of
the Payments pop-up window mimics those of the Payments on Account
application of the Transactions Module.
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See: Payments on Account Overview (Transactions Module)
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Scheduling Module
Month
Overview
The Month application displays at a glance, the number of appointments
scheduled for each day of a particular month and resource. This is a useful
application in which to quickly view the number of scheduled appointments.
You can choose the month, resource and location for which to view the Month
calendar, or you can chose to view the month's scheduled appointments as a
bar chart.
When you select a month, year, provider, location and format a calendar or bar
chart displays showing the total number of appointments scheduled on each
day of the month. On the calendar, gray days represent days on which the
provider has no availability at the location selected. Unavailable days on the
bar chart are indicated with dashes rather than the name of the resource. In
the 'Calendar' format, you can drill down into any day of the month by clicking
on the date link for that day, and the schedule for the resource location set in
the Month filters will display in the Book application.
FYI:
You cannot access the schedule from the 'Bar
Chart' format.
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Scheduling Module
Calendar
Overview
The Calendar application allows you to view appointments in the format of a
small date book calendar. The date book is more concise than the schedule in
the Book application, but contains fewer appointment details. For each
scheduled appointment, the Calendar shows the appointment time, the
patient's name, their CareTracker ID number, the appointment type, duration,
and any saved patient complaint. Calendars can be generated for multiple
providers for either '1 Day' or '1 Week'.
To generate a Calendar, filters need to be entered. In the “Date” field you can
either enter a date manually in MM/DD/YYYY format, or you can use the
Calendar function to select a date. Select either '1 Day' or '1 Week' from the
“Display” field. Unless you click in the '1 Line' field the appointment information
will display in multiple lines. Select the providers for whom you wish to view in
Calendar from the "Providers" field list. The provider or providers to view the
Calendar for should be selected from the "Provider” field list. Multiple
providers can be selected by holding down the [Cntrl] key on your keyboard as
you click on each provider. From the "Location" field, select the location of the
provider for whom you wish to view in Calendar.
The Calendar displays when either the Screen View or Print View button are
clicked, but Print View is recommended if you are going to print the calendar.
Once the Calendar appears right click on it and select 'Print' from the grey
pop-up menu to print. Screen View displays a larger calendar on the screen,
but this option is recommended for viewing only, not printing.
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Scheduling Module
Family
Overview
When multiple family members see the same provider, a common request is to
have appointments scheduled on the same day. A list of all upcoming
appointments for family members, as well as for the patient in context, can be
viewed by clicking on the Family application in the Scheduling Module. The list
also includes the day and date of the upcoming appointments, the family
member's name, DOB, and appointment status. The Book application for the
day and date on which a family member's appointment is scheduled can be
accessed by clicking on the appointment line, and then an appointment can be
scheduled for the patient in context.
Related Topic: Family (Patient Module); How to Link/Add a Family Member (Patient Module);
How to Book an Appointment in the Book Application (Scheduling Module)
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Applications
Scheduling Module
Recalls
Overview
Recalls are reminders to patients that an appointment needs to be booked.
Rather than scheduling a future appointment, a recall (reminder) date is set for
the appointment. All recalls are tracked in CareTracker enabling you to
generate recall letters at the appropriate time intervals. For example, rather
than booking an annual physical, a recall is saved, and in eleven months a
patient letter is generated and mailed. The patient then calls to schedule the
annual examination.
When appointments are scheduled in CareTracker, they can be manually
linked to recalls from the "Recall" field in the Book Appointment screen. In the
case where a recall already exists, and a patient schedules an appointment for
the same type as the existing recall, this recall will also be linked to the
appointment. Once a recall is linked to an appointment, it becomes inactive
rather than open, but should the patient cancel the appointment, the recall
becomes open once again.
With the patient in context, several transactions can take place in the Recalls
application including, viewing any active an inactive recalls, deactivating an
open recall, or adding a recall to the patient's record. When Recall is opened,
pending active recalls display, however you can view any open, inactive, and
deactivated recalls by clicking on the Show All button. When Show All is
selected you can reactive an inactive recall by clicking on the Activate button
next to the recall, and conversely, a recall is made inactive by clicking on the
Deactivate button next to a pending recall. A new recall can be added to the
patient's record by clicking on the Add button and entering the recall
appointment criteria, i.e., time frame, type of appointment, location, and
provider.
