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Avatar Appointment Scheduling 2023 Update 37

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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

Avatar Appointment Scheduling is enhanced to support entering definitions for Staff Default Schedules and the assignment of Default Schedules to Staff Members.

Required Updates

Avatar Appointment Scheduling 2023 Update 25
Avatar Appointment Scheduling 2023 Update 35

Included Updates

2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 24, 25, 26, 28, 29, 30, 31, 32, 33, 34, 35, 36

Details
NEW2 CHANGED0 FIXED0
New (2)
'Default Staff Schedule Definition' form
The 'Default Staff Schedule Definition' form is added which gives users the ability to add/edit/delete a default schedule for staff members.
Value Added: The ability to configure default schedules for staff members.
Topics
• Default Staff Schedule Definition • Scheduling Calendar • Staff Member Hours and Exceptions
 
'Assign Schedule to Practitioner' form
The 'Assign Schedule to Practitioner' form is added which will allow users to assign a default schedule to a staff member which ultimately will create staff appointments based on the configured schedule.
Value Added: The ability to assign a default schedule to a staff member.
Topics
• Assign Schedule To Practitioner • Default Staff Schedule Definition • Scheduling Calendar • Staff Member Hours and Exceptions
 
Acceptance Tests
AV-84596 Summary | Details
'Default Staff Schedule Definition' form
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Default Staff Schedule Definition
Scenario 1: Default Staff Schedule Definition - Add/Edit/Delete a Schedule Definition
Specific Setup:
  • A "Provider" service code must be configured in the 'Service Codes' form (Service Code A).
Steps
  1. Access the 'Default Staff Schedule Definition' form.
  2. Select "Add" in the 'Add, Edit Or Delete' field.
  3. Enter the desired value in the 'Schedule Description' field.
  4. Enter the desired value in the 'Schedule Comment' field.
  5. Click [New Row] in the 'Service Schedule' grid.
  6. Validate the 'Service Code' field contains all provider only service codes.
  7. Select "Service Code A" in the 'Service Code' field.
  8. Enter the desired time in the 'Start Time' field.
  9. Enter the desired time in the 'End Time' field.
  10. Select "Weekly" in the 'Recurrence Schedule' field.
  11. Validate the 'Week Days' field is now enabled and required.
  12. Select "Daily" in the 'Recurrence Schedule' field.
  13. Validate the 'Week Days' field is now disabled.
  14. Select "Weekly" in the 'Recurrence Schedule' field.
  15. Select the desired day(s) in the 'Week Days' field.
  16. Select "End After" in the 'Recurrence End By' field.
  17. Validate the '# of Sessions' field is now enabled and required.
  18. Select "No End" in the 'Recurrence End By' field.
  19. Validate the '# of Sessions' field is now disabled.
  20. Click [File Schedule].
  21. Validate a message is displayed stating: Filed Successfully.
  22. Click [OK] and close the form.
  23. Access the 'Default Staff Schedule Definition' form.
  24. Select "Edit" in the 'Add, Edit Or Delete' field.
  25. Select the schedule filed in the previous steps in the 'Schedule Code' filed.
  26. Select the row for "Service Code A" in the 'Service Schedule' grid.
  27. Validate all previously filed values are displayed as expected.
  28. Select "Other" in the 'Recurrence Schedule' field.
  29. Validate the 'Every __ Days' field is now enabled and required.
  30. Select "No End" in the 'Recurrence End By' field.
  31. Enter the desired value in the 'Every __ Days' field.
  32. Click [File Schedule].
  33. Validate a message is displayed stating: Filed Successfully.
  34. Click [OK] and close the form.
  35. Access the 'Default Staff Schedule Definition' form.
  36. Select "Delete" in the 'Add, Edit Or Delete' field.
  37. Select the schedule filed in the previous steps in the 'Schedule Code' filed.
  38. Validate all previously filed values are displayed as expected.
  39. Click [File Schedule].
  40. Validate a message is displayed stating: Filed Successfully.
  41. Click [OK].
  42. Select "Edit" in the 'Add, Edit Or Delete' field.
  43. Validate the 'Schedule Code' field no longer contains the deleted schedule.
  44. Close the form.
Topics
• Default Staff Schedule Definition
