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Avatar Appointment Scheduling 2023 Update 34

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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 NX Update 2024.01.00
Avatar NX Update 2024.01.02
Avatar PM 2023 Monthly Release 2023.04.00
RADplus 2023 Monthly Release 2023.04.00
RADplus 2024 Update 17

Product Update Description

The following changes are made for the 'Walk-in Clinic/Waiting Room' and 'Walk-in Clinic Registration/Waiting Room' widgets: 1) The new registry settings 'Fields to Include in Walk-in Clinic Registration/Waiting Room' and 'Use In Treatment Time When Posting the Appointment' are added. 2) The widget logic is updated to only refresh the modified data. 3) The widget logic is modified to select the client in the main context when a row is clicked. 4) The new client information flyover is added to the client's name column. 5) The new field 'Req. Pract. Lang' and the new column 'Stage' are added to the 'Walk-in Clinic Registration/Waiting Room' widget. 6) The new action 'Return to Waiting Room' and the new field 'Display' are added to the 'Walk-in Clinic/Waiting Room' widget. Please note: RADplus 2024 Update #17 and NX upgrade are needed to use the new functionality. 7) The new field 'Waiting Room Site Code(s)' is added to the 'Appointment Scheduling System Defaults' form. In addition, the check-in and check-out processes for 'Scheduling Calendar', 'Front Desk', and the 'Coming In Today' widget are enhanced to check both the 'Financial Class' (Payor dictionary #1000) and the 'System Financial Class' extended dictionary off of 'Financial Class' when determining the self-pay guarantor to use for payment amounts received.

Required Updates

Avatar Appointment Scheduling 2023 Update 5
Avatar Appointment Scheduling 2023 Update 11
Avatar Appointment Scheduling 2023 Update 23
Avatar Appointment Scheduling 2023 Update 33

Included Updates

2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 25, 28, 29, 30, 33

Details
NEW10 CHANGED0 FIXED0
New (10)
Staff Waiting Room - 'Display' field

The 'Display' field is added to the 'Walk-in Clinic/Waiting Room' widget with two available options:

  • Active Visits
  • Waiting Room
    If nothing is selected, clients in the Waiting Room will be displayed by default. When "Active Visits" is selected, clients marked "In Treatment" will display. When "Waiting Room" is selected, clients in the Waiting Room will display.
Value Added: The ability to filter clients in the Waiting Room.
Topics
• NX • Waiting Room
 
Staff Waiting Room - 'Return to Waiting Room' and 'Close Visit' actions

The 'Return to Waiting Room' and 'Close Visit' actions are added to the 'Walk-in Clinic/Waiting Room' widget for "Active Visits":

  • "Return to Waiting Room" gives users the ability to return a client that is currently marked "In Treatment", back to the Waiting Room.
  • "Close Visit" gives users the ability to remove the client from the list of Active Visits.
Value Added: Additional support for Waiting Room functionality.
Topics
• NX • Waiting Room
 
Waiting Room - 'Use In Treatment Time When Posting the Appointment' registry setting
The 'Use In Treatment Time When Posting the Appointment' registry setting is added. When set to "Y", the appointment posting process will update the appointment's duration to the total minutes passed when the client is in "In Treatment" status in the Waiting Room.
Value Added: The ability to calculate appointment duration based on "In Treatment" time from the Waiting Room.
Topics
• Registry Settings • Waiting Room
 
Waiting Room - 'Fields to Include in Walk-in Clinic Registration/Waiting Room' registry setting
The 'Fields to Include in Walk-in Clinic Registration/Waiting Room' registry setting is added. When set to "1", the 'Req. Pract. Lang' field will be added to the 'Walk-in Clinic Registration/Waiting Room' widget.
Value Added: The ability to filter practitioners based on language in the 'Walk-in/Clinic Registration/Waiting Room' widget.
Topics
• NX • Waiting Room
 
Waiting Room - Client Information Flyover

Support is added for a lockable client information flyover in the 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets. The following client information will be displayed, when applicable:

  • Date of Birth
  • Age
  • Primary Diagnosis
  • Primary Guarantor
  • Appointment Details
Please note: RADplus 2024 Update 17, Avatar NX Release 2024.01.00 and Avatar NX 2024.01.02 are required for full functionality.
Value Added: The ability to view additional client information within the Waiting Room widgets.
Topics
• NX • Waiting Room
 
Waiting Room - Place Client in Context
Support is added for placing a client in context in the 'Walk-In Clinic Registration/Waiting Room' widget.
Please note: RADplus 2024 Update 17 and Avatar NX Release 2024.01.00 are required for full functionality.
Value Added: Support for Waiting Room functionality
Topics
• NX • Waiting Room
 
