News and Updates >> Client Update
February 6, 2009
New Recurring Appointment Features in Version 5.7
As you may know, PhyLogic AdvancedMD system will be upgraded to Version 5.7, giving PhyLogic and our clients some new features. While many of the features are strictly billing related (such as new posting processes for insurance take-backs..etc.), there will be a new “Recurring Appointment” enhancement to the Appointment Scheduling module based on the requests from system users.
Overview
Recurring Appointments is a new feature that will allow you to create a series of regularly scheduled (repeating) appointments for a patient. It is quite easy to set up and will save scheduling staff time and effort.
Featured Highlights
- Create a series of appointments
- Modify the entire series of appointments
- View Conflicts in scheduling
- Modify date, time, type, or length of appointment so they can be different from other appointments in the series.
Training
As always, PhyLogic clients have access to free training for this new feature. PhyLogic recommends some fast and simple training options for this feature. We suggest that all users view the detailed training video for this feature. This video is accessible from your main system dashboard by clicking the link “Free Video Training Library”, then selecting “Release Training” and “Version 5.7”.
Of course, if you would prefer, our Technical Operations Department can provide you with personal one-on-one online training to walk you through the process. Simply call 877-273-3100 to schedule your training session.
Process
Select the desired patient in context to make the appointment as normal. Next, click on the appointment time and choose “make appointment”.
Choose the appropriate Appointment Type and click the new feature button “Recurrence”.
Now, you may set the time of the appointment along with the duration of the appointment.
You can set the appointment for as many times a week as you would like along with each day of the week you would like.
You can choose a start date for the recurring appointments, and end them either after a certain number of Occurrences or choose an End Date.
When you have completed setting the date, time, type, or length of appointment click the “Conflicts” button.
This screen will show you if these recurring appointments will conflict with any other appointments. If your office likes to double book it will come up as a conflict, however, the system will allow you to select “ok” and double book the appointment.
Creating Exceptions to the Series
Note: An exception is an appointment that is modified from its originally scheduled date, time, duration, or type in the series.
When scheduling and viewing conflicts, you do not always have to reschedule conflicts. If you feel a conflict is acceptable (e.g., double-booking), it is okay to leave the conflict as it stands. However, if you do need to change an appointment in the series, you can manually move the appointment in the Appointment Scheduler just like you would move any other scheduled appointment. Once an appointment is moved, the appointment will be considered an "exception" in the series, and the series symbol ( Q ) that appears next to the patient's name in the appointment scheduler will change to an exception symbol ( Q ).
Edit a Recurring Appointment or Series
You can edit a single appointment in a series, or the entire series.
- Click the appointment you want to edit.
- Select Edit Appt.
- Indicate if you would like to edit this appointment only or the entire series.
- Click OK. The Edit Appointment dialog will appear.
- Make any applicable changes.
- If you are editing the series, click the Recurrence button to make any applicable changes on the Appointment Recurrence screen.
- Click OK.
- Click OK.
Important Note: When a change is made to the entire series (e.g., day of the week, time, duration, appointment type), all appointments associated with the series, including exceptions, will be deleted, and a new series will be created based on all existing and new criteria (i.e., you will need to manually move appointments that have conflicts again, and recreate the exceptions). If exceptions were attached to the edited series, the system will warn you and give you an opportunity to view and print the exceptions that will be deleted, so that you can update your schedule/new series accordingly.
If you click OK, the new series will be created based on the new criteria and the appointments that were exceptions will be deleted. However, the next screen that appears will display a list of the appointments that were deleted. You can print this list and, if applicable, move the any appointments that have conflicts to recreate the exceptions.
- Click the Print button to print a list of the exceptions. Your Print dialog will appear.
- Select the printer you want to print to.
- Click the Print button.
Delete a Recurring Appointment or Series
If you delete an appointment that is part of a series, a dialog will appear asking if you want to delete this appointment only, delete the entire series, or delete the series from this appointment forward.
Note : No past appointments are deleted from the schedule if you select Delete the entire series.
- Click the appointment you want to delete.
- Select Edit Appt.
- Indicate if you want to delete this appointment only, the entire series, or the series from this appointment forward.
- Click OK. The selected appointment or appointments will be deleted.
You will now notice on your appointment scheduler that there is a round arrow like feature next to your patient’s name this will indicate that this is a recurring appointment.
If you have any questions or need help, please do not hesitate to contact PhyLogic Technical Operations Support at 877-273-3100. We will be more than happy to help!