Scheduler Book Mode User Guide
Version 4.81
Contents
Introduction .................................................................................................................................................................2
Scheduler Active Tab..................................................................................................................................................2
Appointment Colors and Markings .............................................................................................................................2
Setting Book Mode .....................................................................................................................................................3
Active Tab Options .....................................................................................................................................................3
Active Tab Use ...........................................................................................................................................................3
Active Tab Navigation .................................................................................................................................................4
Defining a Scheduler Book .........................................................................................................................................4
Defining the Book Interface .....................................................................................................................................4
Chair versus Provider..............................................................................................................................................5
Book Definitions ......................................................................................................................................................5
Dates and Times .....................................................................................................................................................5
Provider Selection ...................................................................................................................................................6
Chair Selection ........................................................................................................................................................7
User Access ............................................................................................................................................................7
Selecting a Scheduler Book........................................................................................................................................8
Making an Appointment ..............................................................................................................................................8
Appointment Dialog Options ...................................................................................................................................9
Standard Appointment Entry ...............................................................................................................................9
Advanced Appointment Entry ..............................................................................................................................9
Ortho Appointment Entry .................................................................................................................................. 10
Appointment Dialog Commands .......................................................................................................................... 11
Chart Requests ........................................................................................................................................................ 11
Rescheduling an Appointment ................................................................................................................................. 11
Patient Recalls ......................................................................................................................................................... 12
Planned Treatments ................................................................................................................................................ 12
Notes ....................................................................................................................................................................... 12
Modifying an Appointment ....................................................................................................................................... 12
Deleting an Appointment ......................................................................................................................................... 12
Confirming an Appointment ..................................................................................................................................... 13
Patient Check-In and Undo Patient Check-In .......................................................................................................... 13
Patient Check in Form.......................................................................................................................................... 13
Patient Seated...................................................................................................................................................... 14
Patient Check Out and Approve / Check Out....................................................................................................... 14
Adding and Editing Clinic Time Descriptions ........................................................................................................... 14
Multi Chair Booking.................................................................................................................................................. 15
Multi Chair - Weekly Tab View ............................................................................................................................. 15
Multi Chair - Monthly Tab View ............................................................................................................................ 15
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Introduction
The axiUm Scheduler book mode is a scheduler view setting used for making and changing appointments. It
allows the user to see all of the appointments and other scheduling data of a clinic when using the Active tab. This
is the recommended setting for schools where staff schedule appointments on behalf of the providers, or providers
schedule their own appointments and are able to see the appointment data for other providers in the system.
Generally, students should use the Chair mode, as it prevents them from seeing details belonging to another
provider.
Figure 1 - Active tab display while in Book mode (book without reserves) - all chairs are shown
Scheduler Active Tab
The Active tab lets the user view and manipulate appointments, for multiple providers and patients, for a group of
chairs or providers that have been selected to be included in a book.
Appointment Colors and Markings
Grey areas are those not available for booking appointments.
Pale Yellow areas are those available for making appointments.
White or custom color blocks represent appointments. The appointment block can be customized to show up to
five lines of data about the patient appointment. The appointment background color can also be customized in the
Scheduler Options window. The colored vertical bar at the left side of the appointment box is the provider’s
schedule color which is set in Maintenance - Office - User - Provider tab - Schedule Color.
Green text means the appointment is unconfirmed.
Blue text indicates the appointment is confirmed.
Red text means the patient has been checked in.
Black text is displayed when the patient is seated.
When a patient has been checked out the appointment box displays grey text.
An A in the right bottom corner of the appointment box means the patient has an alert on file. It is set to red if the
patient has a medical alert and green if the patient has a patient alert.
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Setting Book Mode
Book mode is a setting that can be predefined as a user option or selected as a scheduler option. The user option
sets the scheduler mode when the user logs in. The scheduler option can be used to override this setting.
Active Tab Options
The scheduler options for Active tab are:
Time Block Length: The time blocks length to use for the ‘active’ tab view
of the scheduler.
Sizing of Time Blocks: Indicates how to ‘size’ the appointment time
blocks.
Small (Standard): Time blocks are displayed in the axiUm
standard depth.
Medium: Time blocks are displayed in a slightly larger depth.