Waiting Room - Refresh
The 'Walk-in Clinic/Waiting Room' and 'Walk-in Clinic Registration/Waiting Room' widgets are updated to only refresh modified data. KB0076116 v0.01
Please note: Avatar NX Release 2024.01.00 is required for full functionality.
Value Added: Improved performance in the Waiting Room widgets.
Topics
• NX • Waiting Room
 
Scheduling Calendar
The check-in and check-out processes for 'Scheduling Calendar', 'Front Desk', and the 'Coming In Today' widget are enhanced to check both the 'Financial Class' (Payor dictionary #1000) and the 'System Financial Class' extended dictionary off of 'Financial Class' when determining the self-pay guarantor to use for payment amounts received.
Value Added: The forms are enhanced to check both the 'Financial Class' and the 'System Financial Class' extended dictionary of 'Financial Class' when determining the self-pay guarantor to use for payment amounts received.
Topics
• Diagnosis • Financial Eligibility • Front Desk • Scheduling Calendar
 
Waiting Room - 'Stage' field
The 'Stage' field is added to the 'Walk-in Clinic Registration/Waiting Room' and 'Walk-in Clinic/Waiting Room' widgets. The 'Stage' field will contain user-defined dictionary values in the '(50105) Stage' dictionary which is added to the 'Appointment Other Tabled Files' file in 'Dictionary Update'.
Value Added: The ability to track each stage of a visit in the Waiting Room widgets.
Topics
• Waiting Room
 
Appointment Scheduling System Defaults - 'Waiting Room Site Code(s)' field
The 'Waiting Room Site Code(s)' field is added to the 'Appointment Scheduling System Defaults' form. When a site is selected, checked in appointments for this site will display in the Waiting Room.
Value Added: Additional support for Waiting Room functionality.
Topics
• NX • Waiting Room
 
