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Avatar Appointment Scheduling 2023 Update 11

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Product Requirements / Recommendations

Avatar Appointment Scheduling required
Avatar PM required
RADplus required
Avatar Cal-PM

Recommended Update Level

Avatar Appointment Scheduling 2023 Update 2
Avatar Appointment Scheduling 2023 Update 5

Additional Requirements

Avatar NX Release 2023.03.00
Avatar NX Release 2023.06.00.01

Please NOTE: Avatar Appointment Scheduling 2023 Update 34 should be installed to resolve an issue found in Avatar Appointment Scheduling 2023 Update 11

Product Update Form Description

Avatar Appointment Scheduling is enhanced to support 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets.

Included Updates

2, 5, 6, 7

Required Updates

 

Avatar Appointment Scheduling 2023 Update 5
Avatar Appointment Scheduling 2023 Update 2
Details
NEW1 CHANGED0 FIXED0
New (1)
Appointment Scheduling - Waiting Room
Avatar Appointment Scheduling is enhanced to support the 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets.
Value Added: Support for Clinic Hours and Waiting Room functionalities
Topics
• Add New Appointment • Clinic Scheduling • NX • Query/Reporting • Scheduling Calendar • Site Registration • Waiting Room
 
Acceptance Tests
AV-87892 Summary | Details
Appointment Scheduling - Waiting Room
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
  • Site Registration
  • Registry Settings (PM)
  • Scheduling Calendar - Find New Appointment
Scenario 1: Waiting Room - Validate the 'Walk-In Clinic Registration/Waiting Room' widget
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A), (Time Slot A).
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Validate the 'Select Waiting Room/Site and Time Slot' field label is displayed.
  3. Validate the 'Waiting Room/Site' field is displayed. This field will contain all sites configured with time slots for clinic hours.
  4. Validate the 'Time Slot' field is displayed. This field will contain all time slots defined for the selected site on the given day.
  5. Validate the 'Add To Waitlist' field label is displayed.
  6. Validate the 'Add Client' field is displayed.
  7. Validate the 'Select Episode' field is displayed.
  8. Validate the 'Select Program' field is displayed.
  9. Validate the 'Location' field is displayed.
  10. Validate the 'Req. Pract. Type' field is displayed.
  11. Validate the 'Req. Pract. Gender' field is displayed.
  12. Validate the 'Req. Practitioner' field is displayed.
  13. Validate the 'Phone-In/Expected' field is displayed.
  14. Validate the 'Telehealth' field is displayed.
  15. Validate the 'Reason For Visit' field is displayed.
  16. Validate the 'Priority' field is displayed.
  17. Validate the 'Add To Waitlist' field is displayed.
  18. Validate the 'Order' column is displayed.
  19. Validate the 'Type' column is displayed.
  20. Validate the 'Name' column is displayed.
  21. Validate the 'Time Slot' column is displayed.
  22. Validate the 'Time Added' column is displayed.
  23. Validate the 'Time Waiting' column is displayed.
  24. Validate the 'Reason For Visit' column is displayed.
  25. Validate the 'Req. Practitioner' column is displayed.
  26. Validate the 'Pract. Gender' field is displayed.
  27. Validate the 'Service Code' column is displayed.
  28. Validate the 'Program' column is displayed.
  29. Validate the 'Action' column is displayed.
  30. Select "Site A" in the 'Waiting Room/Site' field.
  31. Select "Time Slot A" in the 'Time Slot' field.
  32. Select "Client A" in the 'Add Client' field.
  33. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  34. Select the desired value in the 'Location' field.
  35. Select the desired value in the 'Req. Pract. Type' field.
  36. Select the desired value in the 'Req. Pract. Gender' field.
  37. Select the desired practitioner in the 'Req. Practitioner' field. Please note: the practitioners available for selection will be filtered based on the values selected in steps 35 & 36.
  38. Select the desired value in the 'Select Service' field.
  39. Enter the desired value in the 'Reason for Visit' field.
  40. Select "Yes" in the 'Priority' field.
  41. Click [Add To Waitlist].
  42. Validate a message is displayed stating: Saved.
  43. Click [OK].
  44. Validate "Client A" is now displayed on the Waitlist and has moved to the top since they were marked as a priority. Note: if no other clients are marked as a priority, this client will be moved first. If there are other clients who were marked priority previously, this client will come after the existing priority clients.
  45. Validate the 'Type' field contains a red exclamation mark icon indicating this is a priority client.
  46. Validate all other populated data displays as expected.
Scenario 2: Waiting Room - Validate the Staff View 'Walk-In Clinic/Waiting Room' widget
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A), (Time Slot A).
  • Staff members are defined with hours for scheduling at "Site A".
  • Two clients are enrolled in existing episodes (Client A & Client B).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room/Site' field.
  3. Select "Client A" in the 'Add Client' field.
  4. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  5. Select the desired value in the 'Location' field.
  6. Select "Yes" in the 'Priority' field.
  7. Click [Add to Waitlist] and [OK].
  8. Validate the client is added to the Waitlist.
  9. Select "Client B" in the 'Add Client' field.
  10. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  11. Select the desired value in the 'Location' field.