Large: Time blocks are displayed in a larger depth.
Default Appt Code: This is the default appointment code to use when
making appointments. The user can over-ride the default when needed.
Check In Appts for __ (minutes ahead): Number of minutes before
appointment that a patient can check in. This option affects two
commands:
1. When checking in a patient from the Rolodex, this option limits how far in advance to look for appointments for
the patient. For example: If set to 60, all appointments in the next 60 minutes for the patient will be checked in.
The code looks for the earliest appointment for the day that has not yet been checked in up to all
appointments in that clinic (from that first appointment) that have a starting time prior to the current time now
plus 60.
2. This option also controls Patient Sign In/Arrivals. If using the Use Patient Sign In option (in the Patient Card
options) when selecting the right-click Patient Sign In menu option in the Rolodex or Scheduler (right-click on
the appointment), axiUm performs a sign in for all appointments based on the rules as with the check in.
AxiUm finds the earliest appointment for the day that has not yet been checked in and then does the sign-in
procedure on all appointments in that clinic within the time limit. The sign-in procedure first performs a check
in for each appointment found and then prints out the appointment check in slip if the Patient Card option Print
Sign In slip on Patient Sign In is on. Sign in also turns the User Name in the status bar button to Blue to
indicate patient has arrived.
Show Ideal Day Discipline Colors: show the ideal day colors on the active tab of the scheduler window.
Default Appt date/clinic when Scheduling R/C & Requests: When a recall or appointment request is processed the
date and clinic settings for the recall or request will be used in the appointment booking if this option is turned on.
If off, the current date and clinic is used when booking the recall or request.
Active Tab Use
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A single click into an available (yellow) area of the Active tab starts the appointment creation process. The
appointment start time will be based on the time block that the user clicked in. For example, to schedule a 2 PM
appointment, the user will need to click in the 2 PM time block.
Active Tab Navigation
If the entire session is not visible in the current Active tab display, the entire dialog can be maximized by double
clicking the title bar or selecting the standard Windows maximize icon in the top right corner of the dialog frame.
The display can also be scrolled vertically by clicking on the top or bottom of the hour display margin on the left. If
the display is in fixed column mode (see below) there may be a horizontal scroll bar at the bottom of the dialog if
there are more than the maximum columns per page to display. Other mouse controls include:
A single click into an available (yellow) area of the Active tab starts the appointment creation process.
Double-clicking an appointment allows it to be edited.
Right-clicking a yellow available area allows the axiUm user to make the time unavailable.
Right-clicking an appointment box displays an extensive option menu.
The day is selectable with the six day and date navigation tabs. The middle four are user-configurable.
Defining a Scheduler Book
A scheduler book is a logical definition of a collection of chairs or providers and times during which appointments
can be scheduled. The times defined in a book are not sessions. Sessions are clinic definitions. The book times
are a template that can be used to further restrict appointment bookings within the one, two, or three appointment
periods defined.
Scheduling books are defined in Maintenance Scheduler tab - Books. A scheduling book is a collection
of chairs and Active tab display definitions that are valid
for a specific amount of time.
Figure 2 - Defining a Scheduler Book Interface
Defining the Book Interface
The interface definition is the first step in creating a scheduler book. This controls the behavior of the book and the
subsequent setup steps.
Name: The name of the book should be unique and reflect what the book is used for. If it is defined for the first ten
chairs of Clinic A morning session for the fall semester a name like Clinic A Chairs 1-10 AM Fall is easier to
decipher than CA10AF.
Book has reservations?: Books can be defined to allow the booking of appointments with or without provider
reservations on the chairs included in the book. If this option is on the Active tab will show no available booking
time unless at least one chair is reserved for the time the book is set to display. If off all chairs are displayed and
are available for booking appointments whether the chair is reserved or not.
Only display for book’s open times?: If this option is set the Active tab will only display information for the open
times defined by the book’s settings, not the open times of the clinic the chairs belong to.
Use fixed columns?: If there are many reserved chairs for the book the individual columns can become very small.
By setting this option axiUm will only display the maximum number of columns defined in the current page and a
horizontal scroll bar will be placed on the bottom of the dialog to scroll through the columns.
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Book for Selected: A scheduler book can be defined as being a selection of chairs or providers. Once a book is set
to one selection mode it should not be changed or all appointment information associated with the book will be
deleted.