Acceptance Tests
AV-89943 Summary | Details
Staff Waiting Room - 'Display' field
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
Scenario 1: Waiting Room - Staff View 'Walk-In Clinic/Waiting Room' widget - Validate the 'Display' field
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".
  • 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. Populate any other desired fields.
  6. Click [Add to Waitlist] and [OK].
  7. Validate "Client A" has been added to the Waitlist.
  8. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  9. Select "Site A" in the 'Waiting Room/Site' field.
  10. Validate "Client A" is displayed in the Waitlist.
  11. Validate the 'Display' field is displayed with the following options:
  12. Active Visits
  13. Waiting Room
  14. Please note: if nothing is selected in the 'Display' field, the default display will be 'Waiting Room' which shows clients on the Waitlist.
  15. Select "Waiting Room" in the 'Display' field.
  16. Validate only clients in the Waiting Room are displayed.
  17. Select "In Treatment" in the 'Action' field for "Client A".
  18. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  19. Click [Yes].
  20. Validate "Client A" is no longer displayed on the Waitlist.
  21. De-select "Waiting Room" in the 'Display' field.
  22. Select "Active Visits" in the 'Display' field.
  23. Validate only active visits are now displayed - this will include all clients that have been marked as "In Treatment".
  24. Select "Waiting Room" in the 'Display' field so now both "Active Visits" and "Waiting Room" are selected.
  25. Validate both active visits and clients in the Waiting Room are now displayed.
Topics
• Waiting Room
AV-89944 Summary | Details
Staff Waiting Room - 'Return to Waiting Room' and 'Close Visit' actions
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Dictionary Update (PM)
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
Scenario 1: Waiting Room - Staff View 'Walk-In Clinic/Waiting Room' widget - Validate the 'Display' field
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".
  • 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. Populate any other desired fields.
  6. Click [Add to Waitlist] and [OK].
  7. Validate "Client A" has been added to the Waitlist.
  8. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  9. Select "Site A" in the 'Waiting Room/Site' field.
  10. Validate "Client A" is displayed in the Waitlist.
  11. Validate the 'Display' field is displayed with the following options:
  12. Active Visits
  13. Waiting Room
  14. Please note: if nothing is selected in the 'Display' field, the default display will be 'Waiting Room' which shows clients on the Waitlist.
  15. Select "Waiting Room" in the 'Display' field.
  16. Validate only clients in the Waiting Room are displayed.
  17. Select "In Treatment" in the 'Action' field for "Client A".
  18. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  19. Click [Yes].
  20. Validate "Client A" is no longer displayed on the Waitlist.
  21. De-select "Waiting Room" in the 'Display' field.
  22. Select "Active Visits" in the 'Display' field.
  23. Validate only active visits are now displayed - this will include all clients that have been marked as "In Treatment".
  24. Select "Waiting Room" in the 'Display' field so now both "Active Visits" and "Waiting Room" are selected.
  25. Validate both active visits and clients in the Waiting Room are now displayed.
Scenario 2: Waiting Room - Validate the "Return Client to Waiting Room" 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' 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".
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Dictionary Update' PM form.
  2. Select "Appointment Other Tabled Files" in the 'File' field.
  3. Select "(50105) Stage" in the 'Data Element' field.
  4. Enter "1" in the 'Dictionary Code' field.
  5. Enter "Stage 1" in the 'Dictionary Value' field.
  6. Click [Apply Changes].
  7. Validate a message is displayed stating: Filed!
  8. Click [OK].
  9. Enter "2" in the 'Dictionary Code' field.
  10. Enter "Stage 2" in the 'Dictionary Value' field.
  11. Click [Apply Changes].
  12. Validate a message is displayed stating: Filed!
  13. Click [OK] and close the form.
  14. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  15. Select "Site A" in the 'Waiting Room/Site' field.
  16. Select "Client A" in the 'Add Client' field.
  17. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  18. Populate any other desired fields.
  19. Click [Add to Waitlist] and [OK].
  20. Validate "Client A" has been added to the Waitlist.
  21. Select "Stage 1" in the 'Stage' field for "Client A".
  22. Validate the 'Stage' field now contains "Stage 1".
  23. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  24. Select "Site A" in the 'Waiting Room/Site' field.
  25. Validate "Client A" is displayed in the Waitlist.
  26. Validate the 'Stage' field contains "Stage 1" for "Client A".
  27. Select "In Treatment" in the 'Action' field for "Client A".
  28. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  29. Click [Yes].
  30. Validate "Client A" is no longer displayed on the Waitlist.
  31. Select "Active Visits" in the 'Display' field.
  32. Validate the active visit for "Client A" is displayed.
  33. Select "Return to Waiting Room" in the 'Action' field for "Client A".
  34. Validate a 'Return to Waiting Room' dialog is displayed.
  35. Enter the desired value in the 'Reason for Return' field.
  36. Select "Stage 2" in the 'Next Stage' field.
  37. Click [Save].
  38. Validate "Client A" no longer displays under "Active Visits".
