Basics of the EHR Schedule

The Schedule on the EHR can be reached via the Schedule Icon in the bottom navigation menu.

The EHR schedule has most of the same capabilities and functionality as the schedule on the Practice Management System (PMS). Below you will find information about all of the functionality as well as some helpful tips and tricks. 

New appointments can be created by double tapping on the time slot you wish to schedule the patient for. This will bring up a blank appointment card, from which you will fill out the details of the patient's appointment. 

By default, the schedule will always display the user that is logged into the system on the device they are using, and the clinic listed will default to that user's Primary Clinic (this is a setting that can be changed from within each user's profile). Tapping the red text towards the bottom of the screen will allow you to change the schedule to show a different user, clinic, and/or resource. 

All of the day's patients are displayed on both the calendar view, as well as on the left side of the screen in order of appointment time. On the calendar, patient appointment statuses and appointment types are denoted by color, just as they are on the PMS. The color of the patient's appointment corresponds with their appointment status, while the colored vertical bar to the left of the patient's name corresponds to their appointment type. 

On the left side of the screen, all patients are listed in the order that they are on the schedule. The date at the top indicates the day for which you are viewing the calendar (by default, when you log in, that will always be the current date). You can choose to filter for patients scheduling in the morning, the afternoon, or both (denoted by the "All" filter) and you can also search for any patient on the day's schedule using the search bar above the patient names. 

Each patient will have their name listed in the first line, their chief complaint and current appointment status in the second line, and the appointment date and time in the third line. The icon denoted by an exclamation mark in a red triangle means that the patient has an Alert in their chart. 

Tapping on the red text at the bottom of the screen that says "List" will open a new screen that displays all the patients on the schedule for the day in a list format that contains their appointment details as well as the QR code for EZ Check-In. This page can be easily printed by tapping the share icon in the top left and selecting the option to "Print."

Selecting "Waitlist" from the lefthand menu will show you the list of patients that have been placed on the waitlist for the next available appointment. While selecting "Online" from the lefthand menu will show you a list of patients that have requested online appointments. You can further view pending vs. denied appointments from this section as well.  

Tapping on any patient's appointment, either from the calendar itself or from the patient list on the left side of the screen will open up the patient's appointment card. 

From the schedule screen, you can swipe over the calendar from right to left to jump forward one day and you can swipe from left to right to go backward one day. At the top-right of the screen, there are three icons. 

• The calendar icon on the upper right side of the calendar view will allow you to open up a mini calendar to more easily jump to dates in the distant future or distant past if you do not wish to swipe through to them. Just tap on the date you wish to go to. 

• The gear icon in the middle will allow you to customize whether or not you wish to see certain appointment statuses on the schedule or not. For example, if you do not wish to see canceled appointments on the schedule, turn the canceled toggle off. By scrolling to the bottom of the gear icon menu, you are able to save these preferences as default settings by selecting "Save as Default Settings."

• The check icon will immediately bring you back to the current date from whichever date you are currently viewing the schedule on. 

Additional Information:

• Any Clinic Notes (schedule blocks) will be able to be viewed from the EHR schedule and will display identically to the PM System blocks (blue and white striped block). 
• Encounters, Clinic Notes, and Appointment Series can be created from the schedule screen by pinching out with two fingers over the schedule. 
• When creating a patient appointment and looking at the blank appointment card, to choose a patient to schedule, you must tap either to the right or the left of the gray avatar where it says "Unknown Patient"
• Appointment Series will be shown on the EHR calendar as well and are denoted by a colored vertical line running along the indicated time slots. You can tap on this line to open up the details of the Appointment Series and you can tap on the Edit button to make any changes. 

• Clinical staff members will need to change the schedule filters to the providers that they work with, as they will not see any patients on their own schedules until they assign themselves to the patient visit from the Appointment Card.