This demonstrates how either the facility secretary's or the referring HCP's office can initiate a booking change.
Part 1: Here is how the referring HCP's office requests an appointment change
The referring HCP or her staff logs in. She wishes to move an already-scheduled test or procedure forward and have it occur sooner. She opens the Request (whose status is Pre-Service Approved), updates with her new date request and Saves.
On the facility secretary's Manage Requests screen, there is no obvious indication of this update. She is made aware of it as she works through the tabs at the bottom of the screen. The updated Request appears in the "Waiting for My Reply" dropdown, under "Pre-Service Approved." She opens the Request, reads the new post from the referring HCP, then deletes the existing service appointment and creates a new one.
She updates and Saves.
This generates an automatic email notification to the referring HCP's office email. Additionally, the service manager’s and the facility secretary’s calendars have automatically updated after the appointment change.
The HCP's office clicks through to the Request and notes the revised time and date and conveys it to the patient.
Part 2: Here is how the facility's office initiates an appointment change
Let’s say that the facility must move all of Tuesday appointments to Monday. Either on the facility secretary’s Manage Requests screen or on the calendar, she identifies each of the Tuesday's appointments and opens each Request (status Pre-Service Approved), one by one. She deletes the existing appointment, creates a new one with the new appointment time and date, updates and Saves.
An email notification to the referring HCP is automatically generated. Here is that email notification. The HCP's office clicks through to the Request and notes the revised appointment date. In this example, the referring HCP has a problem with the revised appointment date. The HCP’s office therefore responds, by posting to the thread.
Note that as a result of this response, the status has not changed. It remains Pre-Service Approved. There is no obvious indication of the referring HCP’s update on the facility secretary’s Manage Requests screen. She is made aware of it as she works through the tabs at the bottom of the screen. The updated Request appears in the "Waiting for My Reply" dropdown, under "Pre-Service Approved". She opens the Request, reads the new post from the referring HCP, then deletes the existing test/procedure appointment and creates a new one. She updates and Saves.
Here is the new appointment time and date. The services manager’s and the facility secretary’s calendars have again automatically updated after the most recent appointment change and of course, an email notification is automatically generated to the referring HCP .
Yes, there is a difference. For self-booked appointments, the HCP's staff clicks the "Edit" button in the 'Test/Procedure Session' pane on the "Manage Request" screen. A pop-up window appears containing "Cancel" and "Change" buttons. If the "Change" button is clicked and a suitable self-booking appointment slot appears in the Self-Booking Dates pop-up window, the HCP's staff selects it. If there is no suitable self-booking slot (or there are no more self-booking slots) available, here's how to CANCEL the appointment request: HCP staff clicks the 'x' at the top right corner of the Self-Booking Dates pop-up window, then clicks the "Edit" button again and this time clicks the "Cancel" button, checks the "Yes. I have noted the information" box and clicks "Close this Request".
If there is no suitable self-booking slot (or there are no more self-booking slots) available, HCP staff clicks the 'x' at the top right corner of the Self-Booking Dates pop-up window, then updates the thread, requesting the facility secretary to reschedule the appointment. The facility secretary then makes the change, as indicated below.
For appointments that the HCP's office has scheduled via the facility secretary, the HCP's staff updates the thread requesting an appointment change. The facility secretary clicks the red 'x' beside the appointment time/date in the Test/Procedure Session Pane. This deletes the appointment and let's her select a new one from the calendar dropdown. She then updates the thread with the new appointment time/date and Saves.
No, it cannot. The Portal belongs exclusively to that one office location. The referring HCP would have to cancel the appointment in that Portal, log into another office Portal and open a New Request.
One party can post two or more times in a row. This would occur if a mistake is noticed in a post and a second post is made to correct it. It can also occur if additional information needs to be conveyed, eg. the referring HCP has uploaded some relevant information to the thread before the date of the procedure and then a day later, further information needs to be uploaded.
There are 2 calendars: the calendar dropdown and the calendar screen. A dropdown calendar appears on the Manage Request screen when the facility secretary is scheduling an appointment. The appointment that is created is automatically applied to the calendar screen. There calendar screen displays every appointment for every test/procedure. Appointments are colour-coded by test/procedure. Calendar views are 'monthly', 'weekly' and 'daily'. Any Request can be opened directly from the Calendar by clicking on it.
We advise that the technician/services manager and the facility secretary open the calendar screen as the initial task of each day and keep it open. They then open the Manage Requests screen in a separate tab or window.
The booking system and associated calendar are integral components of the Portal. They have two additional benefits: (i) generating automatic email notifications to the referring HCP that an appointment is imminent or that the patient did not appear for the scheduled appointment; (ii) at the time of the test or procedure, the technician can open the Request thread directly from the calendar entry to access the requisition and other information. You can certainly duplicate appointments made in the Portal into your existing booking program; however, you'll soon find it redundant.