  39. De-select "Active Visits" in the 'Display' field.
  40. Select "Waiting Room" in the 'Display' field.
  41. Validate "Client A" is now displayed. Validate the following:
  42. The 'Stage' field contains "Stage 2".
  43. Hovering over the client's name displays a flyover with the value entered in the 'Reason for Return' field.
  44. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  45. Validate "Client A" is displayed in the Waitlist. Validate the following:
  46. The 'Stage' field contains "Stage 2".
  47. Hovering over the client's name displays a flyover with the value entered in the 'Reason for Return' field.
Scenario 3: Waiting Room - Validate the "Close Visit" action
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • 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".
  • 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. Populate any other desired fields.
  6. Click [Add to Waitlist] and [OK].
  7. Validate "Client A" has been added to the Waitlist.
  8. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  9. Select "Site A" in the 'Waiting Room/Site' field.
  10. Validate "Client A" is displayed in the Waitlist.
  11. Select "In Treatment" in the 'Action' field for "Client A".
  12. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  13. Click [Yes].
  14. Validate "Client A" is no longer displayed on the Waitlist.
  15. Select "Active Visits" in the 'Display' field.
  16. Validate the active visit for "Client A" is displayed.
  17. Select "Close Visit" in the 'Action' field for "Client A".
  18. Validate "Client A" is no longer displayed under "Active Visits".
  19. De-select "Active Visits" in the 'Display' field.
  20. Select "Waiting Room" in the 'Display' field.
  21. Validate "Client A" is no longer displayed in the Waiting Room.
Topics
• Waiting Room
AV-89948 Summary | Details
Waiting Room - 'Use In Treatment Time When Posting the Appointment' registry setting
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Registry Settings (PM)
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
Scenario 1: Waiting Room - Validate the 'Use In Treatment Time When Posting the Appointment' registry setting when set to "Y"
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. Access the 'Registry Settings' form.
  2. Enter "Use In Treatment Time When Posting the Appointment" in the 'Registry Setting' field.
  3. Click [View Registry Settings].
  4. Validate the 'Registry Setting' field contains "Avatar PM->Scheduling->Appointment->Waiting Room->->Use In Treatment Time When Posting the Appointment".
  5. Validate the 'Registry Setting Details' field contains "When this registry setting is selected as 'Y' then the appointment posting process will update the appointment's duration to the total minutes passed when the client is in the 'In Treatment' status in the waiting room. Enter 'N' to disable the functionality."
  6. Enter "Y" in the 'Registry Setting Value' field.
  7. Click [Submit] and close the form.
  8. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  9. Select "Site A" in the 'Waiting Room Site' field.
  10. Select the desired value in the 'Time Slot' field.
  11. Select "Client A" in the 'Add Client' field.
  12. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  13. Select any other desired values.
  14. Click [Add to Waitlist] and [OK].
  15. Validate the client is added to the Waitlist.
  16. Select "Add to Calendar" in the 'Action' field for "Client A".
  17. Populate all required and desired fields for the appointment.
  18. Click [Submit].
  19. Validate the 'Type' icon for "Client A" now contains a calendar icon indicating an appointment is scheduled.
  20. Select "In Treatment" in the 'Action' field for "Client A".
  21. Validate a 'Confirmation' message is displayed stating: You are changing the status to In Treatment. Please confirm.
  22. Click [Yes].
  23. Wait a few minutes.
  24. Access the 'Scheduling Calendar' form.
  25. Validate the appointment for "Client A" is displayed as checked in.
  26. Check out the appointment for "Client A".
  27. Click [Dismiss] and [Yes].
  28. Access Crystal Reports or other SQL Reporting tool.
  29. Create a report using the 'SYSTEM.billing_tx_history' SQL table.
  30. Navigate to the row for "Client A".
  31. Validate the 'duration' field contains the time "Client A" was in treatment.
  32. Close the report.
Scenario 2: Waiting Room - Validate the 'Use In Treatment Time When Posting the Appointment' registry setting when set to "N"
Specific Setup:
  • Please note: this is for Avatar NX systems only.
  • The 'Use In Treatment Time When Posting the Appointment' 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 client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Registry Settings' form.
  2. Enter "Use In Treatment Time When Posting the Appointment" in the 'Registry Setting' field.
  3. Click [View Registry Settings].
  4. Validate the 'Registry Setting' field contains "Avatar PM->Scheduling->Appointment->Waiting Room->->Use In Treatment Time When Posting the Appointment".
  5. Validate the 'Registry Setting Details' field contains "When this registry setting is selected as 'Y' then the appointment posting process will update the appointment's duration to the total minutes passed when the client is in the 'In Treatment' status in the waiting room. Enter 'N' to disable the functionality."
  6. Enter "N" in the 'Registry Setting Value' field.
  7. Click [Submit] and close the form.
  8. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  9. Select "Site A" in the 'Waiting Room Site' field.
  10. Select the desired value in the 'Time Slot' field.