AV-84597 Summary | Details
'Assign Schedule to Practitioner' form
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Assign Schedule To Practitioner
  • Default Staff Schedule Definition
  • Scheduling Calendar
Scenario 1: Assign Schedule to Practitioner - Validate the assignment of a default schedule to a practitioner
Specific Setup:
  • A site is defined with hours for scheduling (Site A).
  • A practitioner is defined with hours for scheduling at "Site A" (Practitioner A).
  • A "Provider" service code must be configured in the 'Service Codes' form (Service Code A).
Steps
  1. Access the 'Default Staff Schedule Definition' form.
  2. Select "Add" in the 'Add, Edit Or Delete' field.
  3. Enter the desired value in the 'Schedule Description' field. Please note: this will now be referred to as "Schedule A".
  4. Enter the desired value in the 'Schedule Comment' field.
  5. Click [New Row] in the 'Service Schedule' grid.
  6. Select "Service Code A" in the 'Service Code' field.
  7. Enter the "9:00 AM" in the 'Start Time' field.
  8. Enter the "10:00 AM" in the 'End Time' field.
  9. Select "Weekly" in the 'Recurrence Schedule' field.
  10. Validate the 'Week Days' field is now enabled and required.
  11. Select "Wednesday" in the 'Week Days' field.
  12. Select "No End" in the 'Recurrence End By' field.
  13. Click [File Schedule].
  14. Validate a message is displayed stating: Filed Successfully.
  15. Click [OK] and close the form.
  16. Access the 'Assign Schedule to Practitioner' form.
  17. Validate the 'Practitioner' field is required.
  18. Select "Practitioner A" in the 'Practitioner' field.
  19. Validate the 'Appointment Site' field is required.
  20. Select "Site A" in the 'Appointment Site' field.
  21. Validate the 'Program' field is required.
  22. Select the desired program in the 'Program' field.
  23. Validate the 'Location' field is required.
  24. Select the desired location in the 'Location' field.
  25. Validate the 'Schedule Code' field is required.
  26. Select "Schedule A" in the 'Schedule Code' field.
  27. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  28. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  29. Validate the 'Service Schedule' grid contains the details of "Schedule A".
  30. Validate the 'Start Date' field is required.
  31. Enter the current date in the 'Start Date' field.
  32. Validate the 'End Date' field is not required.
  33. Validate the 'Overbook?' field is required.
  34. Click on the 'Overbook?' help message.
  35. Validate text is displayed stating: 'Overbooking' services in the default schedule will automatically add new staff appointments regardless of other system settings related to overbooking appointments.
  36. Close the help message.
  37. Select "Yes" in the 'Overbook?' field.
  38. Validate the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field is required.
  39. Click on the 'Replace Previously Assigned Default Schedule Appts in Date Range?' help message.
  40. Validate text is displayed stating: 'Replace Previously Assigned Default Schedule Appts in Date Range?' will remove appointments that were generated by the assignment of one or more other Default Staff Schedules in the same Date Range and replace the appointments in the Date Range with the currently selected Default Staff Schedule. (Only appointments associated with a Default Schedule and that were not posted will be removed.) An 'End Date' is required for the Date Range when this option is set to 'Yes'.
  41. Close the help message.
  42. Select "Yes" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  43. Validate the 'End Date' field is now required.
  44. Select "No" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  45. Validate the 'End Date' field is no longer required.
  46. Click [Submit].
  47. Validate a message is displayed stating: Filed Successfully.
  48. Click [OK].
  49. Validate a message is displayed stating: Assign Schedule to Practitioner has completed. Do you wish to return to form?
  50. Click [Yes].
  51. Validate the 'Service Schedule' grid does not contain any rows.
  52. Close the form.
  53. Access the 'Scheduling Calendar' form.
  54. Select "Site A" in the 'Site' field.
  55. Select "Practitioner A" in the 'Staff members' field.
  56. Navigate to any Wednesday after the 'Start Date' filed in the previous steps.
