Scheduling appointments for existing patients

You can schedule an appointment for an existing patient.

To schedule an appointment for an existing patient

1. On the Calendar page, navigate to a day or week.

   

2. ClickTap an open time slot.

   

   Tip: You can also clicktap the Actions menu and select Create Appointment.

   

   The Appointment Information panel displays.

   

3. Search for the patient.

   1. Use the Patient Search field to access a patient's record.

      Tip: If creating an appointment for the currently selected patient, clicktap the Create appointment for [patient name] link.

   2. ClickTap the patient in the generated list.

      

   The options for booking an appointment display.

   

4. Modify the Appt tab fields as necessary.

   • Status - If necessary, select a different status. The corresponding status icon displays on the appointment.

     

     Note: By default, all new appointments are set to Unconfirmed.

   • ASAP - Select the check box if the patient wants to be contacted if an earlier date or time becomes available. If selected, the patient displays on the ASAP list and the icon displays on the appointment.

   • Needs Follow-up - Select the check box if any procedures for this appointment require you to follow up with the patient after their visit. If selected, the patient displays on the Patient Follow-up list after their appointment.

   • Premedicate - Select the check box if the patient prefers to be medicated before the procedures or if any procedures require premedication. If selected, the icon displays on the appointment.

   • Procedure(s) - Complete the following as necessary:

     • To add treatment-planner procedure(s) from the patient's file, clicktap Add Tx Planner to open the Attach Treatment Plan window and select the appropriate procedure(s).

       

       Important: If a treatment plan has not yet been set to Pending Patient Consent or Accepted status, the plan and the associated procedures do not display.

       If you select a procedure that is associated with a recare type, that recare type is attached to this patient's appointment. On the Appointment Information panel, it displays with a green stripe.

       

     • To add procedure(s) not in the patient's file, enter the name, code, or description of a procedure in the Procedure search and select it from the search results.

       

       Repeat to add multiple procedures.

       Important: When you use this method to add procedures and create the appointment, the following occurs: the procedure provider is set as the appointment provider, the procedure date is set to the current date, the standard charges for the procedures is applied, the procedure's note field displays the "Automatically generated by [name of provider] who created or modified the appointment" message, the procedures display on the appointment as if it was added through the treatment planner, and it displays on the patient's treatment planner and progress notes.

       Note: This method is meant for basic procedures and other procedures that does not require a specific treatment area.

     Tip: To remove a procedure from the appointment, clicktap the icon.

   • Other - If necessary, enter a reason other than the selected procedures for the appointment.

   • Operatory - Select an operatory from the list or clicktap and drag the appointment to a different operatory.

     Note: If you selected a time slot while viewing by operatory, an operatory is selected by default.

   • Appointment Provider - Select an appointment provider from the list or clicktap and drag the appointment to a different provider's column.

     Notes:

     • If you selected a time slot in Step 2 while viewing by provider, a provider is selected by default.

     • If your organization has multiple locations, a provider is only available for selection if they have rights to the current location.

     If you need to add a secondary provider for the appointment, such as a hygienist, you can clicktap the icon to display the Additional Provider field and select a secondary provider from the list. A colored box (determined by the provider color assigned to this provider) displays on the appointment.

     Tip: To remove the Additional Provider field, clicktap the icon.

   • Attending Provider - Select a faculty member from the list that will supervise and be associated with the appointment.

     Note: If your organization has multiple locations, a faculty member is only available for selection if they have rights to the current location.

   • Date - ClickTap the field to select a different date.

     Note: The date displayed on the Calendar page is selected by default.

   • Time - ClickTap the field and enter a time.

     Note: You can use various formats, including 08:30, 8:30a, or 8:30 AM; 8a or 8am.

     Tip: TO change the time quickly, clicktap the appointment and clicktap to a different time.

   • Length - The length of the appointment is determined by the selected procedure(s) or the specified time range. If necessary, you can change the length. The end time of the appointment changes accordingly.

   • Note - Enter a note relevant to the appointment. To insert today's date, clicktap Insert Date. If there is an appointment note, a icon displays on the appointment.

5. If necessary, review and modify the Contact Info tab fields to change the patient's contact information and contact preferences.

   Note: Any saved changes from the appointment are also reflected in the patient's record.

   • Address, City, State, ZIP Code - Enter the patient's address information.

   • Phone Type, Phone Number, Ext - Enter the patient's phone information.

     Tip: To copy the primary contact's phone number to the patient, clicktap the icon. To copy the patient's phone number to the primary contact, clicktap the icon.

   • Email - Enter the patient's email address.

   • Preferred Contact Method - Select the Call me, Text me, or Email me radio button.

   • Primary Contact Information - Change the patient's primary contact:

     1. ClickTap the icon, enter the contact's name, and select the appropriate name from the generated results or select Switch to "Self" to make the patient their own primary contact.

     2. Enter the primary's phone number by using the Phone Type, Phone Number, and Ext fields.

        

        Note: These fields only display if the patient is not set as their own primary contact.

6. (Optional) ClickTap the Rel. Appts tab to review any appointments the other members of the patient's household may have on the same day.

   Tip: If any are scheduled, a number displays next to the tab name.

   

7. (Optional) ClickTap the Med. Alerts tab to review and add medical alerts as necessary.

   1. ClickTap the Add Medical Alert button to display the Add Medical Alert for window.

   2. In the Medical Alert field, enter the alert.

8. ClickTap Save.

   Note: If you are not the appointment provider and the appointment is within the next 2 hours, Ascend Academic will display a notification to the device the appointment provider is logged into.