Configure the Appointment Book

Read the sections below to learn how to configure the Appointment Book in PCC EHR.

Indicate the Scheduling Providers at Your Practice

Once the Appointment Book is in use by your practice, you need to indicate which users can be scheduled for appointments.

This is done through the User Administration tool.

Configure Visit Reasons and Optional Visit Types

Use the Visit Reason Editor to create and work with visit reasons and optionally assign them to color-coded visit types, set visit reason durations by provider, and choose your practice’s default visit reason.

Visit Reasons

Use the Visit Reasons tab to work with your practice’s visit reasons. You can customize the duration for each visit reason, by provider. If your practice uses color coding as guidance for your schedulers, you can also assign a visit type to each visit reason.

Select a visit reason and click “Edit” to make changes.

You can change a visit reason’s name, optionally assign a visit type, choose whether to allow forms to print, define its default duration, or set custom durations by provider, in 5-minute increments.

Print Forms?: While you can determine here whether forms should print for this visit reason, Partner is responsible for printing the forms and determining whether the form should print right away (such as for same-day visits), or queue up to be printed via prenc. Form configuration is maintained in csedit, also in Partner.

Search Filter

The Visit Reason Editor screen has a search filter that will help you sort through the list of visit reasons quickly.

As you type, the filter will display all matching text in the visit type or visit reason fields.

Optional: Visit Types

Visit types are used to color code your schedule so that anyone scheduling can see what type of appointment should be scheduled within each block of time. For example, you may have one visit type named “Well Visits” that includes the visit reasons “infant well visit”, “1 yr well visit”, “2 yr well visit”, etc.

You can decide what color to use for each visit type, and where the colored time slots will appear on the schedule, by provider.

Open the Visit Types tab, and click “Add” to create a new visit type.

Enter a name for your visit type, and click “Save” if you are satisfied with the default color assigned. If you want to change the color, click on the color swatch.

You can choose from the color-blind friendly options provided in the Basic Colors palette, or you can create your own color scheme instead.

When you have finished adding visit types, you will be ready to assign them to visit reasons on the Visit Reasons tab.

Visit Reason Default

Use the Visit Reason Default tab to set a default visit reason for the practice.

The Visit Reason field in the Schedule Appointment panel of the Appointment Book will default to the selected visit reason.

Configure Provider Hours and Manage Their Calendar

Use the Provider Hours tool to configure a provider’s scheduling availability. Optionally, you can also give color-coded guidance to schedulers about what types of appointments to schedule throughout the day.

On the Provider Schedule tab, you can quickly review a provider’s schedule.

The Location Abbreviation, displayed in parentheses to the right of each block of time, shows where the provider will be during each block of time.

Single Location Practice?: If your practice does not have multiple locations, you will not see the Location Abbreviation on your schedule.

By default, the provider’s regular hours for the day appear. You can edit individual days, as needed.

Set Default Provider Hours and Optionally Provide Color-Coded Schedule Guidance

On the Provider Regular Hours tab, you can set each provider’s usual in and out times. These are the default hours that display on the calendar.

You can enter multiple start and end times to account for breaks or hospital rounds, and create as complex a daily schedule as the provider needs. They can also split their time between locations, as needed.

Providers at Care Centers: If your practice uses care centers, the Location selections for each provider will be restricted to location(s) connected to the care center each provider is assigned to.

Single Location Practice?: If your practice does not have multiple locations, you will not see the Location field in the Provider Regular Hours tab.

Color-Coded Schedule Guidance

You can assign visit types to a provider’s available hours as a way to give guidance to schedulers about what types of appointments to schedule throughout the day.

You can select a color from the Visit Type drop-down and then “paint” that color onto the provider’s schedule.

If you need to make changes, click on the block of time to edit it. You will see grab handles that will allow you to move the color block, or an ‘x’ to delete it.

When you are finished configuring the schedule, you will be able to see the colored visit type guidance on the Appointment Book tab.

Set Custom Hours for a Single Day

Double-click on a day in the Provider Schedule tab to make changes to the provider’s working hours for that day.

You can enter different start and end times to configure custom hours for the day, or mark the provider as off for the whole day.

Single Location Practice?: If your practice does not have multiple locations, you will not see a location option when editing custom hours.

Configure Patient Details Window

What information should you review with a family before you schedule the patient? The Patient Details ribbon includes several components by default: Appointment History, Recent and Upcoming Appointments, Patient Demographics, Account Demographics, and Policies.

You can add any chart-wide components you like, and rearrange the order of the ribbon to suit your office’s needs.

From the Protocol Configuration tool, select “Patient Details Builder (Appt Book)”.

You can click the “Add” button to include any additional chart-wide components, and drag and drop component names to rearrange how they appear on the ribbon.

For example, maybe you always ask for insurance information and double-check cell phone numbers. Maybe you manage patient portal users. You can add, remove, and move components around to make sure staff has the details they need when they schedule.

Turn Off Automatic Patient Details Window

You may want to turn off the automatic Patient Details window, so that it doesn’t get in the way when your staff are scheduling over the phone.

Within the Appointment Book section of the Practice Preferences tool, simply uncheck the checkbox next to “Present Patient Details when scheduling appointments”.

The scheduler can still access the Patient Details window by clicking “Patient Details” from the Schedule Appointment panel.

Choose the Appointment Book Display Unit for Your Practice

Your practice can configure your Appointment Book display grid in time units that work best for your office.

You can choose from time slots of 10, 15, 20 or 30 minutes.

The Appointment Book’s time unit determines the start times of your appointments. For example, if you use a 20 minute unit, all of your appointments in the 9:00 hour would begin at 9:00, 9:20, or 9:40.

Contact PCC Support to configure your Appointment Book scheduling grid.

Short Appointment Lengths

As you design your schedule, remember that short appointments will all begin at the same start time in a single time slot. For example, if you use the default 15-minute Appointment Book time grid, you could schedule up to three separate 5-minute appointments, all set to begin at the same time.

  • Last modified: August 15, 2018