  57. Validate "Schedule A" is displayed for "Practitioner A" from 9:00 AM to 10:00 AM.
  58. Since "No End" was selected for 'Recurrence Pattern', validate this schedule has been created for the next year.
  59. Click [Dismiss] and [OK].
Scenario 2: Assign Schedule to Practitioner - Validate the 'Overbook?' functionality
Specific Setup:
  • A site is defined with hours for scheduling (Site A).
  • A practitioner is defined with hours for scheduling at "Site A" (Practitioner A).
  • Two "Provider" service codes must be configured in the 'Service Codes' form (Service Code A & Service Code B).
Steps
  1. Access the 'Default Staff Schedule Definition' form.
  2. Select "Add" in the 'Add, Edit Or Delete' field.
  3. Enter the desired value in the 'Schedule Description' field. Please note: this will now be referred to as "Schedule A".
  4. Enter the desired value in the 'Schedule Comment' field.
  5. Click [New Row] in the 'Service Schedule' grid.
  6. Select "Service Code A" in the 'Service Code' field.
  7. Enter the "11:00 AM" in the 'Start Time' field.
  8. Enter the "12:00 PM" in the 'End Time' field.
  9. Select "Weekly" in the 'Recurrence Schedule' field.
  10. Validate the 'Week Days' field is now enabled and required.
  11. Select "Monday" in the 'Week Days' field.
  12. Select "No End" in the 'Recurrence End By' field.
  13. Click [File Schedule].
  14. Validate a message is displayed stating: Filed Successfully.
  15. Click [OK].
  16. Select "Add" in the 'Add, Edit Or Delete' field.
  17. Enter the desired value in the 'Schedule Description' field. Please note: this will now be referred to as "Schedule B".
  18. Enter the desired value in the 'Schedule Comment' field.
  19. Click [New Row] in the 'Service Schedule' grid.
  20. Select "Service Code B" in the 'Service Code' field.
  21. Enter the "11:00 AM" in the 'Start Time' field.
  22. Enter the "12:00 PM" in the 'End Time' field.
  23. Select "Weekly" in the 'Recurrence Schedule' field.
  24. Validate the 'Week Days' field is now enabled and required.
  25. Select "Monday" in the 'Week Days' field.
  26. Select "No End" in the 'Recurrence End By' field.
  27. Click [File Schedule].
  28. Validate a message is displayed stating: Filed Successfully.
  29. Click [OK] and close the form.
  30. Access the 'Assign Schedule to Practitioner' form.
  31. Select "Practitioner A" in the 'Practitioner' field.
  32. Select "Site A" in the 'Appointment Site' field.
  33. Select the desired program in the 'Program' field.
  34. Select the desired location in the 'Location' field.
  35. Select "Schedule A" in the 'Schedule Code' field.
  36. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  37. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  38. Validate the 'Service Schedule' grid contains the details of "Schedule A".
  39. Enter the current date in the 'Start Date' field.
  40. Select "No" in the 'Overbook?' field.
  41. Select "No" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  42. Click [Submit].
  43. Validate a message is displayed stating: Filed Successfully.
  44. Click [OK] and close the form.
  45. Access the 'Scheduling Calendar' form.
  46. Select "Site A" in the 'Site' field.
  47. Select "Practitioner A" in the 'Staff members' field.
  48. Navigate to any Monday after the 'Start Date' filed in the previous steps.
  49. Validate "Schedule A" is displayed for "Practitioner A" from 11:00 AM to 12:00 PM.
  50. Click [Dismiss] and [OK].
  51. Access the 'Assign Schedule to Practitioner' form.
  52. Select "Practitioner A" in the 'Practitioner' field.
  53. Select "Site A" in the 'Appointment Site' field.
  54. Select the desired program in the 'Program' field.
  55. Select the desired location in the 'Location' field.
  56. Select "Schedule B" in the 'Schedule Code' field.
  57. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  58. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  59. Validate the 'Service Schedule' grid contains the details of "Schedule B".
  60. Enter the current date in the 'Start Date' field.
  61. Select "No" in the 'Overbook?' field.
  62. Select "No" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  63. Click [Submit].
  64. Validate a message is displayed stating: File Schedule Ended Without Adding Staff Service Appointments.
  65. This is because "No" is selected for 'Overbook?' and "Schedule B" contains the same day/times of "Schedule A" previously filed.