  11. Select "Client A" in the 'Add Client' field.
  12. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  13. Select any other desired values.
  14. Click [Add to Waitlist] and [OK].
  15. Validate the client is added to the Waitlist.
  16. Select "Add to Calendar" in the 'Action' field for "Client A".
  17. Populate all required and desired fields for the appointment.
  18. Click [Submit].
  19. Validate the 'Type' icon for "Client A" now contains a calendar icon indicating an appointment is scheduled.
  20. Select "In Treatment" in the 'Action' field for "Client A".
  21. Validate a 'Confirmation' message is displayed stating: You are changing the status to In Treatment. Please confirm.
  22. Click [Yes].
  23. Wait a few minutes.
  24. Access the 'Scheduling Calendar' form.
  25. Validate the appointment for "Client A" is displayed as checked in.
  26. Check out the appointment for "Client A". Take note of the appointment duration.
  27. Click [Dismiss] and [Yes].
  28. Access Crystal Reports or other SQL Reporting tool.
  29. Create a report using the 'SYSTEM.billing_tx_history' SQL table.
  30. Navigate to the row for "Client A".
  31. Validate the 'duration' field contains the time scheduled appointment duration for "Client A".
  32. Close the report.
Topics
• Registry Settings • Waiting Room
AV-89951 Summary | Details
Waiting Room - 'Fields to Include in Walk-in Clinic Registration/Waiting Room' registry setting
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Registry Settings (PM)
  • Scheduling Calendar - Find New Appointment
  • Walk-in Clinic Registration/Waiting Room
Scenario 1: Validate the 'Fields to Include in Walk-in Clinic Registration/Waiting Room' registry setting
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 practitioner is defined with hours in the 'Staff Members Hours and Exceptions' form (Practitioner A).
  • This practitioner also has "English" as their language in 'Practitioner Enrollment'.
  • 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. Access the 'Registry Settings' form.
  2. Enter "Fields to Include in Walk-in Clinic Registration/Waiting Room" in the 'Limit Registry Settings to the Following Search Criteria' field.
  3. Click [View Registry Settings].
  4. Validate the 'Registry Setting' field contains "Avatar PM->Scheduling->Appointment->Waiting Room->->Fields to Include in Walk-in Clinic Registration/Waiting Room".
  5. Validate the 'Registry Setting Details' field contains "Enter the corresponding number(s) separated by an '&' to display the corresponding fields: 1:'Practitioner Language'".
  6. Enter "1" in the 'Registry Setting Value' field.
  7. Click [Submit] and close the form.
  8. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  9. Select "Site A" in the 'Waiting Room/Site' field.
  10. Select "Time Slot A" in the 'Time Slot' field.
  11. Select "Client A" in the 'Add Client' field.
  12. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  13. Select the desired value in the 'Location' field.
  14. Validate the 'Req. Pract. Lang' field is now displayed.
  15. Select "English" in the 'Req. Pract. Lang' field.
  16. Select "Practitioner A" in the 'Req. Practitioner's field.
  17. Click [Add To Waitlist].
  18. Validate a message is displayed stating: Saved.
  19. Click [OK].
  20. Validate the client is added to the Waitlist.
  21. Validate the 'Type' field contains a calendar icon with a + sign, indicating this is a walk-in client that has arrived for their visit.
  22. Select "Find Appt" in the 'Action' field for "Client A".
  23. Access 'Scheduling Calendar - Find New Appointment' screen
  24. Validate the 'Scheduling Calendar - Find New Appointment' screen opened
  25. Validate "Site A" is selected in the 'Search Site(s)' field.
  26. Validate the 'Practitioner' field contains "Practitioner A".
  27. Validate the 'Search Start Date' field contains the current date.
  28. Validate the 'Practitioner Language' field contains "English".
  29. Enter the desired value in the 'Search Duration' field.
  30. Click [Find Availability].
  31. Validate the 'Scheduling Calendar - Find New Appointment' window is displayed.
  32. Select the desired appointment date/time and click [OK].
  33. Validate the 'Scheduling Calendar - Appointment Details' form is now displayed.
  34. Validate 'Appointment Date', 'Appointment Start Time', and 'Appointment End Time' contain the value selected in the previous steps.
  35. Enter the desired service code in the 'Service Code' field.
  36. Validate the 'Client' field contains "Client A".
  37. Validate the 'Practitioner' field contains "Practitioner A".
  38. Select the desired value in the 'Location' field.
  39. Click [Submit].
  40. Validate that the 'Walk-in Clinic Registration/Waiting Room' widget is now displayed.
  41. Validate "Client A" displays with a calendar icon indicating the client has a scheduled appointment.
  42. Access the 'Scheduling Calendar' form.
  43. Validate the new appointment for "Client A" is displayed.
  44. Click [Dismiss].
Topics
• Waiting Room
AV-89952 Summary | Details
Waiting Room - Client Information Flyover
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Admission
  • Diagnosis
  • Financial Eligibility
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
Scenario 1: Waiting Room - Validate Client Information Flyover
Specific Setup:
  • Please note: this is for Avatar NX systems only. Avatar Appointment Scheduling 2023 Update 34, RADplus 2024 Update 17, Avatar NX Release 2024.01.00, and Avatar NX Release 2024.02.00 are required for full functionality.
  • 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 and has the following on file (Client A):
