MEDITECH
Community
Wide
Scheduling
for Physical
Therapy
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
2
Introduction
MEDITECH Toolbar
Notes
The 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.
FILE ICON
F12
EXIT ICON
ESC
HELP ICON
F1
LOOK UP ICON
F9
The green checkmark at the top of the toolbar is
the File or Save icon. Pressing the [F12] key can
do the same task.
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.
The blue question mark on the toolbar is the
HELP icon. Clicking on this icon accesses a
help file.
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
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.
F8
3
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
4
•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.
5
•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.
6
Lesson 4: Editing Patient Appointments
LESSON
4
Notes
Editing/Transfer
Patient Appointments
Objectives
You 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 Function
The Edit function in the Process Patient routines allows
you to edit most of the filed information for preexisting appointments. You cannot edit patient
information such as name, account number, unit
number, patient type, appointment type, and facility.
7
Lesson 5: Transferring Appointments & Editing Resource Schedules
To 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.
Notes
8
Lesson 4: Editing Patient Appointments
Editing Appointment Date and Time
Notes
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.
9
Lesson 4: Editing Patient Appointments
Enter a Reschedule Reason
Notes
When 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.
10
Lesson 4: Editing Patient Appointments
Switch Account Numbers
Notes
When you make two different appointments for a patient, two
separate account numbers are sometimes created. This means
that two different bills are createdone 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.
11
Lesson 4: Editing Patient Appointments
Switch Account Numbers
Notes
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.
12