  66. Click [OK] and close the form.
  67. Access the 'Scheduling Calendar' form.
  68. Select "Site A" in the 'Site' field.
  69. Select "Practitioner A" in the 'Staff members' field.
  70. Navigate to any Monday after the 'Start Date' filed in the previous steps.
  71. Validate "Schedule A" is displayed for "Practitioner A" from 11:00 AM to 12:00 PM.
  72. Validate "Schedule B" is not displayed.
  73. Click [Dismiss] and [OK].
  74. Access the 'Assign Schedule to Practitioner' form.
  75. Select "Practitioner A" in the 'Practitioner' field.
  76. Select "Site A" in the 'Appointment Site' field.
  77. Select the desired program in the 'Program' field.
  78. Select the desired location in the 'Location' field.
  79. Select "Schedule B" in the 'Schedule Code' field.
  80. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  81. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  82. Validate the 'Service Schedule' grid contains the details of "Schedule B".
  83. Enter the current date in the 'Start Date' field.
  84. Select "Yes" in the 'Overbook?' field.
  85. Select "No" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  86. Click [Submit].
  87. Validate a message is displayed stating: Filed Successfully.
  88. Click [OK] and close the form.
  89. Access the 'Scheduling Calendar' form.
  90. Select "Site A" in the 'Site' field.
  91. Select "Practitioner A" in the 'Staff members' field.
  92. Navigate to any Monday after the 'Start Date' filed in the previous steps.
  93. Validate both "Schedule A" and "Schedule B" are displayed for "Practitioner A" from 11:00 AM to 12:00 PM.
  94. Click [Dismiss] and [OK].
Scenario 3: Assign Schedule to Practitioner - Validate the 'Replace Previously Assigned Default Schedule Appts in Date Range?' functionality
Specific Setup:
  • A site is defined with hours for scheduling (Site A).
  • A practitioner is defined with hours for scheduling at "Site A" (Practitioner A).
  • Two "Provider" service codes must be configured in the 'Service Codes' form (Service Code A & Service Code B).
Steps
  1. Access the 'Default Staff Schedule Definition' form.
  2. Select "Add" in the 'Add, Edit Or Delete' field.
  3. Enter the desired value in the 'Schedule Description' field. Please note: this will now be referred to as "Schedule A".
  4. Enter the desired value in the 'Schedule Comment' field.
  5. Click [New Row] in the 'Service Schedule' grid.
  6. Select "Service Code A" in the 'Service Code' field.
  7. Enter the "11:00 AM" in the 'Start Time' field.
  8. Enter the "12:00 PM" in the 'End Time' field.
  9. Select "Weekly" in the 'Recurrence Schedule' field.
  10. Validate the 'Week Days' field is now enabled and required.
  11. Select "Monday" in the 'Week Days' field.
  12. Select "No End" in the 'Recurrence End By' field.
  13. Click [File Schedule].
  14. Validate a message is displayed stating: Filed Successfully.
  15. Click [OK].
  16. Select "Add" in the 'Add, Edit Or Delete' field.
  17. Enter the desired value in the 'Schedule Description' field. Please note: this will now be referred to as "Schedule B".
  18. Enter the desired value in the 'Schedule Comment' field.
  19. Click [New Row] in the 'Service Schedule' grid.
  20. Select "Service Code B" in the 'Service Code' field.
  21. Enter the "11:00 AM" in the 'Start Time' field.
  22. Enter the "12:00 PM" in the 'End Time' field.
  23. Select "Weekly" in the 'Recurrence Schedule' field.
  24. Validate the 'Week Days' field is now enabled and required.
  25. Select "Monday" in the 'Week Days' field.
  26. Select "No End" in the 'Recurrence End By' field.
  27. Click [File Schedule].
  28. Validate a message is displayed stating: Filed Successfully.
  29. Click [OK] and close the form.
  30. Access the 'Assign Schedule to Practitioner' form.
  31. Select "Practitioner A" in the 'Practitioner' field.
  32. Select "Site A" in the 'Appointment Site' field.
  33. Select the desired program in the 'Program' field.
  34. Select the desired location in the 'Location' field.
  35. Select "Schedule A" in the 'Schedule Code' field.
  36. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  37. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  38. Validate the 'Service Schedule' grid contains the details of "Schedule A".
  39. Enter the current date in the 'Start Date' field.