  12. Select "No" in the 'Priority' field.
  13. Click [Add to Waitlist] and [OK].
  14. Validate the client is added to the Waitlist.
  15. Validate the Waitlist displays the clients in the following order:
  16. Client A - marked priority
  17. Client B - not marked priority
  18. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  19. Validate the 'Waiting Room/Site' field is displayed.
  20. Validate the 'Type' column is displayed.
  21. Validate the 'Name' column is displayed.
  22. Validate the 'Time Slot' column is displayed.
  23. Validate the 'Time Added' column is displayed.
  24. Validate the 'Time Waiting' column is displayed.
  25. Validate the 'Reason for Visit' column is displayed.
  26. Validate the 'Req. Practitioner' column is displayed.
  27. Validate the 'Pract. Type' column is displayed.
  28. Validate the 'Pract. Gender' column is displayed.
  29. Validate the 'Service Code' column is displayed.
  30. Validate the 'Program' column is displayed.
  31. Validate the 'My Appointments' field is displayed with a "Yes (Y)" option which will add the ability to only filter on the logged in staff members appointments in the waiting room.
  32. Select "Site A" in the 'Waiting Room/Site' field.
  33. Validate the Waitlist displays the clients in the following order:
  34. Client A - marked priority
  35. Client B - not marked priority
  36. Validate the 'Action' field contains only "Add to Calendar" and "Add+In Treatment".
  37. Select "Add to Calendar" in the 'Action' field for "Client A".
  38. Validate the 'Scheduling Calendar - Appointment Details' form is displayed.
  39. Select the practitioner associated to the logged in user in the 'Practitioner' field.
  40. Populate all required and desired fields for the appointment and click [Submit].
  41. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  42. Validate the 'Type' field is now displayed with a red calendar icon, indicating "Client A" has a scheduled appointment that has been marked priority.
  43. Select "Add to Calendar" in the 'Action' field for "Client B".
  44. Validate the 'Scheduling Calendar - Appointment Details' form is displayed.
  45. Select a practitioner not associated to the logged in user in the 'Practitioner' field.
  46. Populate all required and desired fields for the appointment and click [Submit].
  47. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  48. Validate the 'Type' field is now displayed with a calendar icon, indicating "Client B" has a scheduled appointment that has been marked priority.
  49. Validate the 'Action' field contains only "In Treatment" since appointments have been scheduled.
  50. Click "Yes" in the 'My Appointments' field.
  51. Validate only "Client A" is now displayed in the Waitlist.
  52. De-select "Yes" in the 'My Appointments' field.
  53. Validate both "Client A" and "Client B" are now displayed.
  54. Select "In Treatment" in the 'Action' field for "Client A".
  55. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  56. Click [Yes].
  57. Validate "Client A" is no longer displayed on the Waitlist.
  58. Access the 'Scheduling Calendar' form.
  59. Validate the appointment for "Client A" is displayed and is checked in.
  60. Click [Dismiss].
Scenario 3: Waiting Room - Validate waiting room actions for a walk-in client
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A staff member is defined with hours for scheduling at "Site A" (Staff Member A).
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select the desired value in the 'Time Slot' field.
  4. Select "Client A" in the 'Add Client' field.
  5. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  6. Select the desired value in the 'Location' field.
  7. Enter the desired value in the 'Reason for Visit' field.
  8. Click [Add to Waitlist] and [OK].
  9. Validate the client is added to the Waitlist.
  10. Validate the 'Type' field now contains a calendar icon with a + sign, indicating this is a walk-in client that has arrived for their visit.
  11. Validate the 'Action' field contains the following values:
  12. Add to Calendar (When a phone-in client has arrived, the 'Add to Calendar' action may be used to create an appointment on the staff member’s calendar).
  13. Add+In Treatment (Same as 'Add to Calendar', but indicates that the client has been taken from the waiting room for their visit. Sets the status to 'In Treatment', removes the client from the Waitlist and checks in the appointment).
  14. Telehealth (Clients that are present, who were not initially marked for telehealth on arrival or have been checked in for a previously-scheduled appointment who are waiting for a telehealth room may be set as such via an action).
  15. In Treatment (This will remove the client from the Waitlist, but will not require the creation of an appointment).
  16. Find Appt (This will launch the 'Find New Appointment' screen to give visibility into staff scheduled for clinic hours).
  17. Dismiss (For phone-in clients, client will be removed from the Waitlist).
  18. Select "Telehealth" in the 'Action' field.
  19. Validate the 'Type' field now contains a green camera icon, indicating this is a walk-in client waiting for a Telehealth room.
  20. Select "Dismiss" in the 'Action' field.
  21. Validate the client is no longer displayed on the Waitlist.
Scenario 4: Waiting Room - Validate waiting room actions for a phone-in client
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A staff member is defined with hours for scheduling at "Site A" (Staff Member A).
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select the desired value in the 'Time Slot' field.
