The Normal View in the Scheduler offers available times based on the criteria you entered on the Search Criteria screen. The earliest and best matches for the criteria you entered will be in the middle row, and the first available match is highlighted, ready to be confirmed.
Other available times are listed in the same row across the middle of your screen. You can also view other available times and move around the calendar to find the best time for the patient.
Reading the Normal View
The Normal View screen is divided into a grid of columns and rows.
Each column provides details about a different day. The information at the top of the column tells you what day and provider the column displays.
The dates may be consecutive, but
sam will not waste space showing a date for which there is no available time or that does not meet your search criteria. If a provider only works on Wednesday and Thursday, you will only see columns for Wednesdays and Thursdays. If you enter “Monday” as a time frame,
sam will offer the next several Mondays with available time. If you enter “sick” as a time frame, you will only see one column for each provider in your criteria who has available time today.
Cells, or Units of Time
The columns are split into units of time during the day. In the screen above, each rectangle represents a fifteen minute unit of time. Your office might work with a ten or five minute schedule instead, and a few offices have used a thirty minute unit.
The currently selected unit is highlighted. Press F1 – Schedule Appt, to start confirming that appointment. The currently selected appointment is also shown at the top of the screen.
Here are three units from a Normal View screen:
In the example above, for the day and provider selected, you can see that the 8:45am time slot is wide open, but a five minute allergy recheck partially fills up the 9:00am time. Since the visit being scheduled is only ten minutes long, it can still be scheduled to start at 9:00am.
In each slot you can also see basic information about existing visits. For example, the patient Jnaya Payne is scheduled for an allergy recheck at 9:00am. The 9:15am unit has a “+2” next to the time, indicating that two visits are scheduled in that time. You can use F8 to go to the Detailed View if you want to see more details about those two visits.
No Times Available?: If a clinician is fully booked or has no room for the appointment you wish to schedule, the day will not be offered on the
sam Normal View. You may see a warning message that “There are no available times for your chosen criteria.” You can use the Day View or Detailed View to review the schedule and force in an appointment, or you can return to the SAM Search Criteria screen and use a different time frame.
Actions On the Normal View
Find and Schedule the Best Time
sam scheduler automatically selects the first and best match for you. However, you can use the arrow keys or function keys to choose a different time, date, or provider.
Use the right and left arrow keys to move across the middle row.
Press F4 – Next Available to ask
sam to find the next best times according to your criteria. The middle row will shift to show the next open time in each column. You can use the F4 and F3 – Prev Available keys to cycle through all the available times in the days shown.
Review More of the Schedule
You can arrow off the screen and the screen will shift in that direction. Whenever you see a highlighted number of minutes in the upper right hand corner of a rectangle, there is open time available.
No matter how far you scroll off the screen to the right,
sam will continue to only offer times based on the criteria you entered. If you decide to schedule based on a different time frame (or provider, visit reason, etc.), you should press F2 – New Time Frame to make changes to your criteria.
Jump to a More Detail, Remove Blocks, Double-Book
Press [F7 — Day View] or [F8 — Day View] to learn more about the selected day’s schedule, remove blocks, or double-book.
Function Keys on the Normal View
F1 – Schedule Appt
Press F1 to schedule the currently selected appointment. You will be shown a confirmation screen where you can add notes and save the appointment by pressing F1 again. On the confirmation screen, you have a chance to return to this screen by pressing F12. If you attempt to confirm an appointment at an unavailable time, you will be shown a conflict screen with a link to the Detailed View.
F2 – New Time Frame
Press F2 to return to the SAM Search Criteria screen. If you need to change the patient, the visit reason, the provider, or the time frame for the visit, press F2 and make your changes.
F3 – Previous Available
Press F3 to see earlier available times in each column. F3 scrolls all of the columns down so that the middle row shows the previous appointment openings. Keep in mind that
sam will only offer open times that match your time frame, it will skip over times that are filled or that don’t match your criteria. F3, along with F4, allows you to cycle through the available openings for the day you are viewing based on the criteria you entered.
F4 – Next Available
Press F4 to see the next available times in each column. F4 scrolls all of the columns up so the middle row shows the next available openings. Keep in mind that
sam will only offer open times that match your time frame, it will skip over times that are filled or that don’t match your criteria. F4, along with F3, allows you to cycle through the available openings for each day you are viewing based on the criteria you entered.
Note: If you are scheduling for a provider group, such as “any” or “male”, the Normal View will shift to show you the next four openings for any provider in that group when you press F3 or F4. That may mean that the columns no longer show the same providers, but instead will show the next possible available provider in the provider group you used. If you would rather scroll through available appointments with the providers “frozen” in the column they started in, use Page Up and Page Down instead of F3 and F4. No matter which method you use to view next appointments, you can arrow off the screen to the right to see additional available doctors if any are available.
F5 – Select This Day/Deselect
Press F5 to view all available doctors for the selected day. If you are scheduling for a provider group and are looking at a range of dates, you will see the first available provider for each date. You may want to find out if alternate providers are available. Use the arrow keys to select the column of that day and press F5. The Normal View will show you a single column for every provider who is available on the date you selected. Press F5 again to return you to the standard calendar view. Using the “sick” or “today” time frame is similar to selecting a day with F5.
F6 – Select This Prov/Deselect
Press F6 to see more openings for the provider of the currently selected column. If you entered a provider group (such as “any”) when specifying the provider, you may want to switch to a single provider while scheduling. Choose a column that shows that provider and press F6. The Normal View will show only that provider’s schedule. You can press F6 again to return to viewing open times for the provider group you originally entered.
F7 – Day View
Press F7 to view the Day View screen. The Day View allows you to force in an appointment for any desired time and date. You can also review the current schedule for all providers. The Day View shows statistics on how busy each provider is for a given date. You can find out who the least busy provider is, switch to that provider and location, and continue scheduling. You can also force in an appointment for any desired time and date.
F8 – Detailed View
Press F8 to view the Detailed View screen. The Detailed View offers more information about each time slot, including complete visit information and a tally of how each unit of time is used. You can also remove blocks and schedule directly from the Detailed View.