Patient Information Management System of 20 SCHEDULING: CLINIC SET UP Joann Henry, User Support Specialist, OIT, IHS [email protected] 505-248-4160 20091020

PPatient atient IInformation nformation MManagement anagement SSystemystem

of 20

SCHEDULING: CLINIC SET UP

Joann Henry, User Support Specialist, OIT, [email protected] 505-248-4160

20091020

Agenda: Scheduling - Clinic Set Up

A. Introduction & Basics B. Data Field Specifications C. Default Letters D. Screen Navigation E. Actual Set up Screens (4) F. Important Details G. Clinic Availability

A. Introduction & Basics

• In PIMS you will be able to: DEFINE or EDIT Clinic Parameters

ESTABLISH Appointment Availability Patterns

for the clinics at your facility.

A. Introduction & Basics (Cont.)

• When entering the Set Up Parameters:– There are 47 fields to consider (13

required fields).

– The fields are divided into 4 data entry screens. (e.g. Page 1 of 4, Page 2 of 4, etc.)

B. Data Field Specifications

1) *Clinic name

2) *Abbreviation

3) *Division

4) *Facility

5) *Clinic meets at this facility?

6) *Non-count clinic?

7) Include on file room lists

8) Principal clinic

9) Physical location

10) Telephone

11) *Clinic code

12) Hospital service

13) Clinic owners

14) Special instructions for making appt

15) Prohibit access to clinic

16) Schedule on holidays

17) Overbook users & level

18) Hour clinic display begins

19) *Length of appointment

20) Variable appointment length

21) *Display increments per hour

22) *Overbooks/day maximum

23) *Max # days for future booking

24) Start time for auto rebook

25) *Max # days for auto rebook

26) Pre-appointment letter

27) Clinic cancellation letter

28) Appointment cancellation letter

29) No-show letter

30) *Allowable consecutive no-shows

31) Waiting period for no-shows

32) Print health summary

33) Print health summary type

34) Print address/insurance update

35) Print RX profiles

36) Require x-ray films

37) Ask for check in/out time

38) Create a visit at check-in

39) Visit service category

40) Multiple clinic codes used

41) Visit provider required

42) Other Info on Checkin

43) Clinic provider

44) Default provider

45) Availability date(s)

46) Time

47) Number of slots

B. Data Field Specifications (Continued)

1) *Clinic name (2-30 chars)

2) *Abbreviation (1-7 chars)

3) *Division

4) *Facility (N=No Y=Yes)

5) *Clinic meets at this facility? (N=No Y=Yes)

6) *Non-count clinic? (0=No 1=Yes)

7) Include on file room lists (0=No 1=Yes)

8) Principal clinic

9) Physical location (1-25 chars)

10) Telephone (3-13 chars)

11) *Clinic code (code list)

12) Hospital service (code list)

13) Clinic owners (code list)

14) Select special instructions (3 lines)

15) Prohibit access to clinic* (Y=Yes)

16) Schedule on holidays (Y=Yes)

17) Overbook users & level (code list)

18) Hour clinic display begins (0-16)

19) *Length of appointment (10-240)

20) Variable appointment length (V=Yes,variable number)

21) *Display increments per hour (code list)

22) *Overbooks/day maximum

23) *Max # days for future booking (1-999)

24) Start time for auto rebook (0-16)

25) *Max # days for auto rebook (1-365)

26) Pre-appointment letter (code list)

27) Clinic cancellation letter (code list)

28) Appointment cancellation letter (code list)

29) No-show letter (code list)

30) *Allowable consecutive no-shows (0-999)

31) Waiting period for no-shows (0-365)

32) Print health summary (0=No, 1=Yes)

33) Print health summary type (code list)

34) Print address/insurance update (0=No, 1=Yes)

35) Print RX profiles (code list)

36) Require x-ray films (Y=Yes)

37) Ask for check in/out time (0=No, 1=Yes)