  • Date Of Birth
  • Primary Diagnosis
  • Primary Guarantor
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. Click [Add to Waitlist] and [OK].
  7. Validate the client is added to the Waitlist.
  8. Hover over "Client A".
  9. Validate a client information flyover is displayed with the following:
  10. Name
  11. Date Of Birth
  12. Age
  13. Primary Diagnosis
  14. Primary Guarantor
  15. Click on "Client A".
  16. Validate the client information flyover is now locked into place.
  17. Click [X] to close the flyover.
  18. Select "Add to Calendar" in the 'Action' field for "Client A".
  19. Click [Yes].
  20. Validate the 'Scheduling Calendar - Appointment Details' form is displayed.
  21. Populate all required and desired fields for the appointment.
  22. Click [Submit].
  23. Validate the 'Walk-in Clinic Registration/Waiting Room' widget is displayed.
  24. Hover over "Client A".
  25. Validate a client information flyover is displayed with the following:
  26. Name
  27. Date Of Birth
  28. Age
  29. Primary Diagnosis
  30. Primary Guarantor
  31. Appointment Details
  32. Click on "Client A".
  33. Validate the client information flyover is now locked into place.
  34. Click [X] to close the flyover.
  35. Navigate to the Staff 'Walk-in Clinic/Waiting Room' widget.
  36. Validate "Client A" is displayed in the Waitlist.
  37. Hover over "Client A".
  38. Validate a client information flyover is displayed with the following:
  39. Name
  40. Date Of Birth
  41. Age
  42. Primary Diagnosis
  43. Primary Guarantor
  44. Appointment Details
  45. Click on "Client A".
  46. Validate the client information flyover is now locked into place.
  47. Click [X] to close the flyover.
Topics
• Waiting Room
AV-89953 Summary | Details
Waiting Room - Place Client in Context
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Update Client Data
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
Scenario 1: Waiting Room - Place Client in Context
Specific Setup:
  • Please note: this is for Avatar NX systems only. Avatar Appointment Scheduling 2023 Update 34, RADplus 2024 Update 17 and Avatar NX Release 2024.01.00 are required for full functionality.
  • 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 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. Populate any other desired fields.
  6. Click [Add To Waitlist].
  7. Validate a message is displayed stating: Saved.
  8. Click [OK].
  9. Validate "Client A" is displayed in the Waiting Room.
  10. Click on the name for "Client A".
  11. Validate "Client A" is now in context and selected in the 'My Clients' list.
  12. Access the 'Update Client Data' form.
  13. Validate the form is displayed for "Client A".
  14. Close the form and clear the client.
  15. Select "Client B" in the 'Add Client' field.
  16. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  17. Populate any other desired fields.
  18. Click [Add To Waitlist].
  19. Validate a message is displayed stating: Saved.
  20. Click [OK].
  21. Validate "Client B" is now displayed in the Waiting Room.
  22. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  23. Validate "Client A" and "Client B" are displayed.
  24. Click on the name for "Client B".
  25. Validate "Client B" is now in context and selected in the 'My Clients' list.
  26. Access the 'Update Client Data' form.
  27. Validate the form is displayed for "Client B".
  28. Close the form and clear the client.
Topics
• NX • Waiting Room
AV-92221 Summary | Details
Waiting Room - Refresh
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
Scenario 1: Waiting Room - Validate auto refresh with multiple windows open
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).
  • Must be logged into Avatar NX with two windows (Window A & Window B).
  • The 'Walk-in Clinic Registration/Waiting Room' widget must be opened in both windows.
Steps
  1. Navigate to "Window A".
  2. Add a client to the waitlist in the 'Walk-in Clinic Registration/Waiting Room' widget.
  3. Navigate to "Window B".
  4. Validate the 'Walk-in Clinic Registration/Waiting Room' widget has refreshed and displays the newly added client.
  5. Access the staff 'Walk-in Clinic/Waiting Room' widget in both "Window A" and "Window B".
  6. Navigate to "Window B".
  7. Select "In Treatment" in the 'Action' field for the newly added client.
  8. Validate the client has been removed from the list and transitioned to In Treatment.
  9. Navigate to "Window A".
  10. Validate the staff 'Walk-in Clinic/Waiting Room' widget has refreshed and the client has been removed from the list and transitioned to In Treatment.
Topics
• Waiting Room
AV-93420 Summary | Details
Scheduling Calendar
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Client Ledger
  • Coming In Today - Netsmart
  • Diagnosis
  • Dictionary Update (PM)
  • Financial Eligibility
  • Front Desk
  • Guarantors/Payors
  • Registry Settings (PM)
Scenario 1: Scheduling Calendar - Check-In - Self Pay System Financial Class
Specific Setup:
  • Dictionary Update:
  • Add new dictionary update in 'Payor' file type, data element (1000) Financial Class, set 'Self Pay' value for Extended Dictionary Data Element 'System Financial Class'.
  • Guarantors/Payors:
  • Add new guarantor and set Financial Class = 'System Financial Class'.
  • Admit three new test clients using one of the admission forms.
  • Financial Eligibility:
  • Client A: note a guarantor that will be used as primary, and set the new guarantor 'System Financial Class' as the secondary guarantor.
  • Client B: note a guarantor that will be used as primary, and set the 'Self Pay' as the secondary guarantor.
