Adding New Appointments in Day and Week View

This topic explains how to schedule appointments in the Appointment Calendar's Day View and Week View settings. For information on scheduling appointments in Book View, see Adding New Appointments in Book View.

1. Open the Appointment Calendar.

   For more information, go to Opening the Appointment Calendar.

2. Locate the time slot you want, and use one of the following methods to open the Add Appointment window:
   • Double-click the time slot.
   • Right-click the time slot, and select Schedule Selected Patient or New Appointment.

   The Add Appointment window opens.

3. If required, search for the patient for whom you are scheduling the appointment. If no matches are found, click + Patient to add a new patient.
   When you add a new patient from the Add Appointment window, you're prompted to enter only the basic required demographic information. You will need to add additional demographic information later to complete the patient's record.

4. To see and edit the patient's demographics, insurance plan, and eligibility/authorization information, click the Patient Details button next to the patient's name in left-side patient information panel. For more information, see Reviewing and Modifying Patient Information from the Appointment Calendar

5. Select the Service Type.
6. Select the patient's Vision Insurance and Medical Insurance. You are required to select at least one insurance plan.

   An icon indicates whether the selected insurance plan has eligibilities. To add a new eligibility, select Add Eligibility/Authorization from the Insurance drop-down list. For more information, go to Adding Patient Insurance in Add Appointment.

   To add a new insurance plan for the patient, select Add Insurance or Check for VSP Insurance from the drop-down list. For more information, go to Adding Patient Insurance in Add Appointment.

   The Vision Insurance drop-down list displays only vision insurance plans or plans that are both vision and medical. The Medical Insurance drop-down list displays only medical insurance plans or plans that are both vision and medical.
7. Select Pre-Appointment to mark the appointment as a pre-appointment.
   A pre-appointment is a future appointment created at the time the patient checks out from their current appointment, instead of when the patient is recalled.
8. Select the Appointment Time and Appointment Duration.
9. To view the patient's Appointment History, click View History.
10. To indicate whether the appointment has been confirmed, under Confirmation Status, select one of the following options:
    • Not Confirmed
    • Left Message
    • Not Available
    • Confirmed
      Most new appointments default to Not Confirmed. An appointment will default to Confirmed if the current date falls within the Auto Confirm Appointment in Advance range set in Administration.
11. To indicate the appointment status, under Appointment Status, select one of the following options:
    • Scheduled
    • No Show
    • Checked In
    • Checked Out
    • Walk In
12. Record any Appointment Notes.

    In the Appointment Calendar, an icon indicates when an appointment has a note associated with it.

    The note text appears in the patient information panel when you select an appointment. You can also view these notes in the Correspondence: Notes window. For more information, go to Searching Existing Notes.

    You can include these notes on the Patient Audit Report. For more information, go to Generating the Patient Audit Report.

13. If the note is urgent, select Urgent.
14. If the note requires follow up, select Follow-Up.
15. Click Save.