38) Create a visit at check-in (0=No, 1=Yes)

39) Visit service category (code list)

40) Multiple clinic codes used (0=No, 1=Yes)

41) Visit provider required (0=No, 1=Yes)

42) Triage clinic (0=No, 1=Yes)

43) Clinic providers (code list)

44) Default provider (0=No, 1=Yes)

45) Availability date (Date)

46) Time (24 hour time)

47) No. of slots (0-26)

C. A word about Default Letters

• Prior to assigning default letters, these letters must have been defined through the ENTER/EDIT LETTER option:

PRE-APPOINTMENT CLINIC CANCELLED APPOINTMENT CANCELLED NO-SHOW

To NAVIGATE screen: UP key DOWN key TAB key ENTER key

► Type ?? – Available options will be displayed

at the bottom of the screen.

► Type @ – To delete an entry – be careful .

D. Screen Navigation

► FROM THE MAIN MENU . . .

Select Scheduling Menu Option: SCS Supervisory Menu

Select Supervisor Menu (Scheduling) Option: SET Set Up a Clinic

Select CLINIC NAME: JJ PEDIATRICS

Are you adding ‘JJ PEDIATRICS’ as a new HOSPITAL LOCATION? No// Y

LENGTH OF APP’T: 1515

The Length of appointment designated for clinic. Enter a whole number between 10 and 240 and must be a multiple of 10 or 15.

D. Screen Navigation (Continued)

SET UP A CLINIC Page 1 of 4

CLINIC NAME: JJ PEDIATRICS ABBREVIATION: JJPED DIVISION: CARNEGIE INDIAN HEALTH CENTER FACILITY: DEMO HOSPITAL

MEETS AT THIS FACILITY?: YES NON-COUNT CLINIC? (Y OR N): NO INCLUDE ON FILE ROOM LISTS?: YES PRINCIPAL CLINIC: PRINCIPAL PEDIATRICS PHYSICAL LOCATION: 2ND FLOOR TELEPHONE: 222 345-0987 CLINIC CODE: PEDIATRIC HOSPITAL SERVICE: PEDIATRICS

CLINIC OWNERS (responsible for setup)BRUNING,BJHENRY,JOANN

_______________________________________________________________Exit Save Next Page Refresh

Enter a command or '^' followed by a caption to jump to a specific field.

COMMAND: Press <PF1>H for help Insert

E. Actual Set Up Screen (1 of 4)

Important Field


SPECIAL INSTRUCTIONS for make appt. (3 lines max.) PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD.

PROHIBIT ACCESS TO CLINIC?: OVERBOOK USERS & LEVEL SCHEDULE ON HOLIDAYS?: HENRY,JOANN R HOUR CLINIC DISPLAY BEGINS: 8 LENGTH OF APPOINTMENT: 30 VARIABLE APPOINTMENT LENGTH: YES, DISPLAY INCREMENTS PER HOUR: 30-MIN OVERBOOKS/DAY MAXIMUM: 5MAX # DAYS FOR FUTURE BOOKING: 90 START TIME FOR AUTO REBOOK: 13 MAX # DAYS FOR AUTO-REBOOK: 60






SPECIAL INSTRUCTIONS for make appt. (3 lines max.) PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD.

PROHIBIT ACCESS TO CLINIC?: YES OVERBOOK USERS & LEVEL SCHEDULE ON HOLIDAYS?: HENRY,JOANN R HOUR CLINIC DISPLAY BEGINS: 8 LENGTH OF APPOINTMENT: 30 VARIABLE APPOINTMENT LENGTH: YES, DISPLAY INCREMENTS PER HOUR: 30-MIN OVERBOOKS/DAY MAXIMUM: 5MAX # DAYS FOR FUTURE BOOKING: 90 START TIME FOR AUTO REBOOK: 13 MAX # DAYS FOR AUTO-REBOOK: 60




