CAD115 Building Schedules Using

1

CAD115 Building Schedules Using Edit Template Epic 2018

CAD115 Building Schedules Using

Edit Template Workbook

Watch ....................................................................................................................................... 2

Reviewing the Chapter ........................................................................................................... 6

Review Questions ................................................................................................................ 6

Review Key ........................................................................................................................... 9

Study Checklist ................................................................................................................... 11

2

Epic 2018 CAD115 Building Schedules Using Edit Template

3


Watch

View the CAD115 Building Schedules Using Edit Template e-learning lesson. Complete the

following sections when instructed.

Fill in the Blanks: Guidelines for Building a Template

• Templates (schedules) are created for a specific ________________ in a specific

________________.

• In template build terminology, a “provider” is anything that needs a schedule,

including:

o ________________, such as doctors and physician assistants (Dr. Smith)

o ________________, such as MRI machines, an infusion chair, or

equipment

• Creating a template for a resource rather than a specific person allows the

schedule to be ________________ by staff.

• Before you can build a template, the provider or resource needs to have a record

in the system that specifies the ________________ in which a schedule will be

built.

Ways to Incorporate Lunch

Draw a star next to Epic’s recommended way to incorporate lunch.

Circle the way that you think you’ll use most often at your organization.

• Do not build lunch. Leave a break in the schedule; don’t build any slots for

lunch. Use this option when providers never see patients over lunch. Assuming

there is no other unavailable time, this allows the schedule to be built out

indefinitely. Schedulers need Override security to schedule into it.

• Build lunch as unavailable time with 1 regular opening. Use this option when

providers occasionally see patients over lunch. This allows users to delete the

unavailable time, leaving schedulable slots. Schedulers need Override security to

schedule into unavailable time.

• Build lunch with zero openings and 1 overbook. Use this option when

providers often see patients over lunch. Schedulers need Overbook security to

schedule into it.

4


Fill in the Blanks: Adding Blocks to a Template

• Blocks reserve time on a provider’s schedule for a specific

_____________________ or _____________________.

o A New Patient block from 8:00 - 9:00 AM reserves time for the New

Patient visit type to be scheduled there.

o A Hospital Follow Up block from 4:00 - 5:00 PM reserves time for the

Hospital Follow Up visit type to be scheduled there.

• Don’t use blocks to reserve time when a provider will not be seeing patients.

Instead, use _____________________ time.

o Set unavailable time from 8:00 - 11:00 AM because the provider is out of

office for a seminar.

• It is possible to time-release blocks so they are removed from the schedule days

in advance rather than going unused. Cadence analysts configure these settings

within your department

Answer the Question: Accessing Blocks

• The blocks that are available for a template have been enabled for that

department or provider.

• If this template called for additional blocks, your administrator would need to

enable those blocks in the department or provider records.

• Who would you contact at your organization to release blocks?

________________________________________________________

5


Fill in the Blank: What to Put in the Blocks Num Column

Use the Num column to indicate how many ____________________ per slot should be

used for the specified block.

• By default, when the Num column is left empty, ___________ openings in a slot

are used for the block.

• For slots with 1 opening, entering “1” will have the same outcome as leaving the

field empty.

Fill in the Blank: Source Date

This is the date that will be _____________________ into the future.

You can update the source date by either selecting that day on the schedule or typing it

in the Source date field.

6


Fill in the Blanks: Recur Options

Write the appropriate recur option in the first column of each row.

Recur Options: Copies the Source Date to: Examples:

specific date(s) • Jan. 26, 2022

• Jan. 27, 2022

every day

(with the option to alternate days

and include weekends/holidays)

• Every single day

• Every other day not including weekends

specific days of the week

(with the option to alternate

weeks)

• Every Mon-Fri

• Every other Mon, Wed, and Fri

a specific day of the week within a

specific week of the month

(with the option to alternate

months)

• The last Friday of every month

• The second Tuesday of every other month

Fill in the Blank: Validating Template Build

Clicking __________________ checks the schedule for:

• No template created

• Mismatches between inappropriate slot lengths (including mismatches between

slot and visit type lengths)

• Block issues (a visit type linked to a block but there are not matching blocks built

in the template)

• No release date set or release date is in the past

• Visit types not schedulable in MyChart

Fill in the Blank: Release Date

The _____________________ day available for scheduling appointments.