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FYI:
Only the appointment types that are set to active will display
in the "Appointment Type" list. You can activate or deactivate
an appointment type by clicking the Appointment Type link
under the Scheduling section of the Admin module.
Appointment recall letters are generated and printed from CareTracker in two
different ways. One is by using the Recalls/Letters Due link under the Clinical
section of the Dashboard in the Messages Module, and the other is from the
Batch Letters under the Messages section of the Administration Module.
FYI:
Patient recalls can also be entered in the Visit pop-up window
by clicking on the Recalls link.
See: How to Enter an Appointment Recall
Related Topic: Visit Screen Links- Recalls (Scheduling Module); Recalls/Letters Due (Messages
Module), How to Generate and Print Appointment Recall Letters (Messages Module); Batch Letters
Overview (Administration Module); How to Print Batch Letters (Administration Module)
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Applications
Scheduling Module
Recalls
How to Enter an Appointment Recall
1. Pull the patient into context.
2. Click on the Scheduling Module icon.
3. Click on the Recall application.
4. Click on the Add button in the top right-hand corner.
5. The Add Recall fields appear in the lower frame of the Recall screen.
Select the time frame for the recall from the "Time Frame" field drop-down list.
When just 'Days', 'Weeks,' 'Months' or 'Years' is selected, you will then need to
also enter a numeric value to correspond to the selected time unit.
6. Select from the respect fields, the provider, type, and location of the
appointment. If the recall appointment needs to be linked to a case, select the
appropriate case from the "Case" field. You can type a note in regards in the
recall in the "Recall Notes" field.
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FYI:
Only the appointment types that are set to active will display
in the "Appointment Type" list. You can activate or deactivate
an appointment type by clicking the Appointment Type link
under the Scheduling section of the Admin module.
7. When you finish setting the appointment recall criteria, click the Save
button.
FYI:
Patient recalls can also be entered in the Visit pop-up window
by clicking on the Recalls link.
Related Topic: Visit Screen Links- Recalls (Scheduling Module); Recalls/Letters Due Overview
(Messages Module), How to Generate and Print Appointment Recall Letters (Messages Module);
Batch Letters Overview (Administration Module); How to Print Batch Letters (Administration Module)
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Applications
Messages Module
Recalls/Letters Due
How to Generate and Print Appointment Recall Letters
1. Click on the Recalls/Letters Due link under the Clinical section of the
Dashboard in the Messages Module.
2. When the Recalls/Letters Due link is clicked, the recalls due report displays
broken down by recall type and aged by days, 60-30 and 30-1. In addition,
overdue recalls show broken down by recall type and aged by days, 0-30, 3160, 61-90, 91-120, and over 120. Click on the number in the Total line for the
recalls due for which letters need to be generated.
FYI:
If needed, appointment recall letters can be generated only for
a specific recall type, i.e., Follow Up Consult, by clicking on
the number of due recalls for that recall type in the
corresponding days due column.
3. When a number is clicked on the Recalls Due report a new screen displays
with filters for the recalls. Typically, these default filters do not need to be
changed. The corresponding recalls will be displayed in the bottom frame. (If
you change any of the filters, you must click on the Go button next to the "End"
field.)
FYI:
'Create Appointment Recall Batch' displays in the action field
in the top left-hand corner of the screen however, 'Create
Appointment Reminder Batch' or 'Missed/Cancelled
Appointment Batch' can be selected if you were generating
either of those letter types from the Recalls/Letters Due link.
When either of those options are selected, click on the Go
button next to the "Create" field, and different filters come into
view. They also have default options set in CareTracker that
typically do not need to be changed. Generating appointment
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reminders or missed/cancelled appointment letters follows the
same steps as when generating appointment recalls.