  4. Select "Client A" in the 'Add Client' field.
  5. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  6. Select the desired value in the 'Location' field.
  7. Select "Yes" in the 'Phone-In/Expected' field.
  8. Enter the desired value in the 'Reason for Visit' field.
  9. Click [Add to Waitlist] and [OK].
  10. Validate the client is added to the Waitlist.
  11. Validate the 'Type' field contains a phone icon, indicating this is a phone-in client that is expected but has not yet arrived.
  12. Validate the 'Action' field contains the following values:
  13. Mark as Present (The ‘Mark as Present’ action will enable phone-in clients that have arrived to be changed from "Expected" to "Present" status).
  14. Add to Calendar (When a phone-in client has arrived, the 'Add to Calendar' action may be used to create an appointment on the staff member’s calendar).
  15. Add+In Treatment (Same as 'Add to Calendar', but indicates that the client has been taken from the waiting room for their visit. Sets the status to 'In Treatment', removes the client from the Waitlist and checks in the appointment).
  16. Telehealth (Clients that are present, who were not initially marked for telehealth on arrival or have been checked in for a previously-scheduled appointment who are waiting for a telehealth room may be set as such via an action).
  17. In Treatment (This will remove the client from the Waitlist, but will not require the creation of an appointment).
  18. Find Appt (This will launch the 'Find New Appointment' screen to give visibility into staff scheduled for clinic hours).
  19. Dismiss (For phone-in clients, client will be removed from the Waitlist).
  20. Select "Mark As Present" in the 'Action' field.
  21. Validate the 'Type' field now contains a calendar icon with a + sign, indicating this phone-in client has arrived for their visit.
  22. Select "Dismiss" in the 'Action' field.
  23. Validate the client is no longer displayed on the Waitlist.
Scenario 5: Waiting Room - Validate waiting room actions for a scheduled appointment
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A staff member is defined with hours for scheduling at "Site A" (Staff Member A).
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Select "Site A" in the 'Site' field.
  3. Select "Staff Member A" in the 'Staff members' field.
  4. Right click in any available time and click [Add Appointment].
  5. Select the desired value in the 'Service Code' field.
  6. Select "Client A" in the 'Client' field.
  7. Populate all other required/desired fields.
  8. Click [Submit].
  9. Validate the appointment is displayed.
  10. Right click on the appointment and click [Check In].
  11. Validate the 'Scheduling Calendar - Check In' form is displayed.
  12. Click [Submit].
  13. Validate the appointment now displays with the checked in icon.
  14. Click [Dismiss].
  15. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  16. Validate the checked in client is now visible in the waiting room.
  17. Validate the 'Type' field contains a calendar icon indicating this client has a scheduled visit.
  18. Validate the 'Action' field contains the following values:
  19. Telehealth (Clients that are present, who were not initially marked for telehealth on arrival or have been checked in for a previously-scheduled appointment who are waiting for a telehealth room may be set as such via an action).
  20. In Treatment (Sets the status to 'In Treatment' and removes the client from the Waitlist).
  21. Cancel Appt (For existing appointments, files a cancellation and removes client from the Waitlist).
  22. Select "Telehealth" in the 'Action' field.
  23. Validate the 'Type' field now contains a blue camera icon, indicating this client has a scheduled Telehealth visit.
  24. Select "Cancel Appt" in the 'Action' field.
  25. Validate the client is no longer displayed on the Waitlist.
  26. Access the 'Scheduling Calendar' form.
  27. Validate the appointment for "Client A" now displays as cancelled.
  28. Click [Dismiss].
Scenario 6: Waiting Room - Validate waiting room actions for a client with no active episodes
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A client is defined that has no active episodes (Client A).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select the desired value in the 'Time Slot' field.
  4. Select "Client A" in the 'Add Client' field.
  5. Validate the 'Select Episode' field does not contain a value.
  6. Click [Add To Waitlist] and [OK].
  7. Validate the client has been added to the Waitlist.
  8. Validate the 'Action' field contains the following values:
  9. Admission
  10. Telehealth
  11. Dismiss
  12. Select "Admission" in the 'Action' field. Please note: this action will only be available for clients without an active episode.
  13. Validate the 'Admission' form is displayed.
  14. Click [Add].
  15. Populate all required and desired values to add a new episode for "Client A".
  16. Click [Submit].
  17. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is displayed.
  18. Validate the 'Action' field no longer contains "Admission" since the client now has an active episode.
  19. Select "Dismiss" in the 'Action' field.
  20. Validate the client is no longer displayed on the Waitlist.
Scenario 7: Waiting Room - Validate checked in appointments display in the 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets must be accessible on the user's myDay.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A staff member is defined with hours for scheduling at "Site A" (Staff Member A).
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Select "Site A" in the 'Site' field.
