HOW TO ENTER PRACTITIONER DATA

To access the Doctor Master Entry, click on the Open File Folder on the tool bar, then on Doctor Information. This screen shows all details for each doctor or practitioner that works at the clinic. This system has the capability of running unlimited number of different practitioners located at the same physical location. One screen per doctor or practitioner is required.

This is the portion of the system that maintains information about the practitioner to be later placed on billing forms.

Each practitioner can be set up to be their own business. If this is needed, see the How To #04. Adding an Additional Business.

This feature adds new practitioners to the system. To add additional practitioners, click on the "+" plus sign on the tool bar at the top of your screen.

Fill in the social security number, name, home address and home phone number for the practitioner. Date Started is the date that this practitioner started with your clinic. Terminated will be filled if this practitioner leaves your clinic. Fill in each of the ID numbers that will be used by this practitioner.

Billing Dr # defaults to this practitioner being their own billing practitioner. If, you have an associate practitioner who will be billing under the main practitioner’s name and ID, choose the main practitioner as the billing practitioner.

The field, Taxonomy Code, is where you will enter the code that represents the classification for this practitioner.

If you wish to have fee slips printed for this practitioner, click in this field. If you wish to use the Duplicate SOAP Notes entry that duplicates the last SOAP note to the new date, click on this field.

Setup the Column(s) that will be used by this practitioner. You may Name these columns in any way that works for your office. It will default to the column number and the Display Name of the practitioner.

Scheduled Activity

TPS2000 gives you the ability to pre-select a specific service for a specific column. For example, if you decide you would like to have 2 columns for each provider on your scheduler. You would then set up 2 columns under each practitioner entry. You might, for example have the following setup:

Practitioner Column Name Scheduled Activity

Dr. Chiropractic Treatments CMT 3-4

Dr. Chiropractic Special Services New Patient Group

Dr. Medical Office Visits Est Patient Detailed

Dr. Medical Lab Work Functional Profile

Dr. Therapist Physical Medicine Therapeutic Activites

Dr. Therapist Evaluations New Patient Therapy

By setting up your columns with a default service, each patient appointment will default to the standard service delivered.

NOTE: You have the ability to select a different service for a single appointment when on the appointment scheduler.

Setup the Column(s) that will be used by this Provider by clicking on the Schedule Columns for this Provider tab. Click [Add new Column] to enter additional columns. You may Name these columns in any way that works for your office. It will default to the column number and the Display Name of the Provider.

Should you wish to do so, you have the ability to setup a specific service for a specific column. In scheduling new appointments, the system takes the default Service-activity for the column, that has been entered on the Provider screen. Every new appointment in a column gets the default activity for that column. (Note: You may change the default appointment on the scheduling screen if needed, just would be the suggested service if no other is selected).

You may also “Group” columns together. When creating multiple appointments, TPS2000 will search for the time and specific column designated for each appointment. If you have more than 1 column in which this appointment could be placed (i.e. Dr. Greenwood has 2 columns available for general office visits and 2 additional columns for therapies), then you may group these together. In this way, when you are creating multiple appointments, the system will check each column in the group for an available time before it returns a conflict.

You may also activate a feature that will assist with cluster booking (booking several patients for the same time period). You will use the [Edit Time Grouping] feature when you don’t want to schedule patients at precise time (e.g. 5 minute intervals), but want to schedule them so that they can come anywhere within a certain time period.

In the Group Code column, designate the time grouping in which the ‘true’ appointment time falls (see the above example).

You may also place a check mark in the “Don’t show NORMAL time on Schedule, ONLY show the Time Group Code. If you do this, then your scheduler will show only the Group Code. For example, If you have 3 columns for this provider and the appointment duration is set to 10 minute intervals (8:00am, 8:10am, 8:20am) a check mark in this box will display your schedule as 8AM, 8AM, 8AM.

To set up your practitioner's schedule, click on Schedule Column Detail then fill in the hours worked by this practitioner. If there is no break scheduled for a particular day, leave the Break Start and the Break End time slots blank. Once you have setup your appointment times, click on Apply Schedule to ALL Columns/Units for this Practitioner. In the Apply this Schedule from and to you will see 2 small calendars. In the first calendar for the from click and bring up the dates, you may click on TODAY or pick the date from which you wish to schedule to start (NOTE: we suggest you start from either TODAY or the first of the month). Now click on the calendar in the To slot and choose the ending date for the arrangement (Note: we suggest you pick at least a year for this field). Now click on Apply this Schedule.

Currently, TPS assumes an appointment duration of 15 minutes. If this is not what is needed for the schedule you just setup, pull up the scheduler for this practitioner. In the lower right hand column you will see the letter "C". Click on this and it will allow you to change the appointment duration that is appropriate for your needs. Once you load this change and save it, all future schedules will be preset to this duration.

INACTIVATE / REACTIVATE A PRACTITIONER

If a practitioner leaves the clinic, that practitioner can be removed from active service on the system, to do this, you would Deactivate them. Should that practitioner come back, you can simply Reactivate him. To reactivate a practitioner simply re-attach him to the appropriate business.