  • Client C: note a guarantor that will be used as primary, set the new guarantor 'System Financial Class' as the secondary guarantor and the 'Self Pay' as the tertiary guarantor.
  • Registry Setting:
  • Set 'Pre Payment Default Posting Code' = desired posting code.
  • Set 'Pre Payment Service Code' = desired service code.
  • Scheduling Calendar:
  • Add 5 appointments per client.
Steps
  1. Open the 'Front Desk'.
  2. Go to the 'Check In' section.
  3. Select "Client A" to check in.
  4. Enter an amount in the 'Self Pay Amount Received At Check-In' field.
  5. Select a 'Payment Code'.
  6. Click the 'File Check-In' button.
  7. Open 'Client Ledger' and verify that the payment went to the System Financial Class guarantor.
  8. Repeat step 1-6 for "Client B".
  9. Open 'Client Ledger' and verify that the payment went to the Financial Class(Self Pay) guarantor.
  10. Repeat step 1-6 for "Client C".
  11. Open 'Client Ledger' and verify that the payment went to the System Financial Class guarantor.
  12. Open 'Financial Eligibility' for "Client C" and update the guarantor order and set 'Self Pay' as the secondary guarantor, System Financial Class as the tertiary guarantor.
  13. Repeat step 1-6 for "Client C".
  14. Open 'Client Ledger' and verify payment went to the self-pay guarantor.
  15. Open the 'Front Desk'
  16. Go to the 'Check In' section.
  17. Check in an appointment for "Client A" without entering a 'Self-Pay Amount Received at Check-In' and file the check-in.
  18. Go to the 'Check Out' section.
  19. Select "Client A".
  20. Enter an amount in the 'Self Pay Amount Received At Check-Out' field and file the check out.
  21. Open 'Client ledger' and verify that the payment went to the System Financial Class guarantor.
  22. Repeat step 15-20 for "Client B".
  23. Open 'Client Ledger' and verify that the payment went to the Financial Class(Self Pay) guarantor.
  24. Repeat step 15-20 for "Client C".
  25. Open 'Client Ledger' and verify payment went to the self-pay guarantor.
  26. Open the 'Scheduling Calendar'.
  27. Check in an appointment for "Client A".
  28. Enter an amount in the 'Amount Received At Check In' field, then complete the check in.
  29. Open 'Client Ledger' and verify that the payment went to the System Financial Class guarantor.
  30. Repeat step 26-28 for "Client B".
  31. Open 'Client Ledger' and verify that the payment went to the Financial Class(Self Pay) guarantor.
  32. Repeat step 26-28 for "Client C".
  33. Open 'Client Ledger' and verify payment went to the self-pay guarantor.
  34. Open the 'Scheduling Calendar'.
  35. Check in an appointment for "Client A", "Client B", and "Client C" without entering any amount in the 'Amount Received At Check In' field.
  36. Check out the checked-in appointments for "Client A", "Client B", and "Client C".
  37. Enter an amount for each client in the 'Amount Received At Check Out' field, then complete the check out process.
  38. Open 'Client Ledger' for "Client A" and verify that the payment went to the System Financial Class guarantor.
  39. Open 'Client Ledger' for "Client B" and verify that the payment went to the Financial Class(Self Pay) guarantor.
  40. Open 'Client Ledger' for "Client C" and verify that the payment went to the Self Pay guarantor.
  41. Navigate to the 'Coming In Today' Widget.
  42. Check in an appointment for "Client A", "Client B", and "Client C".
  43. Open 'Client Ledger' for "Client A" and verify that the payment went to the System Financial Class guarantor.
  44. Open 'Client Ledger' for "Client B" and verify that the payment went to the Financial Class(Self Pay) guarantor.
  45. Open 'Client Ledger' for "Client C" and verify that the payment went to the Self Pay guarantor.
Topics
• Diagnosis • Financial Eligibility • Front Desk • Scheduling Calendar
AV-94136 Summary | Details
Waiting Room - 'Stage' field
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Dictionary Update (PM)
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
Scenario 1: Waiting Room - Validate the 'Stage' field
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".
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Dictionary Update' PM form.
  2. Select "Appointment Other Tabled Files" in the 'File' field.
  3. Select "(50105) Stage" in the 'Data Element' field.
  4. Enter "1" in the 'Dictionary Code' field.
  5. Enter "Stage 1" in the 'Dictionary Value' field.
  6. Click [Apply Changes].
  7. Validate a message is displayed stating: Filed!
  8. Click [OK].
  9. Enter "2" in the 'Dictionary Code' field.
  10. Enter "Stage 2" in the 'Dictionary Value' field.
  11. Click [Apply Changes].
  12. Validate a message is displayed stating: Filed!
  13. Click [OK] and close the form.
  14. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  15. Select "Site A" in the 'Waiting Room/Site' field.
  16. Select "Client A" in the 'Add Client' field.
  17. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  18. Populate any other desired fields.
  19. Click [Add to Waitlist] and [OK].
  20. Validate "Client A" has been added to the Waitlist.
  21. Validate the 'Stage' field contains "Stage 1" and "Stage 2".
  22. Select "Stage 1" in the 'Stage' field for "Client A".
  23. Validate the 'Stage' field now contains "Stage 1".
  24. Access the 'Dictionary Update' PM form.
  25. Select "Appointment Other Tabled Files" in the 'File' field.
  26. Select "(50105) Stage" in the 'Data Element' field.
  27. Select "Stage 2" in the 'Active Dictionary Code' field.
  28. Click [Select Inactive Dictionary Code] and [Yes].
  29. Validate a message is displayed stating: Inactivated!!
