Resource Center

Appointments

Configuring Time Zone

  1. Click on Settings > Calendar > Facility Timings
    Settings
    Facility Timings
  2. Select the facility for which time zone has to be defined
    Facility Timings
  3. Select the appropriate time zone for your facility location
  4. Click on "Save" button to save changes

Configuring Facility Working Hours

  1. Click on Settings > Calendar > Facility Timings
  2. Select the facility for which working days and hours has to be defined
    Facility Timings
  3. Assign start time and end time for each working day and mark non working day(s) too
  4. Click on "Save" button to save changes

Configuring Provider Working Hours

  1. Click on Settings > Calendar > Provider Timings
    Provider Timings
  2. Select the facility and the provider for whom working hours has to be defined
    Provider Timings
  3. Assign start and end time for a Provide. If the provider is working in more than one shift then click on "+" sign and assign more than one shift to the provider and click on "x" to delete additional shift(s)
  4. Click on "Save" button to save changes

Configuring Working Hour Exception

Working Hour Exception is a new feature that helps to alter providers' availability on specific dates, without modifying their default working hours.

For example, you can add an exception to work on a day, in which normally you will not work and vice-versa. You can also modify your working hours on a day using exceptions. By default, you can configure the regular working hours of a provider at a facility. Whenever there is a change to the default work timings, you can add it as an exception.
Provider Timings

To add an exception, click on the '+ Exception' button and choose the exception type. If the exception type is 'Working', select the date and the working hours. To open this date on the online calendar (web embed or phr), choose the 'Allow Online Booking' option. Similarly, you can add exceptions to not work, on specific dates or for a period.
Add Exception

Online Appointment

  1. Click on Settings > Calendar > Online Appointments
    Online Appointments
  2. Configure the time slots to be shown to patients and appointment duration
  3. You can also configure whether appointments need approval or not. You can choose one of the below three options
    1. Approval required for ALL patients (new & old) – Choose this option if approval is required for both new and existing patients. Appointment requests from patients are listed under Calendar > ‘Appointment Requests’ that you can approve or deny
    2. Approval required for New patients Only - Choose this option if approval is required only for new patients. Existing patients can book appointments without your approval
    3. Approval NOT required - If this option is selected, appointments will be confirmed automatically for both existing and new patients. For new patients, a patient record will be added before scheduling the appointment
  4. If you would like to receive email notification for appointment requests, choose the notification email option and select the members to be notified
    Online Appointments

Auto Convert Appointment Timezone

If you are consulting patients across multiple timezones, you can choose the appointment notification emails/text messages to show the patient's local timezone. With this setting, the appointment timezone is auto converted to patient's timezone based on their zip code. This setting can be enabled from 'Settings > Calendar > Preferences' section using the 'Auto convert the appointment time to patients' timezone (using their zip code)' option. You can also choose to attach the universal calendar file (.ics) file to the appointment confirmation and reminder emails.
Auto Convert Appointment TimeZone

Configuring Visit Types

Visit Types for appointments can be configured by following the steps given below. When the patient requests for appointment, they can choose an appropriate visit type for which they would like to meet the provider. Based on the visit type, the duration of the appointment and the visit charges are auto populated.

  1. Click on Settings > Calendar > Visit Types
    Visit Types
  2. Click on the '+ Visit Type' button
    Add Visit Type
  3. Enter the visit type name, duration of the appointment for that visit type, charges, and choose a color to be associated with the visit type.
  4. Click on "Add" button to save the new visit type.

Associating Visit Types to Providers

Once the visit types are configured, you can associate them to providers by following the steps given below:

  1. Click on Settings > Calendar > Visit Types section
  2. Under 'Visit Types for Providers' click on the 'Configure Now' link against the provider name
    Configure Visit Type for Provider
  3. Choose the visit types handled by that provider and click on the 'Update' button
    Provider Visit Type
  4. Once configured, only these visit types are shown in the calendar, while booking appointment for that provider.

Schedule Rules for Visit Type

Schedule Rules for Visit Types allows booking of some visit types only on specific days. For example, you can have 'New Patient Visit' only on Monday and Wednesday, and also restrict the number of appointments for that visit type. To configure the rules, follow the steps given below:

  1. Click on Settings > Calendar > Schedule Rules
    Schedule Rules Option
  2. Click on the '+ Rule' button
    Add Visit Type Rule
  3. Select the Provider and Visit Type. Then choose the days on which the selected Visit Type is allowed. Click on the 'Update' button to create the rule. If required, you can also configure the maximum number of appointments permitted on that day
    Schedule Visit Type Rule
  4. Once the rules are created, they get applied while booking appointment for the provider, from the EHR calendar, patient portal and Web Embed calendar.
    rule-added

Assign Pre-screening Form to Providers

  1. Once you have created a Pre-screening form, you have to assign it to providers from the 'Settings > Calendar > Online Appointments'' section.
  2. Either you can have the same Pre-screening form for all the providers or have different forms for each, based on their specialty.
    Assign Pre-screening Form

Configuring Auto-share Questionnaires

ChARM Questionnaires eliminate the paper intake forms and allow patients to complete them online before their visit. This drastically decreases the patients' waiting time and reduces the workload of your staff. For making this process even simpler, we have provided an option to automatically share the questionnaires with patients once the appointment is scheduled.

  1. To initiate the auto-sharing, assign the questionnaires to your Providers/Visit Types from Settings > Questionnaire > Preferences section.
    Questionnaire Preferences
  2. Either you can assign some questionnaires for all the providers and visit types or have different questionnaires for each.
    Map Questionnaire

The configured questionnaires are automatically shared with patients when they book an appointment from ChARM PHR or your practice website (web embed).

Also, when the practice staff book appointments from the EHR calendar, the related questionnaires are automatically checked. This saves the time spent in manually selecting the questionnaires for every appointment.
New Appointment Booking

Configuring Appointment Status

Various Appointment Status can be configured by following the steps given below. When the patient arrives for the consultation, you can update these status against the patient appointment

  1. Click on Settings > Calendar > Appointment Status
    Appointment Status
  2. Click on the '+ Status' button
    Add Appointment Status
  3. Enter the Status name and choose a color to be associated with the appointment status.
  4. Click on "Add" button to save the new status. You can also set the 'Default Appointment Status', which will be set for all appointments you create.

Configuring Appointment Preferences

Appointment Preferences can be configured by following the steps given below. This includes the following.

  1. Whether you would like to receive Appointment Confirmation Email
  2. Whether you would like to receive Appointment Cancellation Email
  3. Whether you would like to allow patients to book appointments from patient portal or not
  4. Whether you would like to see deleted members in calendar or not
  5. Whether Patient Search to be enabled across facility or to be restricted to a particular facility, while booking appointment, etc.

Click on Settings > Calendar > My Preferences
Appointment Preferences

Click on the 'Save' button to save your preferences

Vacation Reply

Provider can compose and save an automated vacation reply

  1. Click on Settings > Message > Vacation Reply
    Vacation Reply
  2. Click on the check box to enable vacation reply. Enter the required details. Once you have enabled the vacation reply, select the 'Mark these days as non-working in calendar' option to block your availability on the calendar.
    Vacation Reply
  3. Click on "Update" button to save vacation reply