MEDITECH

Community Wide

Schedulingfor Physical Therapy

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Table of Contents

MEDITECH Toolbar 3

Lesson 2: Process Appointment Routines 4

Lesson 3: Process Resource Schedules and Appt Book Schedules Routines 31

Lesson 4: Scheduling Patient Appointments 72

Lesson 5: Editing Patient Appointments 59

Lesson 6: Editing Resource Schedules 66

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Introduction

MEDITECH ToolbarThe toolbar icons are located on a strip to the right of the main

MEDITECH desktop. You can use the mouse to click on these

icons, and some of these icons have a corresponding function

key on the keyboard that will accomplish the same task.

Notes

FILE ICON

F12

The green checkmark at the top of the toolbar is the File or Save icon. Pressing the [F12] key can do the same task.

EXIT ICON

ESC

The red X under the checkmark is the EXIT icon (does not save). Pressing the [ESC] key on the keyboard can do the same task.

HELP ICON

F1

The blue question mark on the toolbar is the HELP icon. Clicking on this icon accesses a help file.

LOOK UP ICON

F9

The binoculars under the question mark are the LOOK UP icon. In certain fields this icon will provide a list of choices for you to enter. Pressing the [F9] key will also allow you to choose from this same list.

FORWARD ICON

The blue arrow pointing to the right on the toolbar is the FORWARD icon. Clicking on this icon moves the cursor down one level in the program

BACK ICON

The blue arrow pointing to the left on the toolbar is the BACK icon. It is the opposite of the FORWARD icon. When you have accessed or added the additional information, clicking on this icon on the toolbar moves you up one level in the program or back.

SPECIAL FUNCTION ICON

F8

The blue snowflake under the FORWARD and BACK icons is the SPECIAL FUNCTION icon. Like the FORWARD and BACK icons, you can only use this icon when you see the symbol for it in a routine you are using.

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Lesson 5: Scheduling Patient Appointments

Finding and Booking an Appointment Manually

1) After you have opened CWS, click on Process Appointment Book Schedule

2) Type PT and hit enter and it will show the schedule for today.

3) The Process Appointment Book Schedule screen appears.

4) Highlight a suitable time slot under the correct person (the techs name will appear in blue above the calendar) and Click the Book icon.

5) F9 will allow you to pick which appointment you are scheduling

Notes

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•Now you are ready to enter information about your patient.

1) Type in the Last Name,First Name and it will look for that patients information

•If your patient appears in the lookup, press enter on it and say Yes that is the one. Then you will be creating a new visit. If not, it will keep searching to find the patient. If it doesn’t find a patient, keep

clicking next search until it asks to Create and New Patient and click OK. If it is a new patient, you will be required to enter their

birthdate or age, sex, and social security number.

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•Now you will be required to enter Visit Reason and review the information at the bottom to make sure your date and times are correct. In the lower right hand corner you will be required to fill in the Provider who is ordering the

exam.

•Press F12 and it will ask if you want to book exam – say Yes and it will then give you a quick review of what you just scheduled. Then you will be returned to the main booking screen to see what appointments you have for today.

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LESSON 4Editing/Transfer Patient Appointments

ObjectivesYou will learn how to:

– Edit single Patient Appointments– Transfer patient to a different tech– Cancel Patient Appointments– Switching Account Numbers

Overview of the Edit Appointment FunctionThe Edit function in the Process Patient routines allows you to edit most of the filed information for pre-existing appointments. You cannot edit patient information such as name, account number, unit number, patient type, appointment type, and facility.

Lesson 4: Editing Patient Appointments

Notes

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Lesson 5: Transferring Appointments & Editing Resource Schedules

NotesTo transfer all patients for one day from one tech to another (if someone calls in sick), you will need to click somewhere in that techs schedule for the day and then click O for Options and then Transfer Appts.

The next box is asking what resource – if you leave it any, it will find whoever has the time – if you want to transfer them to a specific person, hit F9, type in a P,

and pick the person. You will need to put in a rescheduled reason. Hit F12 and it will transfer all

those appointments to other person.

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Lesson 4: Editing Patient AppointmentsEditing Appointment Date and Time

To make any kind of change to a particular appointment, you will need to click O and then Process Pt Appts. Then you will need to bring up your patient by typing in Last Name, First Name and finding that patient.

To edit a single appointment, select it on the Appointment Process screen and click on the Edit Button.

The Edit Appointment screen appears

•Usually, one of the last steps in editing an appointment is to enter a new date, time, and a reason for rescheduling when you finish editing other fields.

•You may want to change the date, the time or both.

•There are a couple ways to do this:

1) Directly enter a date and time at the New Date and New Time prompts and file

the appointment.

2) Press F9 and click on the at the New Date or New Time prompt and select Automatic from the popup menu. If you choose Automatic, the system branches to the Search for Appointment Slot Routine.

Notes

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Lesson 4: Editing Patient Appointments

Enter a Reschedule ReasonWhen you enter a new date and time, you must enter a reason for doing so at the Resched Reason prompt before you can file the edited appointment.

Notes

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Lesson 4: Editing Patient Appointments

Switch Account Numbers

When you make two different appointments for a patient, two separate account numbers are sometimes created. This means that two different bills are createdone for each account number. To avoid this situation, it's desirable to put both of these appointments on the same account (visit) number, so they are billed together.

To deal with this situation, the Process Patient Appointments Routine provides a selection on the Options menu, The Switch Account # function allows you to move an appointment from one account number to another. To change the account number associated with an appointment you will need to click on O for Options and the Process Pt Appts and have your patient pulled up.1) On the Process Patient Appointment Screen,

select the appointment(s) for which you want to change the account number.

2) Click the Options Button and choose Switch Acct # from the pull-down menu. The Patient Visits Lookup Screen appears. There are three options for switching account numbers

Creating a New Account Number

You will need to be in the Process Patient Appointments to do this! (O – Process PT Appts) and have your patient pulled up.

1) Click the Options Button and select Switch Acct # from the pull down menu.

2) Press ESC to make the Patient Visits Lookup Window disappear.

3) Click Yes at the Switch appointment(s) to a new visit? Prompt. The Switch Acct Number Window appears.

4) Enter the patient type you want associated with the new

account. The system assigns a new account number.

Notes

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Lesson 4: Editing Patient Appointments

Switch Account Numbers

Switching Back to a Former Account Number

After the original change is filed, click the Options Button to go to the Patient Visits Lookup. The former account numbers are displayed

Choose the appropriate patient account number.

The account gets changed back to its former number.

Changing an Existing Account Number

Select the account number from the Patient Visits Lookup that you want to use as the new account number and press Enter

The account numbers on the process screen for the highlighted appointments change to the account number chosen.

Notes