4. When Go is clicked, a list of patients who match the recall filters displays
showing each patient's name, recall date, provider, appointment type, contact
date, and recall notes. Each recall defaults with a check mark in the Add
column to the left of the patient's name indicating the patient will be added to
the recall letter batch. To deselect a patient click on the check mark next to that
patient's name in the Add column. This removes the check mark. In addition
there is a Deselect All button that can be clicked to de-select every patient
listed.
5. From the "Style Sheet" field drop-down list, select the style of the
appointment recall letters you need to generate, 'Appointment Recall Letter' or
'Appointment Recall Letter 2' or your two customized recall letters.
'Appointment Recall Letter 2' or one of the two customized letters should only
be selected if you have already generated and printed recalls for the patients,
and they still have not made an appointment.
FYI:
If you are generating appointment reminder letters or notices
of missed/cancelled appointment letters, a style of letter does
not need to be selected.
FYI:
'Yes' would only be selected from the "CareTracker Staff
Responsible" field if you have contracted with CareTracker for
this service.
6. Click on the Add to Batch button. An appointment recall batch has now
been generated.
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FYI:
Printing batch letters can only be done after the letters have
been generated in CareTracker.
7. From the action field in the top left hand corner select 'Show Existing
Batches.'
8. Click on the Go button next to the action field that shows 'Show Existing
Batches.'
9. When Go is clicked, several new filters display all of which have default
options selected that typically do not need to be changed, but can be changed
as needed. Click on Go next to the "End" field.
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10. A list of existing letter batches that match the filters displays when Go is
clicked showing the group name, customer number, count (number of
individual letters included in the batch), the date the batch was created, the
batch letters number, the type of letters in the batch, the status, if the
CareTracker staff is responsible for generating the letters, the style sheet, and
the operator who generated the letter batch. Select a batch or batches of
letters to print by clicking in the small white check box at the beginning of the
batch letter line you need to print.
FYI:
Multiple batches can only be selected at the same time if they
are the same type of batch letters. For example, a batch of
appointment recall letters and a batch of missed/cancelled
appointment letters cannot be selected at the same time to
print.
11. When the batch or batches of letters that need to be printed are selected,
click on the Print Letters button if appointment recall letters need to be printed
or click on the Print Labels button if envelope labels for recall letters need to
be printed. Labels would be necessary if your practice had an existing
appointment recall letter or poster card that you would like to use.
12. When the Print Letters or Print Labels button is clicked either the recall
letters or the labels display in the lower frame of the screen. Right click on top
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Applications
of the first letter and select 'Print' from the grey pop-up menu and the letters (or
labels) will print.
13. When the letters or labels have finished printing, select 'Printed' from the
"Status" field drop-down list and click on the Save button.
Related Topics: Recalls Overview (Scheduling Application), How to Enter an Appointment Recall
(Scheduling Module); Batch Letters Overview (Administration Module); How to Print Batch Letters
(Administration Module); Generating Recall/Reminder Letters from Batch Letters (Administration
Module)
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Scheduling Module
History
Overview
CareTracker maintains a detailed history of all appointments, including those
that are canceled or rescheduled, in the History application, which has four
different sections: Pending Appointments, Previous Appointments, Cancelled
Appointments, and Rescheduled Appointments. The View Appointment screen
can be accessed for any appointment in the History applications by clicking on
the appointment line, and the View Appointment screen shows details of each
appointment including the date, time, appointment type, duration, provider, and
any notes or complaints that were saved relative to the appointment.
FYI:
Pending appointments display in oldest to newest order
to keep pending appointments in chronological order.
Upcoming appointments are to be cancelled from the History application.
When you click on a pending appointment, the View Appointment screen
displays, and it is from this screen that you cancel the patient's appointment.
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FYI:
A password may be required when canceling same day
FYI:
If the patient's cancelled appointment was attached to a
recall, the recall will become active again once the
appointment is cancelled.
See: How to Cancel an Appointment
Related Topics: How to Cancel an Appointment from the Upcoming Appointments Pop-Up
(Name Bar), How to Cancel an Appointment from View Appointment Screen (Scheduling
Module); How to Cancel an Appointment in the Advanced Application (Scheduling Module); How
to Cancel an Appointment from Missing Encounters (Messages Module)
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Scheduling Module
History
How to Cancel an Appointment in the History Application
1. Pull the patient for whom you are canceling an appointment into context.
This is done by using the Search button in the Name Bar. You will know the
Name Bar.
