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Calendar

Aravind
Aravind
Updated Recently

Overview

Create and Add Providers

Initially, to schedule an appointment, you need a provider so that they can schedule their appointment. Or the admin has to add providers.

To Add providers, follow the below navigation:
Settings Account Settings User
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Enter User Information
  • You will be redirected to the user page.
  • On the user page, we have separated the users based on primary providers and clinical staff. The primary providers are listed under the “Providers” tab and clinical staff are listed under the “Staffs” tab.
  • On the Providers Tab, you can see the “Add User” button in the top right corner.
  • Click the button. Add User will pop up will appear.
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Add User

In that popup, the admin is required to add all the necessary information about the provider in the respective field. Enter the below provider details in the popup:

  • First name and Last name of the provider
  • Select the Primary provider and Assign a role for the provider (eg. Clinician, Provider, Physician, etc…) from the Role dropdown.
  • Enter Email address
  • Create a Username and Password for the provider account (Minimum 9 characters required)
  • Home phone and cell phone number
  • Default facility
  • Federal Tax ID and DEA Number of the Provider
  • Provider’s Job Description
  • Taxonomy
  • UPIN and NPI
  • Select the specialty of the provider
  • Select Appointment Type (What type of appointment does the provider attend like direct appointment, telehealth, or both)
  • Provider’s License type and License
  • License State and License Expires Date

If you want to add another license for the provider, you can click “Add Licenses” and fill out the necessary details. Now, the provider is added.


Create and Add Patients

After adding providers, you need to add patients to schedule appointments. There are two ways you can add patients.

One is by clicking the top “+Create” button in the schedule dashboard and clicking the “+Click Client” option.

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Create Client
The other one is to navigate to the Chevron Menu (<<) Patient Patients
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Create New Client
You will be redirected to “Patient List” page where you can see the “Create New Client” Button. By clicking on the “Create Client” button in both of these steps the “Create Client” pop-up will appear.
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Save Information and Fill Patient Details

In that popup, you have to enter all the necessary information like:

  • First Name and Last Name of the Client
  • Enter your Email Address and Phone Number
  • External ID (Optional) for the Patient (If the Patient is an established patient in any other EHR platform, they will have a Patient ID which needs to be entered. If the patient is new and is a direct candidate for our EHR they will not have an External ID and it doesn’t need to be entered.)

You can click the Save Button to simply save the Client in the Client List. Or if you want to add additional information for the Client, you can Click “Save and Fill More Details”.

Updating Patient Demographics

This action will redirect you to the Patient Demographics page.

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Fill Patient Demographic Details

Where you can add necessary additional information for the patient like SSN, Client Address (which is required for insurance billing), DOB, Sex, Marital Status, Preferred Language, Race, and Ethnicity.

Then click the “Save Patient” button.

Create and Schedule Appointments

Now you can schedule an appointment for the patient.
Go to the calendar menu.
create appoinment
Create Patient Appointment

Based on the given provider availability before, you can click the timeslots in the calendar dashboard.

For instance, If you set “From time - To time” for the Provider like 10:00 AM to 6:00 PM, you can only schedule the appointment for the provider within the time frame.

You can not schedule an appointment before 10:00 AM or after 6:00 PM.

Now, click on the timeslots based on the provider's availability before.

Fill Appointment Details

A New appointment scheduling pop-up will appear.

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Enter Appointment Details

Using this form, you can create and schedule appointments for the patient for the available provider. Follow the below instructions:

  • Select the Patient.
  • Adjust the date and time.
  • Choose an appointment type: Walk-in or Telehealth.
  • Select Facility Location.
  • Choose a Specialty based on the facility.
  • Select the Provider for the specialty.
  • Set appointment recurrence: Repeat, Not Repeat, or Custom.
  • Choose a Billing Facility.
  • Select Appointment Profile (e.g., New Patient, Follow-Up).
  • (Optional) Select Billing Profile.
  • Set Appointment Status (e.g., In Room, Arrived, Complete).
  • Click Save.

Now, the appointment has been scheduled for the patient you have selected.

Note: When you are selecting the Specialty, only the available no.of provider in the selected specialty will be shown. Other providers will not be shown under the selected specialty


Editing Appointment Details

To edit the appointment details, click on the Scheduled Appointment.

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Edit Appointment Details

You will be redirected to the Appointment Details popup.

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Edit Appointment Details
  • You can edit the appointment by rescheduling, canceling, or editing the session status or details of the appointment.
  • The Services, Billing & Vitals Section is disabled on the page.
  • Once you update the patient status to “Arrived/Lobby” the Billing, Services & Vitals Section will be enabled to edit.
  • Change the Status to ‘@Arrived/Lobby’ in the Appointment Section or Click somewhere in the Billing, Service, or Vitals Section. A popup will appear asking “Whether the patient has arrived at Lobby or not”.
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Edit Confirmation

  • Click “Yes”. The Status of the appointment will be automatically changed to Arrived/Lobby.
  • Once the Status is changed to “Arrived/Lobby”, you cannot change or edit the appointment again.
  • Now you can add diagnosis & procedural services for the patient based on the appointment.
  • You can now Bill for the services rendered.
  • To do that, scroll down to the Service section.
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Appointment Details
  • ICD-10 Diagnosis
  • CPT Procedure/Service
  • HCPCS Procedure/Service
  • Custom Codes

For ICD-10, CPT HCPCS & Custom code, click on the radio button to select the code.

Then on the right side, you can see the “Search Bar”

Click it and enter the diagnosis or procedural code for the service provided.

Then generate Billing for the provided services by selecting the “Payment Type” as ‘Cash’ or ‘ Insurance’.

If you have selected the ‘Cash’ payment then you can create an invoice for the said services and can pay the amount using cash, credit card, stripe, & cheque.

If you have selected the ‘Insurance’ payment then if a Co-pay is available you can create an invoice otherwise you can directly go to the “Insurance claims” page and generate a claim form for the said appointment.

In the Vitals section, you can add the Vitals info of the patients and view the last updated vital info too.

If needed, you can download the vitals as a PDF or CSV file by selecting the appropriate option.

After entering all the details click on the “Done” button to save the information.

Related Articles

Setting Provider Availability
Editing Appointment Details

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