This demonstrates how staff can notify patients about schedule changes on the day of their appointment.
Here is how the secretary can cancel all of the patients that are booked for today.
On her “Manage Requests” screen, there are a number of Requests with different statuses. In order to view only the Requests with status “Consult Today”, she clicks the “Consult Today” tab at the bottom of the screen. Here you see today's appointments in chronological order, marked in green as "Consult Today".
The secretary opens Billy’s Request and posts that the appointment has been cancelled in the ”Update this Request” field. However, there is no way for her to generate a notification to Billy from within this status. If she checks "Consult Pending Tests/Procedure" and Saves, this does not generate a notification to alert the patient. In order to notify Billy, she Clicks “Show Options, changes the status in the dropdown menu to "Flag HC Provider" and Savea.
This status changes to “Booking Request. Now the "Request Modified- Notify Patient" box is present. She updates with the office cancellation information, checks the "Request Modified- Notify Patient" box and Saves. Now Billy will receive a notification and see the secretary's message explaining that all appointment have been cancelled for the day.
Here is an example of the email notification that Billy receives. When he clicks through to the thread, he will read the Secretary's full message, check the box "Yes, I have noted the information", and Close the Request.
On the Secretary's “Manage Requests” screen, she sees that the status of Billy’s Request is “Copy and Close”. She opens it, creates a PDF of the entire thread, saves it to the EMR or prints it and adds it to the patient's paper file. Then she checks "Yes, I have printed the info" and then clicks “Delete”. Now the Request is deleted from the database.
"Request Modified - Notify Patient"
"Consult Pending Tests"
"No Show Discussion"
"Referral Pending Approval"
Yes there is, but it is not nearly as certain. The recommended approach changes the status to "Request Modified - Notify Patient". Patients receiving an email with that subject line are very likely to open it and click through to the new post. The less certain approach for the Secretary to change the "Consult Today" status to "Booking Request", then update that today's appointment has been cancelled and create a new appointment and Save. This would change the status to "Pre-Consult Approved" and generate an email notification to the patient. However, an email with the subject line "Pre-Consult Approved", arriving on the day of the appointment, would likely be ignored.