2. Click on the Scheduling Module and open the History application.
3. Under the Pending Appointments heading, click on the appointment that you
need to cancel.
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4. When an appointment is clicked, the View Appointment screen appears.
Click on the Cancel Appointment button.
5. When the Cancel Appointment button is clicked, the Cancel Appointment
screen displays. This screen shows the operator's name in the "Operator"
field, the appointment date, time, location, and the provider the appointment
with whom the appointment is scheduled. A note regarding the canceled
appointment can be entered in the "Notes" field. From the "Cancel Reason"
field drop-down list, you must select the reason for canceling the appointment.
FYI:
application.
schedule.
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FYI:
Related Topics: How to Cancel an Appointment from the Upcoming Appointments Pop-Up (Name
Bar), How to Cancel an Appointment from View Appointment Screen (Scheduling Module); How to
Cancel an Appointment in the Advanced Application (Scheduling Module); How to Cancel an
Appointment from Missing Encounters (Messages Module)
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Applications
Scheduling Module
Advanced
Overview
The Advanced application in the Scheduling Module enables you to book
appointments in accordance with predetermined parameters established by the
practice. The Advanced method of booking appointments prevents
overbooking and scheduling conflicts, and helps to maintain consistency in
terms of the days and times when serviced and procedures are provided. In
addition, the existing appointments, pending recalls, and active referrals for the
patient in context appear in the Advanced screen.
The use of the Advanced application is recommended if your practice books
multi-resource appointments. A multi-resource appointment is an appointment
that requires two or more resources at the same time. For example, if a
patient is to be seen by a provider, but also needs an ultrasound at the same
visit, the Advanced application allows you to book one appointment for both
resources.
You can also reschedule and cancel existing patient appointments in the
Advanced application. When you reschedule an appointment in the Advanced
application, you can search future appointment availability and be assured that
you are rescheduling the appointment with the same criteria as the original
appointment. If necessary, additional appointment search parameters can be
added or removed from the Advanced fields. Canceling an appointment from
the Advanced application functions the same way as when canceling an
appointment from the Book. Before you are allowed to cancel an existing
appointment, you are required to select a reason for the cancellation. Any
scheduled, rescheduled or cancelled appointment made in the Advanced
application is saved in the patient's record and can be viewed in the History
application of the Scheduling Module.
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See: How to Book an Appointment, How to Reschedule an Appointment and How to
Cancel an Appointment
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Applications
Scheduling Module
Advanced
How to Book an Appointment
Name Bar.
2. Click on the Advanced application in the Scheduling Module.
3. You can set appointment search parameters based on any filters in the
Advanced screen. The filters necessary for you to complete are based on the
appointment availability you are searching. You can select a specific provider,
location, appointment type, day of the week, date and/or time as search
parameters.
FYI:
To search appointment availability for multiple providers, hold
down the [Cntrl] key on the keyboard, and click on each
provider to be selected.
4. When you have set your search parameters, click the Go button.
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5. A list of the first twenty available appointments that match the appointment
parameters selected will display. Click on the available appointment you need
to book an appointment during being sure to click on the Appointment/Task
Class.
6. The Book Appointment screen appears when an available appointment is
selected. The appointment type, date, time and resource are pulled into this
screen from the available appointment selected. A complaint or note can be
added if needed.
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FYI:
FYI:
7. Click the Save button to book the appointment.
Related Topics: Booking an Appointment in the Book Application Overview (Scheduling Module);
How to Book an Appointment in the Book Application
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Scheduling Module
Advanced
How to Reschedule an Appointment
Name Bar.
3. The appointment that needs to be rescheduled appears under the Existing
Appointments heading. From the "Action" drop-down list select 'Reschedule'
next to the appointment to be rescheduled.
4. Click the Go button next to the "Action" field.
5. CareTracker will pull the existing appointment criteria into the search fields
at the top of the Advanced screen, and, if needed, any search parameters can
be added or deleted.
6.Once the search parameters are set, click on the Go button located under
the "Time" fields.
