Scheduling and Modifying Appointments in Calendar View in AcuityLogic POS

1. Open Calendar View. See Opening the Scheduler in AcuityLogic POS.
2. Perform one of the following tasks:
   • Search for and select an available appointment. See Searching for Open Appointments in Calendar View in AcuityLogic POS.
   • Right-click a time slot on the appointment grid and select New Appointment.
   • Click and drag your mouse cursor over an available time slot on the appointment grid, right-click, and select New Appointment.

   The Schedule Appointment window opens.

3. 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.
4. 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.
5. Select the resource or doctor from the Resource drop-down list, if the correct resource is not already selected.
6. 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 VisionIns 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.
7. 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.
8. 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.
9. 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 6 through 9:

   

   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.
10. (Optional) Update the date of the appointment in the Start Date field.
11. (Optional) Update the appointment start time in the Start Time field.
12. (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.

13. 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.
14. If the appointment is a pre-appointment, select the Pre-Appointment check box.
15. 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.
16. 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.
17. 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.
18. Click OK to schedule the appointment.

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 Calendar View. See Opening the Scheduler in AcuityLogic POS.
2. Perform one of the following tasks:
   • Search for and select an available appointment. See Searching for Open Appointments in Calendar View in AcuityLogic POS.
   • Right-click a time slot on the appointment grid and select New Appointment.
   • Click and drag your mouse cursor over an available time slot on the appointment grid, right-click, and select New Appointment.

   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

   Currently, 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 appears as blocked.

7. To add a note that explains the reason for the nonpatient appointment, follow the instructions 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 non-patient appointment.
8. Click OK to save the nonpatient appointment.

   The nonpatient appointment displays in Calendar View.

1. Open Calendar View. See Opening the Scheduler in AcuityLogic POS.
2. Navigate to the appointment you want to modify. See Navigating Calendar View in AcuityLogic POS.
3. Perform one of the following tasks:
   • Double-click the appointment you want to modify.
   • Right-click the appointment you want to modify and select Edit Selected Appointment.

   The Schedule Appointment window opens.

4. Modify the appointment as needed. See To schedule new appointments in Calendar View.