Combination Appointments

Abstract

Capable 21C supports the ability to make combination appointments (eg Massage Therapy for one provider and a Spinal Adjustment for another provider). It links these appointments together so that they can be moved as a group and invoiced as a group. This article describes how to setup and use combination appointments.

Underlying challenge

There are a number of factors and limitations associated with combination appointments:

  • When the appointment is made, the system will need to know which provider will be used for both the primary and secondary appointment.
  • When the appointment is made, the system will need to know which kind of appointment will be made for each provider.
  • When the appointment is made, the system will need to know if there is any kind of delay between the primary and secondary appointments.

    • These options can be pre-configured so that all new appointments are created using standard defaults. This is useful if the office has only two or three service providers.

    The system can also be configured such that an operator must choose the settings each time an appointment is created. This is useful for offices that have many service providers, or large variations between the placement of combination appointments.

    Refer to the resolution details for how to configure and manipulate these kinds of combination appointments.

    Resolution

    Before creating a new combination appointment type, it is important to decide whether it will be a completely new appointment type, or whether an existing appointment type can be altered. For example, if every patient/client that is booked for a Progress Exam is also booked for an Orthotics Check, then it may be useful to alter the Progress Exam appointment type rather than creating a new appointment type. By contrast, if some patients/clients receive a Progress Exam but do not have an Orthotics Check, then a new appointment type will need to be created (eg named ‘Progress Exam/Orthotics Check combo’).

    To create a combination appointment type, follow these steps: /p>

  • Go to Setup|Setup Appointment Types and Fees.
  • Right click on the list of Appointment Types and choose ‘New’. An appointment type properties window will appear. /li>
  • Alter the appointment type name to match the required name (eg Progress Exam/Orthotics Check combo’).
  • Specify the appointment colour. It may be useful to distinguish the colour from the regular appointment types to make it easier for operators to recognize these kinds of appointments.
  • Specify the services that can be rendered on the Services and Products tab. Only include the services that are applicable to the primary appointment type (eg Progress Exam).
  • Specify the default service(s) on the Default Services tab. Only specify the default service(s) foor the primary appointment type (eg Progress Exam).
  • Go to the Combination tab. /li>
  • Tick the box to indicate that this is a combination appointment type.
  • Select the secondary appointment type (eg Orthotics Check).
  • If the provider that performs the secondary appointment is always going to be the same, specify their name as the secondary service provider. If not, select the option that ensures that the system asks every time. /li>
  • If the delay between the two kinds of appointments is always the same, specify that delay. Otherwise, select the option that ensure that the system asks every time.
  • Click Close.
  • Close the Setup Appointment Types and Fees window.

    • To modify an existing appointment type to turn it into a combination appointment, follow these steps:

  • Go to Setup|Setup Appointment Types and Fees.
  • Double click on the appointment type that will become a combination appointment type. An appointment type properties window will appear. /li>
  • Go to the Combination tab.
  • Tick the box to indicate that this is a combination appointment type.
  • Select the secondary appointment type (eg Orthotics Check).
  • If the provider that performs the secondary appointment is always going to be the same, specify their name as the secondary service provider. If not, select the option that ensures that the system asks every time. /li>
  • If the delay between the two kinds of appointments is always the same, specify that delay. Otherwise, select the option that ensure that the system asks every time.
  • Click Close.
  • Close the Setup Appointment Types and Fees window.

    • One the combination appointment type has been created, appointments can be made (or scheduled). Refer to the detailed instructions below for more information about creating and modifying combination appointments.

    Detailed Information

    Making Appointments

    When a combination appointment is created, it should always be created on the service provider that will be performing the primary appointment type. For example, if the combination appointment is a Progress Exam/Orthotics Check, the combination appointment should always be created on the service provider that will perform the Progress Exam.

    If the system has been configured such that all secondary appointments will be created for a specific service provider, there will be no need to specify the secondary service provider (covered in step 10 of creation and/or step 6 of modification above). If a secondary service provider cannot be determined by Capable 21C automatically, a window will appear asking the operator to nominate the secondary service provider.

    If the system has been configured such that all secondary appointments will be created with a set delay, there will be no need to specify that delay when the appointment is made (covered in step 11 of create and/or step 7 of modification above). If not, the operator will be prompted for the delay when the appointment is made.

    How to tell if an appointment is a combination appointment

    If an appointment is a combination appointment, a small plus symbol (‘+’) will appear on the right hand side of the appointment slot on the appointment book. Holding the mouse over this symbol without clicking will cause a tooltip to be displayed that describes the combination appointment.

    How to tell which is the primary and which is the secondary appointment

    By hovering the mouse over the plus symbol, and by examining the tooltip, and operator can determine which appointment is the primary and which is the secondary. The primary appointment is always listed first on the tooltip.

    Changing Appointments

    To change a combination appointment to a new date, time or service provider, use the normal procedure to change an appointment. Note the following important points:

  • If the primary appointment is moved to a new date or time, the secondary appointment will automatically be moved to keep the delay between the two appointments the same.
  • If the primary appointment is moved to a new practitioner, the secondary appointment will be unaffected.
  • If the secondary appointment is moved to a new day, the primary appointment will also be moved to that day such that the delay between them remains the same.
  • If the secondary appointment is moved to a new time, the primary appointment will remain unchanged.
  • If the secondary appointment is moved to a new practitioner, the primary appointment will be unaffected.

    • To change the complete combination to a new day:

  • Move the primary appointment to the new day. The secondary appointment will be dragged across automatically.

    • To change the primary appointment to a new day, but leave the secondary appointment unchanged:

  • Move the primary appointment to the new day.
  • Change the appointment type back to the normal non-combination appointment.
  • Re-create the secondary appointment back on the original day.

    • To change the secondary appointment to new day, but leave the primary appointment unchanged:

  • Change the appointment type of the primary appointment to a normal non-combination appointment.
  • Re-create the secondary appointment on the desired day.

    • To change the complete combination to a new time:

  • Move the primary appointment to the new time. The secondary appointment will move automatically.

    • To change the primary appointment to a new time, but leave the secondary appointment unchanged:

  • Drag the primary appointment to the desired time. This will move the secondary appointment as well.
  • Drag the secondary appointment back to where it originally was. This will not move the primary appointment back.

    • To change the secondary appointment to a new time, but leave the primary appointment unchanged:

  • Drag the secondary appointment to the desired time. This will not move the primary appointment.

    • Cancel a combination appointment

    Cancelling either the primary or the secondary appointment will cancel the entire combination. If one needs to be cancelled, but not the other, the appointment to be kept will need to be re-created.

    Note that whilst it is possible to change the appointment type to a non-combination appointment to remove the secondary appointment, this will not result in a cancelled appointment being recorded in the office’s statistics.

    Confirm a combination appointment

    Confirming either the primary or the secondary appointment will confirm the entire combination.

    Invoicing a combination appointment

    When either the primary or the secondary appointment is clicked or double-clicked to start the invoice, all items from both appointments will automatically be added to the invoice. There is no need to process both appointments separately.

    		This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

    Copyright 2008 Capable Software Pty Ltd

    Training Sessions

    Fundamentals Training Modules

    Intermediate Training Modules

    Advanced Training Modules

    Other Resources

    Return to Capable Software home

    Contact Technical Support