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7. A list of the first twenty available appointments that match the appointment
parameters will display in the lower half of the screen. To select an available
appointment, click the Appointment/Task Class.
8. The Reschedule Appointment screen displays. The time, date, type and
provider are pulled into this screen depending on which available appointment
you clicked on. Notes or complaints that were saved when the original
appointment was booked, appear in the "Notes" and "Complaints" fields, and, if
needed, you can edit or add a note or complaint in this screen.
9. From the "Reschedule" field, you must select a reason for rescheduling the
appointment.
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10. When the Reschedule Appointment fields are complete, click on the Book
button. The new appointment will be booked and the original appointment will
be removed from the schedule.
Related Topics: Rescheduling an Appointment in the Book Application Overview (Scheduling
Module); How to Reschedule an Appointment in the Book Application (Scheduling Module)
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Applications
Scheduling Module
Advanced
How to Cancel an Appointment
1. Pull the patient for whom you are canceling an appointment into context.
Name Bar.
3. The patient's appointment that needs to be cancelled is listed under the
Existing Appointment heading. Select 'Cancel' from the "Action" field dropdown list next to the existing appointment that you are canceling.
4. Click the Go button next to the "Action" field.
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5. When the Go button is clicked, the Cancel Appointment screen appears. It
shows the operator's name in the "Operator" field, the appointment date, time,
location, and the provider the appointment with whom the appointment is
scheduled. A note regarding the canceled appointment can be entered in the
"Notes" field. From the "Cancel Reason" field drop-down list, you must select
the reason for canceling the appointment.
FYI:
application.
schedule.
FYI:
Related Topics: How to Cancel an Appointment from the Upcoming Appointments Pop-Up (Name
Bar), How to Cancel an Appointment in the History Application (Scheduling Module); Canceling an
Appointment from the View Appointment Screen (Scheduling Module)
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Applications
Scheduling Module
TeleVox
Overview
TeleVox, an automated appointment reminder and confirmation system, is an
optional application that can be used to notify patients of upcoming
appointments. There are two major steps involved in the TeleVox interface;
sending an electronic appointment list; and, viewing the results of the
automated calls made by TeleVox.
The first step, sending the appointment list, requires you to select
appointments for an entire day, and this can be done by entering the date in
MM/DD/YYYY format in the "Date" field or by clicking on the calendar function
to select a date. In most practices, the appointment list is submitted two to
three days prior to the time of the scheduled appointments in order to allow
patients enough time to cancel or reschedule appointment of which they have
been reminded. As an example, if you are sending an appointment list to
TeleVox for the date of service April 20, 2006, on April 17, 2006 enter April 20,
2006 in the "Date" field and click on the Send button, and the appointment list
for all providers will be sent to TeleVox.
FYI:
To send a list for a particular provider(s), select the
provider(s)' name from the "Provider" field drop-down list
before you click on the Send button.
When the appointment list is received at TeleVox, reminder phone calls are
transmitted during calling hours that are chosen by your practice. If the phone
call does not go through to a patient, answering machine, or voice mail,
TeleVox continues to try and reach the patient.
The second feature, reviewing the TeleVox results that are sent back to
CareTracker, is customarily done the day after the appointment list was sent.
In order to view the TeleVox results, click on the Look Up button located to
the right of the Send button.
The results list shows the appointment information including date, time and
provider, the time a call was made, and the status of each call, i.e. answered
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by a person or left a message on a machine. There are nine different call
results that an appointment could have as a TeleVox call status and you are
only charged for calls that go through (any status except 'Called-No Answer'
and 'Invalid Phone Number'. You will be charged a standard rate per
successful call as stated in your contract.
Answered-Yes: Person answered the phone and pressed the touch
tone key to indicate 'Yes' as the response.
Answered-No: Person answered the phone and pressed the touch
tone key to indicate 'No' as the response.
Answered-No Response: A person answered the phone and
listened to the entire message, but did not use the touch tone keys to
indicate a response.
Answered-Left Message: A person answered the phone and
pressed the touch tone key to leave a message.
Answered- Repeated Message: A person answered the phone and
pressed the touch tone key to have the automated message repeated.