  3. Select "Staff Member A" in the 'Staff members' field.
  4. Right click in any available time and click [Add Appointment].
  5. Select the desired value in the 'Service Code' field.
  6. Select "Client A" in the 'Client' field.
  7. Populate all other required/desired fields.
  8. Click [Submit].
  9. Validate the appointment is displayed.
  10. Right click on the appointment and click [Check In].
  11. Validate the 'Scheduling Calendar - Check In' form is displayed.
  12. Click [Submit].
  13. Validate the appointment now displays with the checked in icon.
  14. Click [Dismiss].
  15. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  16. Validate the checked in client is now visible in the waiting room.
  17. Navigate to the 'Walk-in Clinic/Waiting Room' widget (Staff View).
  18. Validate the checked in client is now visible in the waiting room.
Scenario 8: Waiting Room - Add To Waitlist
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A staff member is defined with hours for scheduling at "Site A" (Staff Member A).
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select the desired value in the 'Time Slot' field.
  4. Select "Client A" in the 'Add Client' field.
  5. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  6. Select the desired value in the 'Location' field.
  7. Select the desired value in the 'Req. Pract. Type' field.
  8. Select the desired value in the 'Req. Pract. Gender' field.
  9. Select the desired value in the 'Req. Practitioner' field. Please note: only practitioners who meet the criteria populated in steps 7&8 will be displayed.
  10. Select the desired value in the 'Select Service' field.
  11. Select "Yes" in the 'Phone-In/Expected' field.
  12. Select "Yes" in the 'Telehealth' field.
  13. Enter the desired value in the 'Reason for Visit' field.
  14. Select "Yes" in the 'Priority' field.
  15. Click [Add to Waitlist] and [OK].
  16. Validate the client is added to the Waitlist.
  17. Validate the 'Type' field contains a red phone icon, indicating this is a high priority phone-in client that is expected but has not yet arrived.
  18. Validate the 'Name' field contains "Client A".
  19. Validate the 'Time Slot' field contains the selected time slot.
  20. Validate the 'Time Added' field contains the time added to the Waitlist.
  21. Validate the 'Time Waiting' field contains the time waiting displayed in minutes.
  22. Validate the 'Reason for Visit' field contains the value entered in the previous steps.
  23. Validate the 'Req. Practitioner.' field contains the practitioner selected in the previous steps.
  24. Validate the 'Pract. Type' field contains the value selected in the previous steps.
  25. Validate the 'Pract. Gender' field contains the value selected in the previous steps.
  26. Validate the 'Service Code' field contains the value selected in the previous steps.
Scenario 9: Waiting Room - Validate time slot availability
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A "Provider" only service code is defined with "Yes" selected for 'Clinic Hours' (Service Code A).
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • Three clients are enrolled in existing episodes (Client A & Client B & Client C).
Steps
  1. Access the 'Site Registration' form for "Site A".
  2. Select the "Time Slots" section.
  3. Click [Launch Time Slot Worklist].
  4. Click [New Row].
  5. Select all week days in the 'Days of the Week' field.
  6. Select all weeks of the month in the 'Weeks of Month' field.
  7. Enter the desired time in the 'Start Time' field.
  8. Validate the 'End Time' field is populated according to the 'Duration'.
  9. Enter "2" in the 'Appt Slots Available' field.
  10. Select "Service Code A" in the 'Valid Service(s)' field.
  11. Click [Save] and [Yes].
  12. Submit the form. Please note: this time slot will now be referred to as "Time Slot A".
  13. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  14. Select "Site A" in the 'Waiting Room Site' field.
  15. Validate the 'Time Slot' field contains "Time Slot A" with the following information: "Total:2 Available:2 Number of Clients:0".
  16. Select "Time Slot A" in the 'Time Slot' field.
  17. Select "Client A" in the 'Add Client' field.
  18. Click [Add To Waitlist] and [OK].
  19. Validate "Client A" has been added to the Waitlist.
  20. Validate "Site A" and "Time Slot A" are still selected.
  21. Select "Client B" in the 'Add Client' field.
  22. Click [Add To Waitlist] and [OK].
  23. Validate "Client B" has been added to the Waitlist.
  24. Validate "Site A" and "Time Slot A" are still selected.
  25. Validate the 'Time Slot' field contains the following information: "Total:2 Available:0 Number of Clients:2".
  26. Select "Client C" in the 'Add Client' field.
  27. Click [Add To Waitlist].
  28. Validate a message is displayed stating: Selected time slot is not available for scheduling.
  29. Click [OK].
  30. Validate "Client C" has not been added to the Waitlist.
  31. Select "Add+In Treatment" in the 'Action' field for "Client A".
  32. Validate the 'Scheduling Calendar - Appointment Details' form is displayed.
  33. Populate all required and desired fields for the appointment and click [Submit].
  34. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  35. Validate "Client A" is no longer displayed on the Waitlist.
  36. Select "Add+In Treatment" in the 'Action' field for "Client B".
  37. Validate the 'Scheduling Calendar - Appointment Details' form is displayed.
  38. Populate all required and desired fields for the appointment and click [Submit].
  39. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  40. Validate "Client B" is no longer displayed on the Waitlist.
