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Avatar Appointment Scheduling 2024 Quarterly Release 2024.02 Details

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Product Requirements and Recommendations

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

  • 2024 Update installation
    Installation will upgrade to the 2024 version. This will not change any current functionality.
Included Updates
None
Product Update Description
Avatar Appointment Scheduling 2023 is updated to Avatar Appointment Scheduling 2024
Topics
• Upgrade
  • Group Appointment Scheduling
    An issue is resolved to ensure valid clients are displayed in Group Registration and Group Appointment Scheduling group members.
Included Updates
None
Product Update Description
The following issues are resolved: 1) An issue that may occur when scheduling Group Appointments where clients with expired group assignments are included. 2) An issue that may occur in the 'Group Registration' form that prevents modification of client group assignments.
Topics
• Appointment Management • Add New Appointment • Group Appointment
  • File Import
    File Import: Resource Definition has been added to the system.
  • File Import
    File Import: Room Definition has been added to the system.
Included Updates
None
Product Update Description
The options "Room Definition" and "Resource Definition" are added to 'File Import' form.
Topics
• File Import
  • Waiting Room - 'Close Visit' action
    The 'Walk-in Clinic/Waiting Room' widget is enhanced to allow updating the appointment status when closing a visit. To support this, the 'Waiting Room Appointment Status Codes for 'Close Visit'' field is added to the 'Appointment Scheduling System Defaults' form.
  • Waiting Room - Service Codes
    Ensure 'Client Only' service codes are not permitted in the Waiting Room.
Included Updates
None
Product Update Description
The 'Walk-in Clinic/Waiting Room' widget is modified to allow updating the appointment status when closing the visit. In addition, the service code selection logic is modified to prevent selecting client only services.
Topics
• Waiting Room
  • 'Coming in Today' widget
    Ensure the 'Coming in Today' widget displays appointments as expected.
  • 'Progress Note' To-Do's
    Ensure the ability to approve a 'Progress Note' To-Do for an existing appointment note when the practitioner no longer has access to the program of service.
Included Updates
None
Product Update Description
The following issues are resolved: 1) An issue that may occur when approving a 'Progress Note' to-do for an 'Existing Appointment' with a practitioner program restriction where the to-do is unable to be addressed. 2) An issue in the 'Coming In Today' widget that may incorrectly display the message 'No Appointment Found'.
Topics
• Scheduling Calendar • 'Coming In Today' widget • Progress Notes • Registry Settings • Practitioner • To-Do's
  • Payment Acknowledgement - Front desk payments - Appointment Scheduling
    A new registry setting 'Include Guarantors with Self Pay System Financial Class' is added for the 'Scheduling Calendar' (Check-In)'. The functionality that is enabled by selecting '4' in the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting is added to support the changes.
  • Payment Acknowledgement - Scheduling Calendar - Check In
    An issue is resolved to always show the payment from the 'Scheduling Calendar - Check In' in the 'unacknowledged_payments' table.
Included Updates
None
Product Update Description
The following is included: 1) The 'Include Guarantors with Self Pay System Financial Class' registry setting is added for 'Scheduling Calendar' (Check In). 2) Support is added for changes to the functionality enabled by selecting '4' in the Avatar PM 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting. Note: These changes are introduced in Avatar PM 2024 update 49.
Topics
• Scheduling Calendar • Check-In • NX • Front Desk
  • The 'Alert User When Entering a Past Appointment' registry setting
    The functionality of the 'Alert User When Entering a Past Appointment' registry setting has been incorporated. Disabling the alert will prevent users from being warned when scheduling appointments with past dates or times.
Included Updates
None
Product Update Description
A new Registry Setting 'Alert User When Entering a Past Appointment' is added to allow the 'Appointment is in the past' alert to be optional. The display of the 'Appointment is in the past' alert when the appointment time has passed for the current date is also corrected.
Topics
• Scheduling Calendar
  • The 'Telehealth Configuration' form
    The 'Telehealth Configuration' form is enhanced to support deleting the configuration data on file. Please note: this must be done by a Netsmart Associate.
Included Updates
4
Product Update Description
The 'Telehealth Configuration' form is enhanced to support deleting the configuration data on file.
Topics
• Telehealth • Query/Reporting
  • Appointment Scheduling - The 'SYSTEM.AppointmentPerson' SQL table
    The 'SYSTEM.AppointmentPerson' SQL table is enhanced for individual reporting.
Included Updates
None
Product Update Description
The 'SYSTEM.AppointmentPerson' SQL table is enhanced for individual reporting. Access to the SQL table will need to be added through the 'User Definition' form for full functionality.
Topics
• Add New Appointment • Scheduling Calendar • Progress Notes • Check-In • Check Out • Post Appointment • Query/Reporting
  • 'Coming in Today' widget
    The 'Coming in Today' widget refresh process is updated for improved performance.
Included Updates
7
Product Update Description
The 'Coming in Today' widget refresh process is updated for improved performance.
Topics
• Widgets • Sub-System Code • 'Coming In Today' widget • Scheduling Calendar
2023 Update 24 Summary | User Acceptance Tests
  • File Import
    Users will be able to add/ edit 'Site Holidays' and 'Site Hours of Operation' through 'File Import'
  • File Import
    Users can add/edit 'Site Registration' and 'Time Slots' through 'File Import'.
Included Updates
2, 3, 5, 6, 7, 8, 9, 10, 11, 15, 16, 17, 20, 21, 22, 23
