Add an Appointment

Create an appointment in the Scheduling Calendar.

• The Allow Practitioner To See Other Practitioner Calendars field in the User Definition form controls whether a user can view other practitioner's calendars.
• Staff member availability is maintained in the Staff Members Hours and Exceptions form. 

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.
3. The Add New Appointment form displays.
4. 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.
5. 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.
   • Appointments including 3+ team members display this icon in the Scheduling Calendar.
6. Enter the Service Code Name or ID#, and select the appropriate service code from the list of matches.
7. Select the Appointment Status from the drop-down list. This field defaults from the Appointment Status Default Value registry setting.
8. Select the Recurrence Schedule from the drop-down list.  Choosing Other in this field allows you 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 selected, in the Recurrence End By field:
     • Select End After to set a limit on the number of appointments created.
     • Select No End to have this appointment recur for one year from the time entered and continues to always be one year out.​
   • 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.
9. In the Sessions field, enter the number of sessions desired for this recurring appointment.
10. For Individual Appointments, enter the Client Name or ID#, and select the client from the list of matches. Select an open episode for the client from the Episode Number drop-down list.
11. For Individual Appointments, in the Client Willing To Pay At Front Desk field, select Yes or No.
    • This field is enabled by the Enable Self-Pay Balance Warning registry setting.
12. Select the appropriate Program from the drop-down list. For Individual Appointments, the program defaults from the selected episode.
    • This field becomes required once the Service Code is selected.
13. Select the appointment Location from the drop-down list.
14. The Practitioner field automatically populates from the selection made in the Scheduling Calendar. Edit if necessary.
15. If applicable, enter the Name or ID# of the First Co-Practitioner and select the practitioner from the list. Enter the First Co-Practitioner Duration.
16. If applicable, enter the same information for the Second Co-Practitioner and select the practitioner from the list. Enter the Second Co-Practitioner Duration.
17. For Group Appointments, enter the Group Name or ID#, and select the group from the list of matches. The # of Clients field automatically updates with the number of clients in the selected group.
18. In the Additional Service Information field:
    • Select Interactive Complexity if it is present during the service.  The system will also render the Interactive Complexity service code associated to the service code.
      • Interactive Complexity is only available for service codes that are defined as Evaluation Management, Psychotherapy, or Group Therapy in the Service Codes form in myAvatar PM.
    • Select Psychotherapy Add-On if psychotherapy is present during the service.  The system also render the Psychotherapy Add-Om service code associated to the service code.
      • Psychotherapy Add-On is only available for service codes that are defined as Evaluation Management.
19. In the Resource field, search for and select a resource to reserve for this appointment.
    • Resources are set up in the Resource Definition form and cannot be overbooked.
    • To remove a resource, search for and select the already-selected resource. A message will appear, providing you with the option to remove the resource from this appointment.
20. The Resource List field displays all resources that have been assigned to this appointment.
21. In the Room field, search for and select a room to reserve for this appointment. All resources assigned this room will populate in the Resource List for the appointment. Rooms are set up in the Room Definition form.
22. In the Reason for Visit Note field, enter any relevant comments about the reason for this appointment.
23. In the Is This A Transition Of Care? field, select whether or not this appointment represents a transition in care. This field is used for Meaningful Use reporting to designate when a client is considered a transition of care encounter.
24. Click Submit.