  41. Validate the 'Time Slot' field contains the following information: "Total:2 Available:0 Number of Clients:2".
  42. "Client A" and "Client B" will continue to occupy the time slots until they have been checked out.
  43. Access the 'Scheduling Calendar' form.
  44. Validate the checked in appointments for "Client A" and "Client B" are displayed.
  45. Right click on the appointment for "Client A" and click [Check Out].
  46. Validate the 'Scheduling Calendar - Check Out' form is displayed.
  47. Click [Submit].
  48. Validate the appointment for "Client A" now displays as checked out.
  49. Right click on the appointment for "Client B" and click [Check Out].
  50. Validate the 'Scheduling Calendar - Check Out' form is displayed.
  51. Click [Submit].
  52. Validate the appointment for "Client B" now displays as checked out.
  53. Click [Dismiss].
  54. Navigate back to the 'Walk-in Clinic Registration/Waiting Room' widget.
  55. Select "Site A" in the 'Waiting Room Site' field.
  56. Validate the 'Time Slot' field contains "Time Slot A" with the following information: "Total:2 Available:2 Number of Clients:0".
  57. Both slots are now available since "Client A" and "Client B" have been checked out.
  58. Select "Time Slot A" in the 'Time Slot' field.
  59. Select "Client C" in the 'Add Client' field.
  60. Click [Add To Waitlist] and [OK].
  61. Validate "Client C" is now displayed on the Waitlist.
  62. Select "In Treatment" in the 'Action' field for "Client C".
  63. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  64. Click [Yes].
  65. Validate the 'Time Slot' field contains the following information: "Total:2 Available:1 Number of Clients:1".
  66. Wait until the selected time slot time has passed.
  67. Validate the 'Time Slot' field contains the following information: "Total:2 Available:2 Number of Clients:0".
  68. When a client is moved to "In Treatment" without an appointment and is associated to a time slot, the selected time slot will become available again after the time slot has ended.
Scenario 10: Waiting Room - Walk in Prioritization
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets must be accessible on the user's myDay view.
  • A "Provider" only service code is defined with "Yes" selected for 'Clinic Hours' (Service Code A).
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • No clients are currently in the waiting room for "Site A".
  • Five clients are enrolled in existing episodes (Client A & Client B & Client C & Client D & Client E).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select "Client A" in the 'Add Client' field.
  4. Click [Add To Waitlist] and [OK].
  5. Validate "Client A" displays in the Waitlist in the first row.
  6. Select "Client B" in the 'Add Client' field.
  7. Click [Add To Waitlist] and [OK].
  8. Validate "Client B" displays in the Waitlist in the second row.
  9. Select "Client C" in the 'Add Client' field.
  10. Select "Yes" in the 'Priority' field.
  11. Click [Add To Waitlist] and [OK].
  12. Validate "Client C" displays in the Waitlist and is moved to the first row since this client was marked a priority.
  13. Validate "Client A" now displays in the second row and "Client B" displays in the third row.
  14. Select "Client D" in the 'Add Client' field.
  15. Click [Add To Waitlist] and [OK].
  16. Validate "Client D" displays in the Waitlist in the fourth row.
  17. Select "Client E" in the 'Add Client' field.
  18. Select "Yes" in the 'Priority' field.
  19. Click [Add To Waitlist] and [OK].
  20. Validate "Client E" displays in the Waitlist and is moved to the second row since this client was marked a priority.
  21. Validate the Waitlist order now displays as follows:
  22. Client C
  23. Client E
  24. Client A
  25. Client B
  26. Client D
  27. Validate the 'Order' field contains up/down arrows to move clients up/down the Waitlist. The first row will only contain a down arrow & the last row will only contain an up arrow.
  28. Select the last row and click the up arrow.
  29. Validate the Waitlist order now displays as follows:
  30. Client C
  31. Client E
  32. Client A
  33. Client D
  34. Client B
  35. Select the first row and click the down arrow.
  36. Validate the Waitlist order now displays as follows:
  37. Client E
  38. Client C
  39. Client A
  40. Client D
  41. Client B
  42. Navigate to the staff 'Walk-In Clinic/Waiting Room' widget.
  43. Validate the Waitlist order now displays as follows:
  44. Client E
  45. Client C
  46. Client A
  47. Client D
  48. Client B
  49. Please note: this widget will not have the option to re-order the clients in the waiting room.
Scenario 11: Waiting Room - Waiting Room Status, Type, and SQL Validations
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • Two clients are enrolled in existing episodes (Client A & Client B).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select the desired value in the 'Time Slot' field.
  4. Select "Client A" in the 'Add Client' field.
  5. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  6. Select the desired value in the 'Location' field.
  7. Select "Yes" in the 'Phone-In/Expected' field.
  8. Enter the desired value in the 'Reason for Visit' field.
  9. Click [Add to Waitlist] and [OK].
  10. Validate the client is added to the Waitlist.
  11. Validate the 'Type' field contains a phone icon, indicating this is a phone-in client that is expected but has not yet arrived.
  12. Access Crystal Reports or other SQL Reporting Tool.
  13. Create a report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  14. Validate there is a row for "Client A" with all previously filed data populated.
