Trouble
Shooting & Tips for Provider’s Scheduler
The Times Set Up For Provider’s
Schedule Don’t Display
For example, the days
starts at 8:00 but the schedule displays starting at 10:00.
Save Earliest & Latest times clinic is open
Solution: To change this, on the Appointment Scheduling
screen, click the small “C” button at the bottom right hand corner of the
window. See the following picture. The arrow is pointing to the “C” button.
Change Button
Custom Settings
Once you have clicked on the “C”, the top of the Appointment
Scheduling screen will change. (Clicking
on the “C” button again will change it back.)
You can change the “from” and “to” times and the “Mins” – minute
increments, and then click on SAVE found to the right of the Schedule window.
The display of the
schedule will now change. If you wish to
save the way the schedule now displays, click on the “?” in the top right
corner of the Appointment Schedule screen.
One of the options is to “Save Custom Screen Settings”. Choosing this option will save the way that
the schedule displays for the user you are logged in as. For example, if you are logged in as Suzy now, the next time Suzy
logs in, the Appointment Schedule will display with her settings, and if Tom
logs in, he can have a different layout if he chooses.
Printing
Provider’s Schedule Display
Solution: To print the Day Scheduler you need only to
click on the small printer displayed to the right of the FUTURE APPOINTMENTS
Tab. See the following screen:
When you click on
this small printer icon, you will get a window that lists all columns you have
setup on your scheduler. It is
automatically set to select ALL COLUMNS.
You may print only the columns you wish to see by holding down the CTRL
key and clicking on the columns you do not wish to print (when you are ready to
print, the highlighted columns are the ones that will appear on the
printout). You have a choice of 3 views
of this printout, the DEFAULT form will size itself so that all columns appear,
the landscape form should be used for sites that are printing more than 4-5
columns. There is also a 4 column output
preset for your use (RECOMMENDED: It is
recommended that you use the DEFAULT layout for your print jobs). You may also decide if you want to see your
entire scheduler (including the times that are not scheduled) or if you want
the print job to remove this times that are NOT currently scheduled. When you have made all of your selections,
click on Print on the bottom of this window.
When the Window’s
print screen comes up, choose the printer you wish to use for this print job
and click on OK.
Printing
Patient’s Appointments
Solution: When you
have scheduled multi-appointments for your patients and you wish to print out a
calendar for them, so that they have a record of their scheduler, you click on
the small printer found to the right of the FUTURE APPOINTMENTS Tab. See the following screen:
When you click on this small printer
icon, you will get a Print Future Appointments Window. You may select the date range for which you
wish to see this printout (NOTE: TPS2000
currently defaults to 1 month from Today’s date). Then click on Print on the bottom of this
window.
When the Window’s
print screen comes up, choose the printer you wish to use for this print job
and click on OK.
You may also print
the patient’s appointment schedule from the Multi appointment screen.
To schedule several
appointments for a patient a one sitting you click on the MULTI button. This will bring the following screen:
You may, if needed,
correct the from and to time of the appointment. You may, if needed, change the column in
which this patient is to be scheduled.
Place a 4 in the days of the week this patient is to be scheduled
then select the time period. (i.e. Monday, Wednesday and Friday from 11/21/00
until 01/21/00). When your selections
have been made, click on [Create Appointments].
This will automatically book the appointments requested for this
patient. If the time and column
requested is unavailable for a particular day(s), you will see the word “CONFLICT”
to the right of the appointment date.
Simply click on this date to bring up that day schedule. You may then make an alternate choice.
Delete Multiple Appointments Together
Using the MULTI
button, you may also easily delete some or all of a patient’s future
appointments. Click on the MULTI button
on the Appointment Schedule. Select the
correct patient then click on [Load Appointments For Claim].
When the appointments
appear, you may select the appointments that need to be removed.