PRIVILEGED USERS

HENRY,JOANN BRUNING,BJ



PRE-APPOINTMENT LETTER: SCHEDULED APPT CLINIC CANCELLATION LETTER: CLINIC CANCELLED APPT. CANCELLATION LETTER: CANCELLED NO SHOW LETTER: NOSHOW ALLOWABLE CONSECUTIVE NO-SHOWS: 3 WAITING PERIOD FOR NO-SHOWS: 15

PRINT HEALTH SUMMARY?: YES HEALTH SUMMARY TYPE: PEDIATRICPRINT ADDRESS/INSURANCE UPDATE?: YES PRINT RX PROFILES?: YES, MEDICATION PROFILE REQUIRE X-RAY FILMS?:






ASK FOR CHECK IN/OUT TIME: YES (Should always be set to YES) CREATE VISIT AT CHECK-IN?: YES VISIT SERVICE CATEGORY: AMBULATORYMULTIPLE CLINIC CODES USED?: YES VISIT PROVIDER REQUIRED: YES TRIAGE CLINIC?: NO :

CLINIC PROVIDERS DEFAULTPROVIDER,KELLIE YES





IHS uses only ONE PROVIDER. If not known may leave

blank.

a) What is the Clinic code associated with the clinic?b) Is clinic grouped under a principal clinic?c) Clinic owners – Who can change this clinic setup?d) What is the default length of appointments & can it be variable?a) Will the clinic Schedule appointments on holidays?b) Will health summaries be printed with routing slips?c) Will default letters be assigned to the clinic?d) Will the clinic create a visit at check-in time?e) Will this be a Non-Count clinic? If No, visits included in

statistics. If Yes, visits are not included in statistics.f) Will this clinic Prohibit Access? If so, who will have the ability

to schedule appointments?

F. Details to Gather before Clinic Set Up Step

a) What is the Clinic Name? _______________________b) What is the Clinic Abbreviation? __ ____________________c) What is the Division Name? _______________________d) What is the Facility Name? _______________________e) Will the clinic meet at this facility? _______________________f) Will this be a Non-Count clinic? _______________________g) What is the Clinic Code? _______________________h) What is the appointment length? _______________________i) What are the Display Increments per hour? _______________________j) What is the Overbooks/day maximum? _______________________k) What are the max # days for Future booking? _______________________l) What are the max # days for auto-rebooking? _______________________m) What are the allowable # of consecutive no-shows? _______________________

F. (cont.) Must Know before Clinic Set Up Step

G. Setting Up Clinic Availability

• Availability Date Enter the first date appointments can be made AVAILABILITY DATE: 10/19/2009

• Time Enter the time range the clinic is available (24 hour format) TIME: 0800-1200

• Number of Slots Enter the number of patients which will be seen per

increment NO. SLOTS: 1// 4

G. Setting Up Clinic Availability (Cont.)

• ExampleAVAILABILITY DATE: 10/19 (OCT 19, 2009) MONDAY TIME: 0800-1200 NO. SLOTS: 1// 4 TIME: 1300-1700 NO. SLOTS: 1// 4 TIME: [4] [4] [4] [4] [4] [4] [4] [4] | [4] [4] [4] [4] [4] [4] [4] [4] ...PATTERN OK FOR MONDAYS INDEFINITELY? Y (Yes)...PATTERN FILED!

AVAILABILITY DATE: 10/20 (OCT 20, 2009) TUESDAY TIME: 0800-1100 NO. SLOTS: 1// 4 TIME: 1200-2000 NO. SLOTS: 1// 2 TIME: [4] [4] [4] [4] [4] [4] | [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2]

...PATTERN OK FOR TUESDAYS INDEFINITELY? Y (Yes)

...PATTERN FILED!

Documents

Patient Information Management System of 20 SCHEDULING: CLINIC SET UP Joann Henry, User Support Specialist, OIT, IHS [email protected] 505-248-4160 20091020