Scheduling and Modifying Appointments in Book View in AcuityLogic POS

1. Open the Scheduler to Book View. See Opening the Scheduler in AcuityLogic POS.
2. Search for an available appointment time. See Searching for Open Appointments in Book View in AcuityLogic POS.
3. Click the link in the Time column for the appointment start time.

   The Schedule Appointment window opens.

4. Select a patient to schedule using one of the following methods:

   For an existing patient, start typing the patient’s name in the Select Patient section and select the patient’s name when it displays or select a patient from the Today’s Patients drop-down list.

   For a new patient, type the patient’s information in the fields in the Select Patient section and click New Patient.

5. Select a service from the Service Type drop-down list.
   • If a Lock icon appears next to the Service Type drop-down list, a service template that restricts available appointments to a specific service group has been applied to the resource’s schedule. If the service you want is unavailable, select a different time slot or a different resource. If you must schedule a service for the unavailable resource, click the Lock icon to select services not included in the specified service groups. When you click the Lock icon, you are prompted to enter login credentials for an account with sufficient security access to override the locked service groups.
   • Services recommended by the applied service template appear in bold in the Service Type drop-down list.
6. Select the resource or doctor from the Resource drop-down list if the correct resource is not already selected.
7. Select a platform partner from the In-Office Telehealth drop-down list.
   • The In-Office Telehealth drop-down list is available only if one or more platform partners has been configured for your company and the resource has been configured as a full-time or part-time telehealth user.
   • If the resource has been configured as a full-time telehealth user, the platform partner is automatically selected if the office has a single platform partner configured.
   • Telehealth appointments are denoted by a Telehealth Visit (camera) icon. If the resource has been configured as a full-time telehealth user and a platform partner was not selected from the In-Office Telehealth drop-down list, a warning message appears when you attempt to save the appointment and a warning icon appears next to the Telehealth Visit icon.
   • If the platform partner selected for the appointment is deactivated, you will need to modify the appointment and select another platform partner for the telehealth appointment. The system will not automatically update the appointment with changes made to the platform partners.
8. If the patient has vision insurance, perform one of the following tasks to add the patient’s vision insurance to the appointment:
   • If the patient has at least one vision insurance plan in his or her profile, select the patient’s primary vision insurance from the Vision Ins drop-down list. Only the vision insurance plans set up in the patient’s profile appear in the drop-down list.
   • If the patient does not have any vision insurance plans in his or her profile or if the plans listed no longer apply, click the blue Insurance icon next to the Vision Ins drop-down list. The patient’s insurance profile opens, and you can record the patient’s insurance information. Click Close Window to continue scheduling the appointment.
9. To record the patient’s eligibility for the selected vision insurance, click the red Eligibility icon next to the Vision Ins drop-down list. The patient’s insurance profile opens, and you can record the patient’s eligibility information. Click Close Window to continue scheduling the appointment.
10. If the patient has medical insurance, perform one of the following tasks to add the patient’s medical insurance to the appointment:
    • If the patient has at least one medical insurance plan in his or her profile, select the patient’s primary medical insurance from the Medical Ins drop-down list. Only the medical insurance plans set up in the patient’s profile appear in the drop-down list.
    • If the patient does not have any medical insurance plans in his or her profile, click the blue Insurance icon next to the Medical Ins drop-down list. The patient’s insurance profile opens, and you can record the patient’s insurance information. Click Close Window to continue scheduling the appointment.
11. To record the patient’s eligibility for the selected medical insurance, click the red Eligibility icon next to the Medical Ins drop-down list. The patient’s insurance profile opens, and you can record the patient’s eligibility information. Click Close Window to continue scheduling the appointment.

    The following figure shows the fields and icons mentioned in steps 7 through 10:

    

    1. Select vision and medical insurance.
    2. To add insurance information, click any of the insurance or eligibility icons.
    3. Red icon: Eligibility is not recorded or has expired.
    4. Green icon: Eligibility is recorded and up to date.
12. (Optional) Update the date of the appointment in the Start Date field.
13. (Optional) Update the appointment start time in the Start Time field.
14. (Optional) Update the appointment duration (in minutes) in the Duration field. The default duration time is the duration assigned to the service; if the service does not have a default duration, then the duration defaults to the doctor’s exam minutes.