7


Fill in the Blank: Release Date Offset

• Moves the ______________________ into the future as time passes so a

______________________ number of days, weeks, or months are always available

for scheduling

Check with your Cadence analysts to see how this is configured at your organization.

Reviewing the Chapter

Review Questions

1. Dr. Khatri has a template in EMC Family Medicine. What is true about their template? (Choose

ALL answers that apply.)

A. It is shared by multiple providers

B. It is provider specific

C. It is department specific

D. It could only be built if a provider record exists for them.

8


2. Use the letter for each description below to label the following screenshots.

A. The last day of schedule built for the provider.

B. The tab used to create unavailable time for the provider.

C. The section of Edit Template used to add slots, recur the schedule, and configure settings.

D. Time reserved on the provider schedule for a specific visit type.

E. The last day an appointment can be scheduled on the template.

F. A report used to check for potential utilization issues with the schedule.

9


3. Which recur option would you choose for the following scenarios?

(Dates, Daily, Weekly, or Monthly)

• Monday, Wednesday, and Friday of every week look the same: _________________

• Every January 30th looks the same: _________________

• Monday through Friday look the same: _________________

• The third Thursday of the month is always the same: _________________

4. Where can you go to see a summary of the template that was built, either monthly or for the

entire template date range?

10


Review Key

5. Dr. Khatri has a template in EMC Family Medicine. What is true about their template? (Choose

ALL answers that apply.)

A. It is shared by multiple providers

B. It is provider specific

C. It is department specific

D. It could only be built if a provider record exists for them.

B, C, and D

1. Use the letter for each description below to label the following screenshots.

A. The last day of schedule built for the provider.

B. The tab used to create unavailable time for the provider.

C. The section of Edit Template used to add slots, recur the schedule, and configure settings.

D. Time reserved on the provider schedule for a specific visit type.

E. The last day an appointment can be scheduled on the template.

F. A report used to check for potential utilization issues with the schedule.

11


2. Which recur option would you choose for the following scenarios?

(Dates, Daily, Weekly, or Monthly)

• Monday, Wednesday, and Friday of every week look the same: Weekly

• Every January 30th looks the same: Dates

• Monday through Friday look the same: Daily

• The third Thursday of the month is always the same: Monthly

3. Where can you go to see a summary of the template that was built, either monthly or for the

entire template date range?

Summary, Calendar, Display

12


Study Checklist

Make sure you can define the following terms:

Template

Provider

Template Toolbox

Date shortcuts

Unavailable time

Blocks

Release date

Template Validation

Make sure you can perform the following tasks:

Build slots on a provider template

View a summary of the schedule you have built

Configure the last day an appointment can be scheduled

Allow overbooks to be placed on the provider’s template

Recur a single day’s slots for a given period of time

© 2018 Epic Systems Corporation. All rights reserved. PROPRIETARY INFORMATION - This item and its contents may not be

accessed, used, modified, reproduced, performed, displayed, distributed or disclosed unless and only to the extent expressly

authorized by an agreement with Epic. This item is a Commercial Item, as that term is defined at 48 C.F.R. Sec. 2.101. It contains

trade secrets and commercial information that are confidential, privileged and exempt from disclosure under the Freedom of

Information Act and prohibited from disclosure under the Trade Secrets Act. After Visit Summary, Analyst, App Orchard, ASAP,

Beaker, BedTime, Bones, Break-the-Glass, Caboodle, Cadence, Canto, Care Everywhere, Charge Router, Chronicles, Clarity, Cogito

ergo sum, Cohort, Colleague, Community Connect, Cupid, Epic, EpicCare, EpicCare Link, Epicenter, Epic Earth, EpicLink,

EpicWeb, Good Better Best, Grand Central, Haiku, Happy Together, Healthy Planet, Hyperspace, Kaleidoscope, Kit, Limerick, Lucy,

MyChart, OpTime, OutReach, Patients Like Mine, Phoenix, Powered by Epic, Prelude, Radar, Resolute, Revenue Guardian, Rover,

Share Everywhere, SmartForms, Sonnet, Stork, Tapestry, Trove, Welcome, Willow, Wisdom, and With the Patient at Heart are

registered trademarks, trademarks or service marks of Epic Systems Corporation in the United States of America and/or other

countries. Other company, product and service names referenced herein may be trademarks or service marks of their respective

owners. U.S. and international patents issued and pending.

Documents

CAD115 Building Schedules Using