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Avatar Appointment Scheduling 2023 Update 33

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Product Requirements and Recommendations

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

Recommended Update Level

Avatar Appointment Scheduling 2023 Monthly Release 2023.04.00
Avatar Cal-PM 2023 Monthly Release 2023.04.00
Avatar PM 2023 Monthly Release 2023.04.00
RADplus 2023 Monthly Release 2023.04.00

Product Update Description

Support for Room search is added to the 'Find New Appointment' form.

Required Updates

None

Included Updates

2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 25, 28, 29

Details
NEW1 CHANGED0 FIXED0
New (1)
Scheduling Calendar - Find New Appointment
The 'Room' search field is added to the 'Find New Appointment' option of the 'Scheduling Calendar' form.
Value Added: The 'Scheduling Calendar' logic is enhanced to allow users to view which rooms are available for the appointment when scheduling appointments.
Topics
• Add New Appointment • Clinic Scheduling • Scheduling Calendar
 
Acceptance Tests
AV-73778 Summary | Details
Scheduling Calendar - Find New Appointment
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Registry Settings (PM)
  • Scheduling Calendar
  • Scheduling Calendar - Find Existing Appointment
  • Dictionary Update (PM)
  • Scheduling Calendar - Find New Appointment
Scenario 1: Scheduling Calendar - Find New Appointment - Clinic Hours
Specific Setup:
  • Registry Setting:
  • The 'Enable Room Scheduling' registry setting is enabled.
  • The 'Enable Clinic Scheduling' registry setting is enabled.
  • Clinic Scheduling:
  • The time slots for the appointments are added for the clinic.
  • Service Codes:
  • A 'Provider' only service code must be defined with 'Yes' selected for 'Clinic Hours' field. Note the service code and service code definition.
  • Site Registration:
  • A site is defined with a time slots for clinic hours. Note the site code/name.
  • Staff member hours and exceptions:
  • An existing practitioner is identified, or a new practitioner is created. The staff member hours are defined for the current date for the practitioner. Note the practitioner and hours.
  • Scheduling Calendar:
  • The practitioner identified above has appointments scheduled for clinic hours in the 'Scheduling Calendar' using the service code created for the clinic hours. Note the appointment date, time and room if selected at the time of appointment.
  • Room Definition:
  • Verify or add multiple room definitions to multiple Sites. Ensure that clinic hours will have one or more rooms available. Note the rooms defined.
Steps
  1. Open the 'Scheduling Calendar' form.
  2. Click [Find New Appointment].
  3. Validate the 'Include Staff Scheduled For Clinic Hours' field is displayed with the: 'Do not include', 'Include with all available time', 'Only include clinic hours' values.
  4. Validate 'Do not include' is the default value in the 'Include Staff Scheduled For Clinic Hours' field.
  5. Select desired site in the 'Search Site(s)' field.
  6. Enter the current date in the 'Search Start Date' field.
  7. Enter the current date in the 'Search End Date' field.
  8. Enter the desired time in the 'Search Start Time' field.
  9. Enter the desired time in the 'Search End Time' field.
  10. Select desired practitioner in the 'Practitioner' field.
  11. Click [Find Availability].
  12. Validate the 'Scheduling Calendar - Find New Appointment' window is displayed.
  13. Validate only regular staff hours are displayed with available rooms and the appointment slot scheduled for the clinic hours are not displayed.
  14. Click [Cancel].
  15. Select 'Include with all available time' in the 'Include Staff Scheduled For Clinic Hours' field.
  16. Click [Find Availability].
  17. Validate the 'Scheduling Calendar - Find New Appointment' window is displayed.
  18. Validate both regular staff hours and clinic hours are displayed with the available rooms.
  19. Click [Cancel].
  20. Select 'Only include clinic hours' in the 'Include Staff Scheduled For Clinic Hours' field.
  21. Click [Find Appointment].
  22. Validate only clinic hours are displayed with the 'Available Rooms' column populated with the available rooms.
  23. Click [Cancel] and close the form.
Scenario 2: Registry Settings - Enable Room Scheduling is set to 'Y' - Find New Appointment - Find available rooms for the appointment
Specific Setup:
  • Site Registration:
  • A site is defined with a time slots for clinic hours. Note the site code/name.
  • Staff member hours and exceptions:
  • An existing practitioner is identified, or a new practitioner is created. The staff member hours are defined for the current date for the practitioner. Note the practitioner and hours.
  • Room Definition:
  • Verify or add multiple room definitions to multiple Sites. Ensure that clinic hours will have one or more rooms available. Note the rooms defined.
  • Admission:
