Waiting Room configuration

Required Product Updates

Avatar PM 2022 Update 138
Appointment Scheduling 2023 Update 5
Avatar Appointment Scheduling 2023 Update 11
RADplus 2023 Update 28
Avatar NX 2023.06

Registry Setting

Enable Clinic Scheduling
- Clinic Scheduling is enabled by setting the registry setting ‘Enable Clinic Scheduling Functionality’ to ‘Y’.
  - Clinic Scheduling must be enabled to add the Time Slots Worklist section to Site Registration.

View Definition

Waiting Room is designed as a widget that must be added to a console. The recommended setup is:

Create a Waiting Room Front Desk View and add the widget 'Walk-In Clinic Registration/Waiting Room' (NTST_CLINICAWAITINGROOM).
Create the Waiting Room Staff View and add the widget 'Walk-In Clinic/Waiting Room' (NTST_CLINICBWAITINGROOM).
Optionally add the new Waiting Room widget(s) as appropriate as Associated views to another user view in order to include them in a myAvatar NX view workflow.
Associate the new Waiting Room views to appropriate user and user role Home Views via NX View Definition.

Waiting Room configuration items

Item	Description
Site Registration	In Site Registration, the Waiting Room settings allow for optionally selecting which users and/or user roles are granted access to the Waiting Room. This may remain disabled, and User and User Role Definition permissions will still apply. Note: When Clinic Scheduling is enabled via registry settings, the Time Slots section is added to Site Registration.
Site/User Access Limitations	To ensure that staff can only view and modify data at specific sites, Waiting Room respects client access permissions that are enforced. Site-based access permissions are determined based on the logged-in user’s Scheduling Calendar permissions. Waiting Room also provides for a secondary site-level configuration used to grant Waiting Room access without full Scheduling Calendar user permissions. In Site Registration under Waiting Room settings, when Limit Waiting Room Access is set to 'Yes', a system administrator may grant access permissions by user role or to specific users via the enabled multi-select fields User roles to have Waiting Room access to this site and/or Users to have Waiting Room access to this site.
Time Slots Worklist	Waiting Room requires at least one time slot to be configured in order for a site to be available to the Waiting Room. Time slots are not required while adding a client to the Waiting Room list, but only sites with one or more time slots defined will be available. When Clinic Scheduling is enabled, a Time Slots section is added to Site Registration. From this section, an administrator may access the Time Slots Worklist, which allows organizations to define available walk-in time slots and indicate the services that may be provided during those time slots. The Time Slots effective date should be the current or a past date. Additional core required time slot fields include: Days of Week Define which days the time slot is considered available. If a time slot is intended to only be available on Monday, for example, that may be configured. At least one day of the week must be selected. Week Of Month If a time slot is only for the first week of a month, for example, that may be configured. At least one week must be selected. Start Time If the walk-in clinic operates in 20-minute time segments starting at 9:00, the start times may be 9:00, 9:20, and so on. Duration (Minutes) If the walk-in clinic operates in 20-minute time segments, the duration will be 20. Number of Time Slots This field is required to be at least '1', but does not impact Waiting Room and may be kept at 1. End Time End time will calculate based on the Start Time and Duration. Appt Slots Available If the agency always references the number of staff members scheduled for Clinic Hours, set the Appt Slots Available to '0' (see Service Codes). If Clinic Hours appointments will not be scheduled, or if there will always be a minimum number of staff members available, set the anticipated number of available staff members that will be available to visit with walk-in clients during the selected time. Valid Disciplines When set, the appropriate disciplines for the selected time slot display in Waiting Room. This field is not required. Valid Service(s) When set, only valid services may be selected in Waiting Room when adding a walk-in client. This field is not required. Restricted Not used by Waiting Room Allow Overbooking Recommended to set to 'Yes'. Users and user roles that may add new appointments may require overbooking permission as well. Notes Not used by Waiting Room.
Service Codes	Waiting Room leverages the Clinic Hours option on the Service Codes form that may be applied to staff-only service codes. This setting allows for scheduling staff members for clinic hours via the Scheduling Calendar, which then informs Waiting Room how many staff members are scheduled and have availability within a specific time slot. Example: If a given time slot is configured with two slots available, but six staff members are scheduled and not overbooked during that time slot for an appropriate staff-only service code flagged as Clinic Hours, Waiting Room will flex to display six slots are available. This capability maximizes available staff resources without manually updating Site Registration.