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Appointment Management

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Manage client appointments, group appointments, and staff-only services within a single form.

  • Appointment Scheduling options and preferences are set up in the User/User Role Definition form.
  • Appointments can only be scheduled for dates and sites for which a practitioner has scheduled time.
  • Staff member availability is maintained in the User/User Role Definition forms.
  • Staff names and service codes are maintained in myAvatar PM.
  • Appointment Management supports overbooking appointments. Overbooking access must be granted in the Site Overbooking Allowable Users form.
  1. Go to: Avatar PM > Appointment Scheduling > Appointment Management
  2. Enter the Name or ID# of the practitioner, and select the appropriate staff member from the list.
  3. If the practitioner is associated with multiple sites, select whether to display the appointments for an Individual Site or All Sites. If Individual is selected, select the appropriate Site from the drop-down list.
  4. Enter the Appointment Start Date and Appointment End Date.
  5. In the Posted Appointments field:
    • Select Yes to include posted appointments, if the associated service has already been deleted.
    • Select No to filter out posted appointments.
  6. In the Appointment Selection Default field, choose to preselect All or None of the appointments in the Add/Edit Appointments screen.
  7. Click Add/Edit Appointments. The Add/Edit Appointment screen displays. This screen is used to create/display client and group appointments, move/delete existing appointments, convert staff appointments to rendered services, post staff appointments, and post appointment charges to the Client Ledger.
  8. In the Add/Edit Appointments table, click New to generate a new appointment row, or click on an existing row to edit.
  9. In the appointment row, enter all information from left to right and click the TAB key after each entry to add the information in that field.  Many of the fields contain drop down lists to select from. Double-click the field to generate its drop-down list.
  10. See below for details regarding certain fields:
    • Duration: Enter the duration of the appointment. As a default, duration can be entered in five-minute increments. If the Support One Minute Increments to Duration registry setting is enabled, duration can be entered in one-minute increments.
    • Service Code: Enter the service code name or ID#. Entering a client service code enables the Client field. Entering a group service code enables the Group field.
    • Client: Enter the client name or ID# and click Save. The client can be overbooked if the user has overbooking access. If the client is overbooked and the user does not have overbooking access, the appointment cannot be saved or posted.
    • Status: Enter the appointment status. This field's default status is controlled through the Appointment Status Default Value registry setting.
    • Location: Enter the location name or ID#.
    • Practitioner, Co-Practitioner, and Referring Practitioner: If another user is scheduling the practitioner through another scheduling form, the Practitioner Locked message displays. Click OK to dismiss the message and change the necessary information.
    • Referring Provider: Enter the referral source name or ID#. This field uses names stored in Avatar PM. Refer to Avatar PM online help for more information.
    • Active Diag 1 and 2: Enter the primary medical diagnosis for the appointment. This field contains all the medical diagnoses associated with the selected client and episode. This field is not available when a group service code is entered in the Service Code field. Diagnoses are assigned to the client in Avatar PM. Refer to Avatar PM online help for more information.
    • Medical Diag 1 and 2: The Active Diag 1 status displays by default. Edit as necessary by entering the ICD-9/ICD-10 description or code associated with the appointment. This field uses names stored in the Diagnosis table, which is maintained Avatar PM. See Avatar PM online help for more information. Editing the diagnosis in this field only changes the service associated with the selected appointment. The original medical diagnosis information is unaffected.
    • Appointment Notes: This note displays in the Staff Daily Schedule report.
    • Missed Visit Code: The missed visit service code must be created in Avatar PM prior to being available in the Add/Edit Appointments screen. Refer to Avatar PM online help for more information. The codes in this field are generated from the missed visit code assignments created in the Site Registration form.
  11. Click Print to generate a report listing available appointments.
  12. When finished, click Save.

Note: When the Post check box is selected and the Save button is clicked, all changes are saved, and all appointments where Post has been checked are posted to the system. When an appointment is posted, the charges are posted to the system for the rendered services. This information is included in the treatment history and can be viewed in the Client Ledger.

► Registry Settings
► See Also
► Test Script

For implementing new systems or new functionality, download the following standard test script for this feature. Please contact your Netsmart representative for more information about Test scripts.