Add a Staff Only Appointment

Sometimes organizations need to schedule time that is not billable, such as time for a staff meeting.

Prerequisites:

• The Require Client ID/Episode/Program registry setting must be set to 'No' to schedule a staff appointment. 

1. In the Calendar box, select the day of the appointment.
2. In the Scheduling Calendar, click and drag the time and duration of the appointment. Right-click the selected time frame and select Add Appointment or right-click the start time of the appointment and select Add Appointment.
   • The calendar is color coded to indicate staff availability.
     Results: The Add New Appointment form displays.
3. The Appointment Site, Date, Duration, Start Time, End Time and Practitioner fields automatically populate from the selections made in the Scheduling Calendar.
   • Appointments with an unspecified End Time are automatically assigned 30 minute increments. Edit as necessary.
4. To schedule the appointment for a team of practitioners, in the Team field, select the appropriate team.
   • Teams are setup in the Team Definition form of RADplus.
5. Enter the Service Code Name or ID# and select the appropriate service code from the list of matches.
6. Select the Appointment Status from the drop down list. This field defaults from the Appointment Status Default Value registry setting.
7. Select the Recurrence Schedule from the drop down list. Choosing Other in this field allows the user to set a customized schedule for how often this appointment will occur.
   • If Other is chosen, in the Every X Days field, enter the frequency of recurrence.
   • If a recurrence other than Once is select, in the Recurrence End By field:
     • Select No End to have this appointment recur indefinitely.
     • Select End After to set a limit on the number of appointments created.
   • If a recurrence of Weekly is selected, check off which days of the week to schedule in the Week Days field.
     • If the scheduled staff member is not available during the day/time selected, a message will appear. You will be given the option to have the system search for additional dates during which the staff member is available. Select the desired dates and click OK.
8. In the Sessions field, enter the number of sessions desired for this recurring appointment.
9. Select the appropriate Program from the drop down list.
10. Select the appointment Location from the drop down list.
11. Enter other information as appropriate.
12. Click Submit.
     

Note: The appointment will appear green on the calendar, to indicate that it is a staff-only appointment. Right-clicking on the appointment will show that the Check-In and Check-Out features are not available, as they are not necessary for this type of appointment.