A group of dates: If the appointments that need to be
deleted are all grouped together, click on the first date to be removed. Now hold down the SHIFT key and click on the
last date to be deleted. This will mark
(highlight) all dates between these 2 selected.
All dates of services: If all of the
appointments need to be, click on the first date to be removed. Now hold down the SHIFT key and click on the
last date to be deleted. This will mark
(highlight) all dates between these 2 selected.
Assorted Dates: If the appointments that need to be
deleted are scattered through out the list, then click on the first date to be
removed. Now hold down the CTRL key and
click on all remaining dates that need to be deleted. This will highlight (select) the individual appointments
to be removed.
Once all of the
appointments that need to be removed are selected, click on [Delete
Appointment(s)].
Increasing
the Appointment Duration
Solution: When you
wish to increase the amount of time needed for a particular appointment,
highlight the patient’s name on the scheduler.
Next make sure there is a check mark in the LOCK box to the left of the
patient’s name. Now if you look to the
right of the Multi Appointment line you will see a From and To time setting,
increase the To field to the time that is needed (for examplet 10:00am to
10:10am normal appointment might be changed to 10:00am to 10:30am for a report
of findings or exam appointment). When
the time has been set appropriately click on the SAVE button. This will load the new appointment and you
will see the patients name in each slot below his name to mark the time
slots. See the following screen:
NOTE: Even though the name above appears in 4
slots, it has only been entered once and only needs to be marked once. In other words, when you double click on Tracy
Triple on the 9:00am appointment slot to mark her here, all 4 names will turn
magenta at once.
Changing
the Appointment Times for Single Day or Period
Solution: To change your Provider's schedule for a single
day or week you start by going to Provider Information. Find the Provider whose schedule needs to be
altered (you may step through all the Provider files by using the VCR arrows at
the top of the Navigation Bar, or you may use the “show list of records” icon
found to the right of these VCR arrows).
Once the correct Provider’s Information is on
the screen, click on Schedule Time Availablity then fill in the hours that will
be worked by this Provider (or remove the hours if Provider will be gone). 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 unique appointment times for this day or
period, click on Apply Schedule to ALL Columns/Units for this Provider. 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, pick the date from which
you wish to schedule to start Now click on the calendar in the To slot and
choose the ending date for the arrangement.
Now click on Apply this Schedule.
NOTE: If you have setup a vacation or holiday
schedule for a future time, and then, prior to this time, your standard hours
change and you reformat your schedules, you will need to “re-setup” these
vacation periods.
Schedule
for Day or Period is BLACK
Solution: Start by re-applying your Provider's
schedule. Go to Provider
Information. Find the Provider whose
schedule needs to be altered (you may step through all the Provider files by
using the VCR arrows at the top of the Navigation Bar, or you may use the “show
list of records” icon found to the right of these VCR arrows). Once the correct Provider’s Information is on
the screen, click on Schedule Column Detail.
Check to be sure that the hours listed here are correct for this
Provider.
Please
pay special attention to the 2 following situations:
1.
Be sure that the AM and PM times are appropriate. The most common problem we find is that 12:00
Noon gets put in as 12:00AM (Midnight, instead of 12:00PM.
2.
Be very sure that every day that has times has a DAY START
and a DAY END. If it is a partial day
with no breaks, leave the BREAK START and BREAK END blank.
Correct
any of the times that are incorrect for this Provider (or remove the hours if Provider
will be gone). 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 for this day or period, click on Apply Schedule to ALL
Columns/Units for this Provider. 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, pick the date from which you wish to schedule to start Now
click on the calendar in the To slot and choose the ending date for the
arrangement. Now click on Apply this
Schedule.
NOTE: If you have setup a vacation or holiday
schedule for a future time, and then, prior to this time, your standard hours
change and you reformat your schedules, you will need to “re-setup” these
vacation periods.
NOTE: We do not recommend that you extend your
schedule beyond 2 years. This is a
graphical display and takes up quite a bit of your hard drive space.
Grouping Columns and Times