  15. Validate the 'status_code' field contains "01".
  16. Validate the 'status_value' field contains "Expected".
  17. Navigate back to the 'Walk-in Clinic Registration/Waiting Room' widget.
  18. Select "Mark as Present" in the 'Action' field.
  19. Validate the 'Type' field is now displayed with a calendar with a + sign, indicating this is a phone-in client who has arrived for their visit.
  20. Access Crystal Reports or other SQL Reporting Tool.
  21. Refresh the report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  22. Validate the 'status_code' field now contains "02".
  23. Validate the 'status_value' field now contains "Present".
  24. Navigate back to the 'Walk-in Clinic Registration/Waiting Room' widget.
  25. Select "Add to Calendar" in the 'Action' field.
  26. Validate the 'Scheduling Calendar - Appointment Details' form is displayed.
  27. Populate all required and desired fields for the appointment and click [Submit].
  28. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  29. Validate the 'Type' field is now displayed with a calendar icon, indicating the client has a scheduled appointment.
  30. Select "In Treatment" in the 'Action' field.
  31. Validate a message is displayed stating: You are changing the status to In Treatment. Please confirm.
  32. Click [Yes].
  33. Validate the client is no longer displayed on the Waitlist.
  34. Access Crystal Reports or other SQL Reporting Tool.
  35. Refresh the report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  36. Validate the 'status_code' field now contains "03".
  37. Validate the 'status_value' field now contains "In Treatment".
  38. Access the 'Scheduling Calendar' form.
  39. Validate the now checked in appointment for "Client A" is displayed.
  40. Right click on the appointment and click [Check Out].
  41. Validate the 'Scheduling Calendar - Check Out' form is displayed.
  42. Click [Submit].
  43. Validate the checked out appointment is displayed.
  44. Click [Dismiss].
  45. Access Crystal Reports or other SQL Reporting Tool.
  46. Refresh the report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  47. Validate the 'status_code' field now contains "05".
  48. Validate the 'status_value' field now contains "Checked Out".
  49. Navigate back to the 'Walk-in Clinic Registration/Waiting Room' widget.
  50. Select "Site A" in the 'Waiting Room Site' field.
  51. Select the desired value in the 'Time Slot' field.
  52. Select "Client B" in the 'Add Client' field.
  53. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  54. Select the desired value in the 'Location' field.
  55. Select "Yes" in the 'Priority' field.
  56. Click [Add to Waitlist] and [OK].
  57. Validate the client is added to the Waitlist.
  58. Validate the 'Type' field contains a red exclamation mark icon, indicating this is a high priority walk-in client.
  59. Access Crystal Reports or other SQL Reporting Tool.
  60. Refresh the report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  61. Validate there is a row for "Client B" with all previously filed data populated.
  62. Validate the 'status_code' field now contains "02".
  63. Validate the 'status_value' field now contains "Present".
  64. Navigate back to the 'Walk-in Clinic Registration/Waiting Room' widget.
  65. Select "Dismiss" in the 'Action' field.
  66. Validate the client is no longer displayed on the Waitlist.
  67. Access Crystal Reports or other SQL Reporting Tool.
  68. Refresh the report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  69. Validate the 'status_code' field now contains "04".
  70. Validate the 'status_value' field now contains "Canceled".
  71. Close the report.
  72. Create a report using the 'SYSTEM.AppointmentWaitingRoomAudit' SQL table.
  73. Validate all Waiting Room status changes made for "Client A" and "Client B" are displayed.
  74. Close the report.
Scenario 12: Waiting Room - Validate the 'In Treatment' action
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A), (Time Slot A).
  • Two clients are enrolled in an existing episode (Client A & Client B).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select "Client A" in the 'Add Client' field.
  4. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  5. Select the desired value in the 'Location' field.
  6. Click [Add to Waitlist] and [OK].
  7. Validate the client is added to the Waitlist.
  8. Validate the 'Action' field contains "In Treatment". This will remove the client from the Waitlist and not require the creation of an appointment.
  9. Select "In Treatment" in the 'Action' field.
  10. Validate a message is displayed stating: You are changing the status to In Treatment. Please confirm.
  11. Click [Yes].
  12. Validate the client is no longer displayed on the Waitlist.
  13. Access Crystal Reports or other SQL Reporting Tool.
  14. Create a report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  15. Navigate to the row for "Client A".
  16. Validate the 'status_code' field contains "03".
  17. Validate the 'status_value' field contains "In Treatment".
  18. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  19. Select "Site A" in the 'Waiting Room Site' field.
  20. Select "Client B" in the 'Add Client' field.
  21. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  22. Select the desired value in the 'Location' field.
  23. Click [Add to Waitlist] and [OK].
  24. Validate the client is added to the Waitlist.
  25. Navigate to the 'Walk-in Clinic/Waiting Room' widget.
  26. Select "Site A" in the 'Waiting Room/Site' field.
