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manual:waiting_list

Waiting Lists

Waiting List User Permission

Users will only be able to configure waiting lists if they have the appropriate permissions.
They will require:

All users with Calendar Appointment permission will be able to add Patients to a waiting list that has been configured

Configure Waiting List

To configure a Waiting List you will need to go to Calendar Properties

From the Enable Waiting List drop down menu, select Yes to activate the Waiting List for this calendar. New fields will be displayed.

Referring Doctor: Select options Hide or Show

  • Hide - to not show the Referring Doctor field in the Waiting List for this calendar
  • Show - to show the Referring Doctor field in the waiting List for this calendar.
    • When you select Show, you will be given the option to make the field Mandatory

The Referring Doctor field will now show in the waiting list entry screen. the user should click on the magnifying glass to select the referrer from the combined organisation / MMEx address book.

Priority:

  • Hide - to not show the Priority field in the Waiting List for this calendar
  • Show - to show the Priority field in the waiting List for this calendar.
    • When you select Show, you will be given the option to make the field Mandatory

In the Priority entry box you can define the priority categories that will apply to this waiting list. Enter a priority in the text box and click Add.

You can reorder and delete the priority entries by highlighting one and using the buttons to the right of the list box.

Click Update to save these settings.

Add Patient to Waiting List

There are a number of ways to add a patient to a Waiting List

From Calendar screen

Double left click in a Calendar. In the Add Appointment window, select Waiting List as the appointment type.

Waiting List fields will display.

  • Select the Waiting List (Calendar drop down) that you want to add the patient to.
  • Select the patient.
  • Add the Referring doctor details if required and assign a priority according to organisation protocols.

Click Add

From Waiting List screen

Click on the Add to List button

The Add Appointment window will open defaulted to the Waiting list.

  • Select the Waiting List (Calendar drop down) that you want to add the patient to.
  • Select the patient.
  • Add the Referring doctor details if required and assign a priority according to organisation protocols.

Click Add

From Patient Search Screen

Right click on the patient in the search screen. Select the option, Add Patient to a Waiting List

The Add Appointment window will open defaulted to the Waiting list, and with the patient selected.

  • Select the Waiting List (Calendar drop down) that you want to add the patient to.
  • Add the Referring doctor details if required and assign a priority according to organisation protocols.

Click Add

Manage Waiting List

To view a Waiting List, click on the Waiting List button.

From the left side menu, check the Waiting lists (Calendars) that you wish to view. Click Apply Selection.

You will see the names of patient on the selected Waiting List. By default, the patients who have been on the Waiting List the longest will appear at the top.

You can sort the list by clicking on any column title. First click for A-Z (or oldest to newest for date added) sort, second click for reverse sort.

You may view multiple waiting lists at one time. Simply select multiple Calendars to view, and click on Apply Selection.

By default they will display alphabetically by Calendar, then by oldest to newest entries within that calendar.

You are able to search Waiting list entries by entering a letter combination in the Search field, or by selecting a priority to filter the list by. Click on the Search button to complete this action.

Manage Entries

Right click reveals a menu of options.

Edit

Right click on the Patient you wish to edit.
Select Edit.

The initial entry window will open and allow you to make changes or add information to the fields.

Click Update

Change Priority

Right click on the Patient for which you wish to Change Priority.
Select Change Priority.

Read here for full instructions.

Book

Right click on the Patient you wish to book into an appointment.

Read here for full instructions.

Add Attempt to Contact

Right click on the Patient for whom you wish to record a contact.

Record the attempt to Contact the Patient in the Comment field and select the date of the contact attempt. Click Add.

The Contacted column will display the number of contact attempts for that client.

Archive

Right click on the Patient Waiting List entry you wish to Archive.

Read here for full instructions

Book Appointment from Waiting List

Right click on the Patient you wish to book into an appointment.

A find Free time window opens.

Select the Calendar that the appointment needs to be booked into .

If you already know the date and time for the appointment then simply set the Date / Time and Duration fields on top of the page and press Book for This Date button otherwise use the bottom section on the form to find a free time.

  • Working Hours
    • Allows the user to define the hours when appointments may be booked for that particular calendar.
    • Hours default to 9am - 5pm.
    • Click Save to retain the availability times for this calendar.
  • Required amount of Time
    • Enter the amount of time required for the patient's first appointment.
  • From when onward?
    • Select a Date when the patient is available from
  • Click Search

You will be shown a list of 10 available appointment times

  • Click on New Appointment button to select the patient's preferred appointment time.
  • The Appointment window will open.
  • If there are no changes required, click update.
  • You will be taken to the selected calendar, with the day and time of the appointment showing.

Remove Patient from Waiting List

Right click on the Patient Waiting List entry you wish to remove from the Waiting List.

You will be asked to enter a reason for archiving the entry. Click Archive

The Patient will be removed from the Waiting List.

You can view archived Waiting List entries by clicking on the Archived List button at the top of the window.
If the entry was Archived accidentally, click on Un-Archive. The entry will be moved from the archived list to the current list.

Change Patient Priority

Right click on the Patient for which you wish to Change Priority.
Select Change Priority.

Select the new priority for this Patient from the drop down list.
Click Change.

A record of this change will be recorded in the Appointment History field of the Waiting List entry window.

Workflow Hints

Capturing assigned priority for a patient being removed from the Waiting List and booked into an appointment include(in case they need to be returned to the waiting list in the future):

  • when the patient is being removed, the user takes note of the priority and documents it in the comments field. This is there for future reference.
  • when the patient is first added to the waiting list, leave the priority blank. Immediately after saving, update the priority. This will create an event log item in the patient record that can be referred back to.

Report from Waiting List

Snapshot Statistics

Click on Waiting List Statistics to get a snapshot of waiting times for the selected waiting list.

The Statistics snapshot will show:

  • Longest Waiting time - how many days has the oldest entry been on the list
  • Average Waiting time - the total number of days on the list divided by the number of entries

Export to Excel

Click on the Export to Excel button.

The file will download to your computer.

The Excel file will display all selected calendars and columns.

manual/waiting_list.txt ยท Last modified: 2018/05/21 05:44 by sarahb