    The appointment duration can be determined by different settings in AcuityLogic Admin and AcuityLogic POS. The appointment duration defaults to the duration settings in this order:

    1. Exam/service type (product setup)
    2. Service template
    3. Exam Minutes in office employee profile
    4. Exam Minutes in company employee profile

    The duration defaults to the exam minutes set up for the provider with the shortest duration of exam minutes at this location. For example, if one provider is set up to provide exams in 20 minute durations and another provider is set up to provide exams in 30 minute durations, the default duration is 20 minutes. If you schedule a 15 minute appointment in a 20 minute time slot, then the entire time slot appears as blocked. If you schedule a 25 minute appointment in a 20 minute time slot, two 20-minute time slots appear as blocked.

15. If the appointment is a recheck appointment, select the Recheck check box. Selecting the Recheck check box disables the Appointment Not Invoiced (red dollar sign) icon so that it does not display with the appointment when the patient gets checked-in, since recheck appointments are not usually invoiced.
16. If the appointment is a pre-appointment, select the Pre-Appointment check box.
17. Select one of the following confirmation status radio buttons in the Confirmation section, if needed:
    • Scheduled: This is the default confirmation status, and indicates that you have not yet asked the patient to confirm the appointment.
    • Not Available: You have attempted to contact the patient to confirm the appointment, but you were unable to contact the patient or leave a message.
    • Left Message: You left a message for the patient.
    • Confirmed: The patient confirmed the appointment.
      The appointment may default to Confirmed depending on when the appointment is scheduled and the value entered in the Auto Confirm Appt. Days field in the Scheduler Fields menu in the Company Information window. See Enter Your Company Information.
18. Select one of the following show status radio buttons in the Show Status section, if needed:
    • None: This is the default show status, and indicates that the patient is neither a show nor a no show.
    • Checked-In: The patient arrived and checked-in for the appointment.
    • No Show: The patient did not show up for the appointment.
    • Walk In: The patient scheduled a walk-in appointment.
      By default, the status is set to none and will be updated automatically when you record patient check-ins or no shows.
19. To add a note to the appointment, follow the process below:
    1. Click Add Note.
    2. The Add Appointment Note window opens.
    3. Type the note in the Note Detail field.
    4. Select the Urgent or Followup check boxes, if needed.
    5. Click Save to close the window and continue scheduling the appointment.
20. Click OK to schedule the appointment.

    The appointment is added to the Scheduler. If the appointment duration is longer than the resource’s exam minutes, then the appointment will display in multiple rows in Book View. However, AcuityLogic recognizes that there’s only one appointment, so all of your reporting will still be correct.

If you want to mark a doctor or resource as in the office but busy with an appointment or event that is not with a patient, you can create a nonpatient appointment. For example, if a doctor is scheduled to meet with a frames representative in the office at 10:00 a.m. for 30 minutes, you can create a 30 minute non-patient appointment for the doctor at 10:00 a.m..

1. Open the Scheduler to Book View. See Opening the Scheduler in AcuityLogic POS.
2. Click the link in the Time column for the non-patient appointment start time.

   The Schedule Appointment window opens.

3. Select the resource or doctor from the Resource drop-down list, if the correct resource is not already selected.
4. (Optional) Update the date of the nonpatient appointment in the Start Date field.
5. (Optional) Update the nonpatient appointment start time in the Start Time field.
6. (Optional) Update the nonpatient appointment duration (in minutes) in the Duration field.

   The appointment duration can be determined by different settings in AcuityLogic Admin and AcuityLogic POS. The appointment duration defaults to the duration settings in this order:

   1. Service template
   2. Exam Minutes in office employee profile
   3. Exam Minutes in company employee profile
7. To add a note that explains the reason for the nonpatient appointment, follow the process below:
   1. Click Add Note.

      The Add Appointment Note window opens.

   2. Type the note in the Note Detail field.
   3. Select the Urgent or Followup check boxes, if needed.
   4. Click Save to close the window and continue scheduling the nonpatient appointment.
8. Click OK to save the nonpatient appointment.

   The nonpatient appointment is added to the Scheduler.

1. Open the Scheduler to Book View. See Opening the Scheduler in AcuityLogic POS.
2. Click the Edit link in the row of the appointment you want to modify.

   The Schedule Appointment window opens.

3. Modify the appointment as needed. See To schedule new appointments in Book View.
4. Click OK to save the modified appointment.