Appointments Section

Use this section to add new appointments. Existing appointments can be edited or removed to accommodate schedule changes.

Prerequisites:

• An appointment date must be entered, and an appointment site must be selected in the Post Staff Activity Log section.

1. In the Appointments table, click Add New Item.
2. Enter the Appointment Start Time, End Time, and Duration.
   • The End Time field is enabled by the Post Staff Activity Log - Fields to Include registry setting.
   • If the duration exceeds the time scheduled for the staff member, the Staff Time Scheduled (In Minutes) Has Been Exceeded message displays. Click OK to enter a different number of minutes.
3. Enter the Service Code, and select the appropriate service code from the list of matches.
   If editing an existing appointment, an individual service code cannot be replaced with a group service code, and vice versa.
4. For Individual Appointments, enter the Client Name or ID#, and select the client from the list. Select an open episode for the client from the Episode drop-down list.
5. For Group Appointments, enter the Group Name or ID#, and select the group from the list. Once a group is selected, a dialog box displays to default the current members of the group in the appropriate fields. Click Yes to default the current group members in the Group Members section. Click No to enter group members individually in the Group Members section.
6. The Program associated with the selected episode displays by default. Select or choose another Program from the drop-down list.
7. Select the Appointment Status from the drop-down list.
8. The Location associated with the selected program displays by default. Select or choose another location from the drop-down list.
9. If applicable, in the Co Staff Member and Second Co Staff Member fields, enter the staff name or ID, and select the appropriate person from the list of matches.
10. In the Additional Service Information field:  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. Psychotherapy Add-On is only available for service codes that are defined as Evaluation Management.
    • 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.
    • Select Psychotherapy Add-On if psychotherapy is present during the service. The system will also render the Psychotherapy Add-On service code associated to the Service Code.
11. In the Resource field, select up to 10 site resources (Resource Definition form) to reserve for the appointment.
12. In the Room field, search for and select one of the facility's rooms (Room Definition form) to reserve for this appointment. All resources assigned to this room will automatically populate for the appointment.
13. 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.