Answering Machine: A message was delivered on an answering
machine.
Called-No Answer: Last calling attempt had no answer.
Invalid Phone Number: The number dialed did not pass the Metro
Tables meaning the call was not attempted.
Out of Order: A special information tone was received meaning a call
was attempted but it was not a person or a machine that received the
message.
FYI:
Multiple calls are restricted when using TeleVox. this
means that two people who have the same phone
number who have an appointment on the same date of
service cannot each be called, e.g., siblings with an
appointment on the same day.
From this results list, you can confirm or cancel each patient's appointment.
The View Appointment screen displays in the lower frame of the screen when
a patient's name is clicked.
In the View Appointment screen you can confirm or cancel the patient's
appointment. If the patient confirmed their appointment, change the 'N' in the
"Confirmed" field to 'Y', and click on the Save button. To cancel an
appointment, click the Cancel Appointment button. In the Cancel
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Appointment screen, select a reason for canceling the appointment and would
then click on the Cancel Appointment button.
To log in to the TeleVox website, click the Log In button. You will need to log
into their website if you need to remove a patient's name from the list of
patients to call. After clicking Log In, the TeleVox website displays in a pop-up
window. In the pop-up, click House Calls to select patient to remove from the
TeleVox "OK to call" list. When a patient is removed from this list they will
never receive an automated call from TeleVox.
See: How to Send an Appointment List to TeleVox, How to View and Work Call Results
Related Topic: View Appointment Overview (Scheduling Module)
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Scheduling Module
TeleVox
How to Submit an Appointment List
Complete these steps two to three days prior to the date of service you are
reminding and confirming appointments for.
2. When the Scheduling Module opens, click the TeleVox application tab.
3. Enter the date of service of the appointments TeleVox needs to call and
confirm in the "Date" field. You can either manually enter the date in
MM/DD/YYYY format or you can click the Calendar function and select a date.
4. 'All Providers' is the default option in the "Provider" field. To select a specific
provider's appointment list to send to TeleVox, select that provider's name from
the "Provider" field drop-down list.
5. When a date of service and either 'All Providers' or a specific provider is
selected, click the Send button. The appointment list for the date in the "Date"
field for the provider in the "Provider" field is submitted to TeleVox when the
Send button is clicked.
6. How many appointments were sent to TeleVox will display.
FYI:
If a patient does not want to get a confirmation call from
TeleVox , you must pull the patient into context, go into the
Details application in the Patient Module and change the "Ok
to Call" field to 'No'.
See: How to View and Work Call Results
98
Applications
Scheduling Module
TeleVox
How to View and Work Call Results
You would want to view the call results list the day after you've sent the
appointment list to TeleVox.
2. When the Scheduling Module opens, click the TeleVox application tab.
3. Enter the date of service of call results you need to view in the "Date" field.
You can either manually enter the date in MM/DD/YYYY format or use the
Calendar function to select a date of service.
4. In the "Provider" field, leave 'All Providers' or select the specific provider's
call result's list you need to view from the drop-down.
5. Click the Look Up button.
6. Review the call results list. To confirm or cancel an appointment from the
results list, click on the patient's name.
TO CONFIRM:
7. The View Appointment screen displays under the results list. In the View
Appointment screen change the "Confirm" field from 'N' to 'Y'.
8. Click the Save button. That patient's appointment is now confirmed in
CareTracker.
or TO CANCEL:
7. The View Appointment screen displays under the results list. Click the
Cancel Appointment button.
99
8. The Cancel Appointment screen appears when you click the Cancel
Appointment button. From the "Cancel Reason" field drop-down list, select
the reason for canceling the appointment.
9. Click the Cancel Appointment button. The patient's appointment is now
cancelled from the schedule.
See: How to Send an Appointment List to TeleVox
Related Topic: How to Cancel an Appointment in the History Application (Scheduling Module); How
to Cancel an Appointment from the View Appointment Screen (Scheduling Module); How to Cancel
an Appointment in the Advanced Application (Scheduling Module); How to Confirm an Appointment
(Scheduling Module);
100

5 - CareTracker

Transcription

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