  • A new client is admitted, or an existing client is identified. Note the client id/name, admission date.
Steps
  1. Open the 'Registry Setting' form.
  2. Search for 'Enable Room Scheduling' registry setting.
  3. Verify the 'Registry Setting Details' contains 'Selecting 'Y' will add the search field 'Room' to the 'Scheduling Calendar - Appointment Details' form. This field will allow users to associate a room with an appointment. A new form 'Appointment Scheduling -> Site Management ->Room Management' will be added. This form will allow users to define rooms to represent physical locations within an office or clinic. The search field 'Room' will also be added to the 'Scheduling - Calendar - Find Existing Appointments' and the 'Scheduling - Calendar - Find New Appointment' forms. Selecting 'N' will disable this functionality.
  4. Set the 'Registry Setting Value' to 'Y'.
  5. Submit the form.
  6. Open the 'Scheduling Calendar' form.
  7. Select 'Find New Appointment' option.
  8. Verify the 'Room' search field appears at the end of the 'Find New Appointment' form.
  9. Click [T] in the 'Search Start Date' field.
  10. Enter desired duration in the 'Search Duration' field.
  11. Enter desired value in the 'Maximum Number of Search Results to Display' field.
  12. Do not enter any room in the 'Room' field.
  13. Click [Find New Appointment].
  14. Validate a 'Scheduling Calendar - Find New Appointment' window is displayed with all available time slots.
  15. Validate the sites in the 'Search Sites' field are displayed above the list of appointments with a vertical scroll bar.
  16. Validate the results grid includes a column after the 'Practitioner' column with the label 'Available Rooms'. If any rooms are available for the site appointment date and time, the rooms will be listed in the column.
  17. Click [Cancel].
  18. Enter a search for a specific 'Room' without entering anything in the 'Search Site(s)' field.
  19. Click [Find New Appointment].
  20. Validate the appointment options are listed for the site that the specified 'Room' is associated with.
  21. Select desired appointment option. Note the site, appointment start / end time, and the practitioner associated with the selected appointment option.
  22. Click [OK].
  23. Validate the 'Appointment Details' window is displayed.
  24. Validate the 'Appointment Site' field contains the site defined with that appointment option.
  25. Validate the 'Appointment Date' field contains the current date.
  26. Validate the 'Appointment Start Time' and 'Appointment End Time' fields contain the time selected.
  27. Validate the 'Room' field defaulted to the 'Room' specified on the 'Find New Appointment' form.
  28. Enter the desired client in the 'Client' field.
  29. Enter the desired value in the 'Service Code' field.
  30. Click [Submit].
  31. Validate the 'Appointment Grid' contains the new appointment.
  32. Click [Dismiss].
Scenario 3: Registry Settings - Enable Room Scheduling is set to 'N' - Find New Appointment and Find Existing Appointments
Specific Setup:
  • Site Registration:
  • A site is defined with a time slots for clinic hours. Note the site code/name.
  • Staff member hours and exceptions:
  • An existing practitioner is identified, or a new practitioner is created. The staff member hours are defined for the current date for the practitioner. Note the practitioner and hours.
  • Room Definition:
  • Verify or add multiple room definitions to multiple Sites. Ensure that clinic hours will have one or more rooms available. Note the rooms defined.
  • Admission:
  • A new client is admitted, or an existing client is identified. Note the client id/name, admission date.
Steps
  1. Open the 'Registry Setting' form.
  2. Search for 'Enable Room Scheduling' registry setting.
  3. Verify the 'Registry Setting Details' contains 'Selecting 'Y' will add the search field 'Room' to the 'Scheduling Calendar - Appointment Details' form. This field will allow users to associate a room with an appointment. A new form 'Appointment Scheduling -> Site Management ->Room Management' will be added. This form will allow users to define rooms to represent physical locations within an office or clinic. The search field 'Room' will also be added to the 'Scheduling - Calendar - Find Existing Appointments' and the 'Scheduling - Calendar - Find New Appointment' forms. Selecting 'N' will disable this functionality.
  4. Set the 'Registry Setting Value' to 'N'.
  5. Submit the form.
  6. Open the 'Scheduling Calendar' form.
  7. Select 'Find New Appointment' option.
  8. Verify the 'Room' search field does not exist in the 'Find New Appointment' form.
  9. Click [T] in the 'Search Start Date' field.
  10. Enter desired duration in the 'Search Duration' field.
  11. Enter desired value in the 'Maximum Number of Search Results to Display' field.
  12. Click [Find New Appointment].
  13. Validate the results grid does not include a column after the 'Practitioner' column with the label 'Available Rooms'.