  27. Validate "Client B" is displayed on the Waitlist.
  28. Validate the 'Action' field contains "In Treatment". This gives the practitioner the ability to remove the client from the Waitlist for treatment and not require the creation of an appointment.
  29. Select "In Treatment" in the 'Action' field.
  30. Validate a message is displayed stating: You are changing the status to In Treatment. Please confirm.
  31. Click [Yes].
  32. Validate the client is no longer displayed on the Waitlist.
  33. Access Crystal Reports or other SQL Reporting Tool.
  34. Create a report using the 'SYSTEM.AppointmentWaitingRoom' SQL table.
  35. Navigate to the row for "Client B".
  36. Validate the 'status_code' field contains "03".
  37. Validate the 'status_value' field contains "In Treatment".
  38. Close the report.
Scenario 13: Waiting Room - Validate the 'Find Appt' action
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A "Provider" only service code must be defined with "Yes" selected for 'Clinic Hours' (Service Code A).
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A practitioner is defined with hours in the 'Staff Members Hours and Exceptions' form (Practitioner A).
  • This practitioner also has appointments scheduled for clinic hours in the 'Scheduling Calendar' using "Service Code A".
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room Site' field.
  3. Select "Client A" in the 'Add Client' field.
  4. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  5. Select the desired location in the 'Location' field.
  6. Select "Practitioner A" in the 'Requested Practitioner' field.
  7. Click [Add to Waitlist] and [OK].
  8. Validate the client is added to the Waitlist.
  9. Validate the 'Type' field contains a calendar icon with a + sign, indicating this is a walk-in client that has arrived for their visit.
  10. Select "Find Appt" in the 'Action' field.
  11. Validate the 'Scheduling Calendar - Find New Appointment' form is now displayed.
  12. Validate "Site A" is selected in the 'Search Site(s)' field.
  13. Validate the 'Practitioner' field contains "Practitioner A".
  14. Validate the 'Search Start Date' field contains the current date.
  15. Enter the desired value in the 'Search Duration' field.
  16. Validate the 'Include Staff Scheduled For Clinic Hours' field is displayed with the following values:
  17. Do not include
  18. Include with all available time
  19. Only include clinic hours
  20. Validate "Do not include" is the default value in the 'Include Staff Scheduled For Clinic Hours' field.
  21. Click [Find Availability].
  22. Validate the 'Scheduling Calendar - Find New Appointment' window is displayed.
  23. Validate only regular staff hours are displayed for "Practitioner A".
  24. Click [Cancel].
  25. Select "Include with all available time" in the 'Include Staff Scheduled For Clinic Hours' field.
  26. Click [Find Availability].
  27. Validate the 'Scheduling Calendar - Find New Appointment' window is displayed.
  28. Validate both regular staff hours and clinic hours are displayed for "Practitioner A".
  29. Click [Cancel].
  30. Select "Only include clinic hours" in the 'Include Staff Scheduled For Clinic Hours' field.
  31. Click [Find Appointment].
  32. Validate only clinic hours are displayed for "Practitioner A".
  33. Select the desired appointment date/time and click [OK].
  34. Validate the 'Scheduling Calendar - Appointment Details' form is now displayed.
  35. Validate 'Appointment Date', 'Appointment Start Time', and 'Appointment End Time' contain the value selected in the previous steps.
  36. Enter the desired service code in the 'Service Code' field.
  37. Validate the 'Client' field contains "Client A".
  38. Validate the 'Practitioner' field contains "Practitioner A".
  39. Select the desired value in the 'Location' field.
  40. Click [Submit].
  41. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  42. Validate "Client A" displays with a calendar icon indicating the client has a scheduled appointment.
  43. Access the 'Scheduling Calendar' form.
  44. Validate the new appointment for "Client A" is displayed.
  45. Click [Dismiss].
Scenario 14: Waiting Room - Validate the 'Enable Smart Search Functionality' registry setting
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Smart Search Functionality' registry setting must be set to "Y".
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • A client is enrolled in an existing episode with the following on file (Client A):
  • Date of Birth
  • Social Security Number
  • Facility Chart Number
  • Alias
  • Subscriber Policy #
Steps
  1. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  2. Select "Site A" in the 'Waiting Room/Site' field.
  3. Enter the 'Alias' on file for "Client A" in the 'Add Client' field.
  4. Validate "Client A" is returned as expected.
  5. Enter the 'Date Of Birth' on file for "Client A" in the 'Add Client' field.
  6. Validate "Client A" is returned as expected.
  7. Enter the 'Social Security Number' on file for "Client A" in the 'Add Client' field.
  8. Validate "Client A" is returned as expected.
  9. Enter the 'Facility Chart Number' on file for "Client A" in the 'Add Client' field.
  10. Validate "Client A" is returned as expected.
  11. Enter the 'Subscriber Policy #' for "Client A" in the 'Add Client' field.
  12. Validate "Client A" is returned as expected.
  13. Select "Client A" in the 'Add Client' field.
  14. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  15. Click [Add To Waitlist].
  16. Validate a message is displayed stating: Saved.
  17. Click [OK].
  18. Validate "Client A" is now displayed on the Waitlist.
