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Appointment Scheduling

 

Can I receive a reminder for the Task added for a patient?
Yes, you can add a reminder while adding a task. Select the 'Assign due date' check box, provide the due date, and choose the number of days before which you would like to receive the reminder email.

Why does the Status list box under Appointments, does not contain the cancel option?
The Cancel option is not available by default. You can configure it under the 'Settings > Calendar > Appointment Status' section. However, updating the status to 'Canceled' does not cancel booked appointments or send cancellation intimations to Patients. We will send appointment notifications as usual.

Please follow the steps below to cancel an appointment:

  1. Click on the Calendar icon on the Home Page.
  2. Change the Calendar view to Day, Week, or Month views.
  3. Click on the appointment slot you want to cancel.
  4. Click the 'Cancel Appointment' button in the 'Appointment Details' dialog box.

Once done, the Patient gets intimated about the cancellation. Also, the appointment gets removed from your Calendar view.

I want to send appointment reminders to patients two days prior. How to do that?
You can set the appointment reminder time using the following steps:

  1. Go to the 'Settings > Patient > Text/Voice Notifications' section.
  2. Choose the 'Required' option for the 'Appointment Reminder Notification' field under the respective notification method.
  3. Select the 'Appointment Reminder Time'
  4. Click on the 'Save' button.

Can I schedule periodic appointments for my Patients, like appointments every Monday, or every five weeks?
Yes, you can schedule periodic appointments that recur Daily, Weekly, or Monthly based on Practice requirements. Schedule periodic appointments using the steps below:

  1. Go to Calendar and choose a date and time slot.
  2. In the New Appointment Dialogue box, choose Period.
  3. Enter the appointment Frequency details.
  4. Select the Start and End dates.
  5. Fill in the remaining fields and click on the 'Confirm' button.

I am going on vacation and will not be available next week. How do I block my time slot so that my staff will not schedule appointments for me during that period?
The Working Hour Exception feature helps Providers alter their availability on specific dates without modifying their default working hours. To add an exception:

  1. Go to 'Settings > Calendar > Provider Timings' section
  2. Click the '+ Exception' button and choose the exception type as 'Non-Working'.
  3. Select the specific date or period
  4. Click on the 'Add' button

Click on this link for further information.

You can also configure an automated vacation reply to the sender when you are not at the office. Go to the 'Settings > Messages > Vacation Reply' section, enable the Vacation Reply, choose the dates, and fill in the message content.

Can I access Patients’ past appointments along with their status (No Show, Late Cancellation, etc.)?
You can access the Patient's past appointments by navigating to the Patient's Dashboard > Appointments > Past section.

A Patient calls to reschedule the appointment. How to reschedule?

  1. Go to the Patient's 'Dashboard > Appointments > Upcoming' section.
  2. Click on the required appointment
  3. Click the 'Edit' button
  4. Change the date and time as per your requirement and click 'Confirm'.

How can I turn off the notification email that I receive whenever someone schedules/cancels a new appointment?

  1. Go to 'Settings > Calendar > Preferences > My Preference' section
  2. Choose 'Not Required' for the 'Appointment Confirmation Email' and 'Appointment Cancellation Email' options

Is there a way to print the scheduled appointments between the given dates?
Yes, the 'Print' icon available in the top right corner of the Calendar section allows you to print appointments. You can choose the period and Provider details based on your need.

How to see the schedules of all the Facility Members?
You can see Facility Members' schedules by selecting them under 'Calendar > Settings' filter

How do I allow scheduling a visit type only on specific days?
You can achieve this using the 'Schedule Rule' option. Schedule Rules for Visit Types allows booking a specific visit type on a specific day.

  1. Go to 'Settings > Calendar > Schedule Rules' section
  2. Click on the '+ Rule' button
  3. Select the Provider and Visit Type. Choose the days that allow the selected visit type.
  4. Click on the 'Update' button to create the rule.

If required, you can also configure the maximum number of appointments permitted on that day. Once created, the rules get applied while booking an appointment for the Provider from the EHR calendar, Patient 'More Options' icon, and Web Embed calendar. Click on this link for further information.

I want to collect payment when patients book an appointment from PHR and Web Embed Calendar. How do I go about it?
You can collect payment from Patients while booking an appointment from PHR and Web Embed by following the steps given below:

  1. Subscribe for the Bluefin Payment Gateway add-on from CharmHealth EHR > Add-On section.
  2. Once Bluefin Payment Gateway is enabled for your account, go to Settings > Calendar > Online Appointments section.
  3. Choose the Provider and enable online appointments.
  4. Then select the 'Enable card processing' option.
  5. Choose any one of the three options provided for 'Processing Type'. You can directly charge the card or just keep the card on file and use it later for cancellation charges.
  6. Save the configuration. Click on this link for further information.

Is there an option to allow booking appointments for my Nurse without assigning them the physician role?
Yes, you can edit the Nurse Role by navigating to Settings > Facility > Roles and enabling the 'Appointment Booking' privilege. This allows the Nurse to book appointments without having other Physician privileges.