  14. Validate a 'Scheduling Calendar - Find New Appointment' window is displayed with all available time slots.
  15. Select desired appointment option. Note the site, appointment start / end time, and the practitioner associated with the selected appointment option.
  16. Click [OK].
  17. Validate the 'Appointment Details' window is displayed.
  18. Validate the 'Appointment Site' field contains the site defined with that appointment option.
  19. Validate the 'Appointment Date' field contains the current date.
  20. Validate the 'Appointment Start Time' and 'Appointment End Time' fields contain the time selected.
  21. Validate the 'Room' field does not exist on the 'Find New Appointment' form.
  22. Enter the desired client in the 'Client' field.
  23. Enter the desired value in the 'Service Code' field.
  24. Click [Submit].
  25. Validate the 'Appointment Grid' contains the new appointment.
  26. Click 'Find Existing Appointment' option.
  27. Verify the 'Room' search field does not exist in the 'Find Existing Appointment' form.
  28. Populate all required fields.
  29. Click [Find New Appointment].
  30. Validate the results grid does not include a 'Rooms' column.
  31. Validate the results grid contains the appointment scheduled for the client in above steps.
  32. Get out of the result grid.
  33. Close the form.
  34. Click [Dismiss].
Scenario 4: Registry Settings - Enable Room Scheduling is set to 'Y' - Room availability when an appointment becomes a missed visit
Specific Setup:
  • Registry Setting:
  • The 'Enable Room Scheduling' registry setting is enabled.
  • The 'Enable Clinic Scheduling' registry setting is enabled.
  • Clinic Scheduling:
  • The time slots for the appointments are added for the clinic.
  • Dictionary Update:
  • In the 'Client' File, Data Element '(10005) Appointment Status', add or modify a status that will be used to test making a Room Available when an Appointment was missed. For the chosen Status, set the new Extended Dictionary Data Element '(60036) Display Room As Available?' to 'Yes'. Make sure that 'Display as Free Time' is set to 'No'. Note the dictionary code/value for the status created for the missed visit.
  • Site Registration:
  • A site is defined with a time slots for clinic hours. Note the site code/name.
  • Staff member hours and exceptions:
  • An existing practitioner is identified, or a new practitioner is created. The staff member hours are defined for the current date for the practitioner. Note the practitioner and hours.
  • Room Definition:
  • Verify or add multiple room definitions to multiple Sites. Ensure that clinic hours will have one or more rooms available. Note the rooms defined.
  • Admission:
  • A new client is admitted, or an existing client is identified. Note the client id/name, admission date.
Steps
  1. Open the 'Scheduling Calendar' form.
  2. Create an appointment for the client with a room scheduled. Note the appointment date, time, site, practitioner, status of the appointment and room.
  3. Verify the appointment is available on the 'Scheduling Calendar' grid.
  4. Select 'Find New Appointment' option.
  5. Click [T] in the 'Search Start Date' field.
  6. Enter desired duration in the 'Search Duration' field.
  7. Enter desired value in the 'Maximum Number of Search Results to Display' field.
  8. Verify the 'Room' search field appears at the end of the 'Find New Appointment' form.
  9. Do not enter any room in the 'Room' field.
  10. Click [Find New Appointment].
  11. Verify that the Room associated with the Client appointment is not listed under the 'Available Rooms' or the Appointment time slot is not returned as a result when searching for the specific Room.
  12. Open the 'Scheduling Calendar' form.
  13. Update the status of the Client appointment to the status created in the setup section.
  14. Select 'Find New Appointment' option.
  15. Click [T] in the 'Search Start Date' field.
  16. Enter desired duration in the 'Search Duration' field.
  17. Enter desired value in the 'Maximum Number of Search Results to Display' field.
  18. Verify the 'Room' search field appears at the end of the 'Find New Appointment' form.
  19. Do not enter any room in the 'Room' field.
  20. Click [Find New Appointment].
  21. Verify that the 'Find New Appointment' search includes the Room as available.
  22. The Room associated with the Client appointment is listed under the Available Rooms or the Appointment time slot is returned as a result when searching for the specific Room.
  23. Repeat all the steps for the group appointment.
  24. Verify that the room scheduled for the group appointment is not displayed under 'Available Rooms' column of the 'Find New Appointment' form, when the searching criteria covers the date and time same as the group appointment created.
  25. Get out of the results grid.
  26. Close the form.
Topics
• Add New Appointment • Clinic Scheduling • Scheduling Calendar