Scenario 15: Site Registration - Waiting Room Settings - Validate user access
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
Steps
  1. Access the 'Site Registration' form for "Site A".
  2. Validate the "Waiting Room Settings" section is displayed and select it.
  3. Validate the 'Limit Waiting Room Access' field is displayed with a "Yes" and "No" value.
  4. Validate the 'User roles to have Waiting Room access to this site' field is displayed and initially disabled.
  5. This field will contain all defined user roles for selection.
  6. Validate the 'Users to have Waiting Room access to this site' field is displayed and initially disabled.
  7. This field will contain all defined users for selection.
  8. Select "No" in the 'Limit Waiting Room Access' field.
  9. Validate the 'User roles to have Waiting Room access to this site' and 'Users to have Waiting Room access to this site' fields remain disabled.
  10. Select "Yes" in the 'Limit Waiting Room Access' field.
  11. Validate the 'User roles to have Waiting Room access to this site' and 'Users to have Waiting Room access to this site' fields are now enabled.
  12. Select the logged in user in the 'Users to have Waiting Room access to this site' field.
  13. Click [Submit].
  14. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  15. Validate the 'Waiting Room/Site' field contains "Site A".
  16. Select "Site A" in the 'Waiting Room/Site' field.
  17. Validate the Waiting Room displays properly.
  18. Access the 'Site Registration' form for "Site A".
  19. Select the "Waiting Room Settings" section.
  20. De-select the logged in user and select a different user in the 'Users to have Waiting Room access to this site' field.
  21. Click [Submit].
  22. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  23. Validate the 'Waiting Room/Site' field does not contain "Site A".
  24. Access the 'Site Registration' form for "Site A".
  25. Select the "Waiting Room Settings" section.
  26. Select "No" in the 'Limit Waiting Room Access' field.
  27. Validate the previously selected value in the 'Users to have Waiting Room access to this site' field is cleared and the field is now disabled.
  28. Click [Submit].
  29. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  30. Validate the 'Waiting Room/Site' field contains "Site A".
  31. Select "Site A" in the 'Waiting Room/Site' field.
  32. Validate the Waiting Room displays properly.
Scenario 16: Site Registration - Waiting Room Settings - Validate user role access
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Enable Clinic Scheduling' registry setting must be set to "Y".
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be accessible on the user's myDay view.
  • A site is defined with time slots for clinic hours in 'Site Registration' (Site A).
  • The logged in user must be associated to a user role (User Role A).
Steps
  1. Access the 'Site Registration' form for "Site A".
  2. Validate the "Waiting Room Settings" section is displayed and select it.
  3. Validate the 'Limit Waiting Room Access' field is displayed with a "Yes" and "No" value.
  4. Validate the 'User roles to have Waiting Room access to this site' field is displayed and initially disabled.
  5. This field will contain all defined user roles for selection.
  6. Validate the 'Users to have Waiting Room access to this site' field is displayed and initially disabled.
  7. This field will contain all defined users for selection.
  8. Select "No" in the 'Limit Waiting Room Access' field.
  9. Validate the 'User roles to have Waiting Room access to this site' and 'Users to have Waiting Room access to this site' fields remain disabled.
  10. Select "Yes" in the 'Limit Waiting Room Access' field.
  11. Validate the 'User roles to have Waiting Room access to this site' and 'Users to have Waiting Room access to this site' fields are now enabled.
  12. Select "User Role A" in the 'User roles to have Waiting Room access to this site' field.
  13. Click [Submit].
  14. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  15. Validate the 'Waiting Room/Site' field contains "Site A".
  16. Select "Site A" in the 'Waiting Room/Site' field.
  17. Validate the Waiting Room displays properly.
  18. Access the 'Site Registration' form for "Site A".
  19. Select the "Waiting Room Settings" section.
  20. De-select "User Role A" and select a different user role in the 'User roles to have Waiting Room access to this site' field.
  21. Click [Submit].
  22. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  23. Validate the 'Waiting Room/Site' field does not contain "Site A".
  24. Access the 'Site Registration' form for "Site A".
  25. Select the "Waiting Room Settings" section.
  26. Select "No" in the 'Limit Waiting Room Access' field.
  27. Validate the previously selected value in the 'User roles to have Waiting Room access to this site' field is cleared and the field is now disabled.
  28. Click [Submit].
  29. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  30. Validate the 'Waiting Room/Site' field contains "Site A".
  31. Select "Site A" in the 'Waiting Room/Site' field.
  32. Validate the Waiting Room displays properly.
Topics
• Clinic Scheduling • NX • Query/Reporting • Scheduling Calendar • Site Registration • Waiting Room
Table Changes
Table Column Change
SYSTEM.waiting_room_history time_to_dismiss_cancel added
SYSTEM.waiting_room_history time_to_in_treatment added
SYSTEM.waiting_room_history time_to_checkedout added
SYSTEM.waiting_room_history time_to_dismiss_cancel added
SYSTEM.waiting_room_history time_to_in_treatment added
SYSTEM.waiting_room_history time_to_checkedout added