Product Update Description
The options "Site Registration", "Site Registration Time Slots", "Site Registration Site Hours" and "Site Registration Site Holidays" are added to the 'File Import' form.
Topics
• Site Registration • NX
2023 Update 26 Summary | User Acceptance Tests
  • Staff Members Hours and Exceptions - Copy Staff Member Hours
    The 'Select Other Staff Member to Copy Hours From' feature of the 'Staff Members Hours and Exceptions' form is enhanced to provide additional functionality.
Included Updates
2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 25
Required Updates
Avatar Appointment Scheduling 2023 Update 6
Avatar Appointment Scheduling 2023 Update 20
Avatar Appointment Scheduling 2023 Update 25
Product Update Description
The 'Select Other Staff Member to Copy Hours From' feature of the 'Staff Members Hours and Exceptions' form is enhanced to update Staff Hours when repeating the Copy From Other Staff Member Hours and the Staff Hours of the original Source have changed.
Topics
• Staff Members Hours And Exceptions
2023 Update 30 Summary | User Acceptance Tests
  • Scheduling Calendar - Copy/Paste
    Ensure the copy and pasting of appointments functions as expected.
  • Scheduling Calendar - Performance
    Ensure appointments are scheduled in a timely manner.
Included Updates
2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 25, 28, 29
Product Update Description
The following issues are resolved: 1) The 'Scheduling Calendar' is updated for increased performance when launching the 'Add New Appointment' form. 2) An issue in the 'Scheduling Calendar' that allows appointments to be copied to a site in which the selected 'Program' is not valid.
Topics
• Scheduling Calendar • NX
2023 Update 31 Summary | User Acceptance Tests
  • Appointment Scheduling - Day Program support
    Avatar Appointment Scheduling is enhanced to support the Day Program widget.
    Please note: Avatar PM 2023 Update 152 and Avatar NX Release 2024.01.00 are required for full functionality.
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
Product Update Description
Avatar Appointment Scheduling is enhanced to support the Day Program widget. Please note: Avatar PM 2023 Update 152 is required for the Day Program widget to be available.
Topics
• Scheduling Calendar • NX • myAvatar NX Only • Day Program Attendance
2023 Update 32 Summary | User Acceptance Tests
  • Patient Calendar - Day Program Attendance Placeholders
    Support is added to display Day Program Attendance placeholders on the 'Patient Calendar' in Avatar NX.
    Please note: Avatar PM 2023 Update 152 and Avatar NX Release 2024.01.00 are required for full functionality.
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
Required Updates
Avatar Appointment Scheduling 2023 Update 25
Product Update Description
Support is added to display expected Day Program attendance placeholders on the Patient Scheduling Calendar in NX. Note: The Day Program Widget and Patient Scheduling Calendar are available only in myAvatar NX, and an Avatar NX Release is also needed in order to make full use of the Day Program functionality.
Topics
• Scheduling Calendar • NX • myAvatar NX Only
2023 Update 33 Summary | User Acceptance Tests
  • Scheduling Calendar - Find New Appointment
    The 'Room' search field is added to the 'Find New Appointment' option of the 'Scheduling Calendar' form.
Included Updates
2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 25, 28, 29
Product Update Description
Support for Room search is added to the 'Find New Appointment' form.
Topics
• Scheduling Calendar • Add New Appointment • Clinic Scheduling
2023 Update 34 Summary | User Acceptance Tests
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Waiting Room - Refresh
    The 'Walk-in Clinic/Waiting Room' and 'Walk-in Clinic Registration/Waiting Room' widgets are updated to only refresh modified data.
    Please note: Avatar NX Release 2024.01.00 is required for full functionality.
  • 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.
  • 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'.
  • 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.
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
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
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.
Topics
• NX • Waiting Room • Registry Settings • Diagnosis • Financial Eligibility • Scheduling Calendar • Front Desk
2023 Update 35 Summary | User Acceptance Tests
  • Group Appointments - 'AppointmentUpdated' messages
    An issue is resolved to ensure that when a 'Group Appointment' is scheduled and a client in the group is subsequently discharged, that there are no CareFabric 'AppointmentUpdated' messages generated for any clients in the group, only a 'AppointmentDeleted' message for the client that was discharged
  • Group Appointment - 'AppointmentDeleted' event
    Appointment Scheduling is updated to ensure that when a 'Group' Appointment is scheduled and a client in the group is subsequently discharged, that a 'AppointmentDeleted' CareFabric event is generated for that client
Included Updates
2, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 17, 20, 21, 22, 23, 25, 28, 29
Product Update Description
Avatar Appointment Scheduling is updated for improved performance when the 'Delete Appointments Upon Discharge' registry setting is enabled. Additionally, an issue where removing one or more members from a group appointment would not send an 'AppointmentDeleted' CareFabric message is resolved.
Topics
• Discharge • Delete Appointment
2023 Update 37 Summary | User Acceptance Tests
  • '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.
  • '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.
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
Required Updates
Avatar Appointment Scheduling 2023 Update 25
Avatar Appointment Scheduling 2023 Update 35
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.
Topics
• Scheduling Calendar • NX • Staff Member Hours and Exceptions • Default Staff Schedule Definition • Assign Schedule To Practitioner
 

Avatar_Appointment_Scheduling_2024_Quarterly_Release_2024.02_Details.csv