  30. Click [OK] and close the form.
  31. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  32. Validate "Stage 1" is still selected in the 'Stage' field for "Client A".
  33. Validate the 'Stage' field no longer contains "Stage 2" since the dictionary code has been inactivated.
Scenario 2: Waiting Room - Validate the "Return Client to Waiting Room" 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' 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".
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Dictionary Update' PM form.
  2. Select "Appointment Other Tabled Files" in the 'File' field.
  3. Select "(50105) Stage" in the 'Data Element' field.
  4. Enter "1" in the 'Dictionary Code' field.
  5. Enter "Stage 1" in the 'Dictionary Value' field.
  6. Click [Apply Changes].
  7. Validate a message is displayed stating: Filed!
  8. Click [OK].
  9. Enter "2" in the 'Dictionary Code' field.
  10. Enter "Stage 2" in the 'Dictionary Value' field.
  11. Click [Apply Changes].
  12. Validate a message is displayed stating: Filed!
  13. Click [OK] and close the form.
  14. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  15. Select "Site A" in the 'Waiting Room/Site' field.
  16. Select "Client A" in the 'Add Client' field.
  17. Validate the 'Select Episode' and 'Service Program' populate with the existing episode information.
  18. Populate any other desired fields.
  19. Click [Add to Waitlist] and [OK].
  20. Validate "Client A" has been added to the Waitlist.
  21. Select "Stage 1" in the 'Stage' field for "Client A".
  22. Validate the 'Stage' field now contains "Stage 1".
  23. Navigate to the Staff View 'Walk-in Clinic/Waiting Room' widget.
  24. Select "Site A" in the 'Waiting Room/Site' field.
  25. Validate "Client A" is displayed in the Waitlist.
  26. Validate the 'Stage' field contains "Stage 1" for "Client A".
  27. Select "In Treatment" in the 'Action' field for "Client A".
  28. Validate a message is displayed stating: You are changing the status to In Treatment. Please Confirm.
  29. Click [Yes].
  30. Validate "Client A" is no longer displayed on the Waitlist.
  31. Select "Active Visits" in the 'Display' field.
  32. Validate the active visit for "Client A" is displayed.
  33. Select "Return to Waiting Room" in the 'Action' field for "Client A".
  34. Validate a 'Return to Waiting Room' dialog is displayed.
  35. Enter the desired value in the 'Reason for Return' field.
  36. Select "Stage 2" in the 'Next Stage' field.
  37. Click [Save].
  38. Validate "Client A" no longer displays under "Active Visits".
  39. De-select "Active Visits" in the 'Display' field.
  40. Select "Waiting Room" in the 'Display' field.
  41. Validate "Client A" is now displayed. Validate the following:
  42. The 'Stage' field contains "Stage 2".
  43. Hovering over the client's name displays a flyover with the value entered in the 'Reason for Return' field.
  44. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  45. Validate "Client A" is displayed in the Waitlist. Validate the following:
  46. The 'Stage' field contains "Stage 2".
  47. Hovering over the client's name displays a flyover with the value entered in the 'Reason for Return' field.
Topics
• Waiting Room
AV-95024 Summary | Details
Appointment Scheduling System Defaults - 'Waiting Room Site Code(s)' field
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Appointment Scheduling System Defaults
  • Walk-in Clinic Registration/Waiting Room
  • Walk-in Clinic/Waiting Room
Scenario 1: Waiting Room - 'Appointment Scheduling System Defaults' form - Validate the 'Waiting Room Site Code' field
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 have existing appointments scheduled for the current date (Client A & Client B).
Steps
  1. Access the 'Appointment Scheduling System Defaults' form.
  2. Validate the 'Waiting Room Site Code(s)' new field is displayed.
  3. Validate the help message contains: "Selecting a site code in this field will add the client to the 'Walk-in Clinic Registration/Waiting Room' widget with the "Present" status when the client is checked in."
  4. Click [Return to Form].
  5. Do not select "Site A" in the 'Waiting Room Site Code(s)'.
  6. Close the form.
  7. Access the 'Scheduling Calendar' form.
  8. Check in the appointment for "Client A".
  9. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  10. Validate "Client A" is not displayed in the Waitlist.
  11. Navigate to the Staff 'Walk-in Clinic Registration' widget.
  12. Validate "Client A" is not displayed in the Waitlist.
  13. Access the 'Appointment Scheduling System Defaults' form.
  14. Select "Site A" in the 'Waiting Room Site Code(s)' field.
  15. Submit the form.
  16. Access the 'Scheduling Calendar' form.
  17. Check in the appointment for "Client B".
  18. Navigate to the 'Walk-in Clinic Registration/Waiting Room' widget.
  19. Validate "Client B" is displayed in the Waitlist.
  20. Navigate to the staff 'Walk-in Clinic Registration' widget.
  21. Validate "Client B" is displayed in the Waitlist.
Topics
• Waiting Room
Table Changes
Table Column Change
SYSTEM.waiting_room_current stage_code added
SYSTEM.waiting_room_current stage_value added
SYSTEM.waiting_room_current reason_for_return added
SYSTEM.waiting_room_current req_pract_lang_code added
SYSTEM.waiting_room_current req_pract_lang_value added
SYSTEM.waiting_room_history stage_code added
SYSTEM.waiting_room_history stage_value added
SYSTEM.waiting_room_history reason_for_return added
SYSTEM.waiting_room_history req_pract_lang_code added
SYSTEM.waiting_room_history req_pract_lang_value added
SYSTEM.waiting_room_history time_in_treatment added