  40. Select "No" in the 'Overbook?' field.
  41. Select "No" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  42. Click [Submit].
  43. Validate a message is displayed stating: Filed Successfully.
  44. Click [OK] and close the form.
  45. Access the 'Scheduling Calendar' form.
  46. Select "Site A" in the 'Site' field.
  47. Select "Practitioner A" in the 'Staff members' field.
  48. Navigate to any Monday after the 'Start Date' filed in the previous steps.
  49. Validate "Schedule A" is displayed for "Practitioner A" from 11:00 AM to 12:00 PM.
  50. Click [Dismiss] and [OK].
  51. Access the 'Assign Schedule to Practitioner' form.
  52. Select "Practitioner A" in the 'Practitioner' field.
  53. Select "Site A" in the 'Appointment Site' field.
  54. Select the desired program in the 'Program' field.
  55. Select the desired location in the 'Location' field.
  56. Select "Schedule B" in the 'Schedule Code' field.
  57. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  58. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  59. Validate the 'Service Schedule' grid contains the details of "Schedule B".
  60. Enter the current date in the 'Start Date' field.
  61. Select "No" in the 'Overbook?' field.
  62. Select "No" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  63. Click [Submit].
  64. Validate a message is displayed stating: File Schedule Ended Without Adding Staff Service Appointments.
  65. This is because "No" is selected for both 'Overbook?' and 'Replace Previously Assigned Default Schedule Appts in Date Range?' and "Schedule B" contains the same day/times of "Schedule A" previously filed.
  66. Click [OK] and close the form.
  67. Access the 'Scheduling Calendar' form.
  68. Select "Site A" in the 'Site' field.
  69. Select "Practitioner A" in the 'Staff members' field.
  70. Navigate to any Monday after the 'Start Date' filed in the previous steps.
  71. Validate "Schedule A" is displayed for "Practitioner A" from 11:00 AM to 12:00 PM.
  72. Validate "Schedule B" is not displayed.
  73. Click [Dismiss] and [OK].
  74. Access the 'Assign Schedule to Practitioner' form.
  75. Select "Practitioner A" in the 'Practitioner' field.
  76. Select "Site A" in the 'Appointment Site' field.
  77. Select the desired program in the 'Program' field.
  78. Select the desired location in the 'Location' field.
  79. Select "Schedule B" in the 'Schedule Code' field.
  80. Validate the 'Schedule Description' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  81. Validate the 'Schedule Comment' field is disabled and contains the value filed in the 'Default Staff Schedule Definition' form.
  82. Validate the 'Service Schedule' grid contains the details of "Schedule B".
  83. Enter the current date in the 'Start Date' field.
  84. Select "No" in the 'Overbook?' field.
  85. Select "Yes" in the 'Replace Previously Assigned Default Schedule Appts in Date Range?' field.
  86. Enter the desired date in the 'End Date' field.
  87. Click [Submit].
  88. Validate a message is displayed stating: Staff Service Appointment(s) for a different schedule were found. Do you want to allow removal of the other Staff Service Appointment(s)?
  89. Click [Yes].
  90. Validate a message is displayed stating: Filed Successfully. Staff Service Appointments associated with other default schedules in the specified Date Range have been removed and replaced by the current default schedule Staff Service Appointments.
  91. Click [OK] and close the form.
  92. Access the 'Scheduling Calendar' form.
  93. Select "Site A" in the 'Site' field.
  94. Select "Practitioner A" in the 'Staff members' field.
  95. Navigate to any Monday after the 'Start Date' filed in the previous steps.
  96. Validate "Schedule A" has been removed and only "Schedule B" is displayed for "Practitioner A" from 11:00 AM to 12:00 PM.
  97. This should apply to any staff appointments between the given in the 'Start Date' and 'End Date' fields for "Schedule B".
  98. Click [Dismiss] and [OK].
Topics
• Assign Schedule To Practitioner • Default Staff Schedule Definition • Scheduling Calendar
Table Changes
Table Column Change
SYSTEM.ApptStaffDefaultSrv all new
SYSTEM.ApptStaffDefaultSrvAudit all new
SYSTEM.ApptStaffSchedDeflt all new
SYSTEM.ApptStaffSchedDefltAudit all new
SYSTEM.AppointmentData defaultscheduleid added
SYSTEM.AppointmentDataAudit defaultscheduleid added