Columns ordered by: This option is only available for books that are made up of a selection of chairs. The display
can be ordered by the names of the chairs or the ID’s of the providers that have reserved the chairs.
Tab #1 - #4: The date selection area in between the day selection box at the top and the date selection at the
bottom has four tabs that can be customized.
Chair versus Provider
The Book for Selected option allows a book to be defined as a selection of either chairs or providers. A scheduler
book defined as a collection of chairs and can have the need for reservations turned off. This means that all of the
chairs are available without reservations having to be made for the providers. In this type of book, appointments
are made in any chair that is available for the time required. If ‘Book has reservations?’ is on, a column is
displayed for each chair that is reserved for the day and session. In this type of book, chairs are pre-reserved and
appointments are made in the provider’s column during any available time. When a chair is in this type of book,
but no one has reserved that chair, it does not show up in the scheduler active tab for scheduling appointments.
If a book is defined as a ‘Book for selected providers’ the ‘book has reservations’ option must be selected. It does
not matter which chairs are reserved for a provider; provider books are not limited to a set of chairs, just the set of
providers. In this type of a book, you will see the provider names at the top of the column, and reserved time in
any chair will be displayed for that provider. If the provider has two different chairs for the displayed date/session
there will be two columns for that provider.
Book Definitions
Figure 3 - Defining a Book
Once a scheduler book is defined the appointment periods and
chair or provider selections can be made.
Dates and Times
As stated earlier the times defined in a book are not sessions; they are book appointment periods, times in which
appointments can be made. These act as templates restricting bookings to all or part of the clinic session times.
Up to three appointment periods can be defined. A book appointment period definition is valid only for a defined
date span, typically a semester. Care must be taken not to overlap times, days of the week, and date spans if two
or more appointment periods are defined.
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Figure 4 - Setting the Book
Time Definitions
Once the periods are defined
the provider or chair selections
can be made.
Provider Selection
Figure 5 - Defining Book Providers
If a book is defined as a collection of providers the providers can be
searched for by group and type and then selected and added to the
book’s inclusion list.
Figure 6 - Selecting Book Providers
Selected providers are added or removed using add and remove arrow buttons. Multiple lines can be selected by
using the Shift or Ctrl keys with the mouse click.
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Chair Selection
Figure 7 - Defining Book Chairs
Chair based books are defined as collections of chairs. Chairs do not
have to be from the same clinic to be in the same book.
Figure 8 - Selecting Book
Chairs
All of the defined chairs are
shown ordered and grouped by
clinic name. Multiple selections
can be made using the Shift or
Ctrl keys with the mouse click.
The Columns ordered by
option controls the selected
chairs list order and has no
effect on the book display
selection.
User Access
Figure 9- Defining Book Access
This is where access to books is controlled.
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Figure 2 - Selecting Users for
Book Access
Selecting a Scheduler Book
In the main scheduler window, to select a book to be displayed in the Active tab, click on the Book
icon. This icon will display the Appt. Books window listing available books to select.
Highlighting a row and clicking on Select will refresh the scheduler
window and display the selected book with any appointments, nonclinic times, ideal day settings etc.
Highlighting a row and clicking on Modify… will display the Books
Maintenance Set Up window for editing of the definition for the
selected book.
Making an Appointment
An appointment is made by clicking on an available time in the Active tab and selecting a patient from the
Scheduler’s Rolodex by double-clicking. The New Appointment dialog (this is the same as the Edit Appointment
dialog which is displayed if an existing appointment is double clicked) will then be displayed.
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Appointment Dialog Options
There are three different types of appointment windows (Standard, Advanced and Ortho). Each window has a
different set of options.
Standard Appointment Entry
Appt. Code - A required field. This indicates the
type and/or length of the appointment. These
codes are defined in Maintenance – Scheduler Appt. Codes.
Tx Discipline - The discipline of the appointment
(set in Maintenance - Clinical - Tx Disciplines) is
important to set for reporting and statistical
purposes.
Appt. Status - The appointment status (defined in
Maintenance - Basic - Status Codes) defines the
nature of the appointment. Typical definitions are
Provider – The ID code of the provider that will treat
the patient during this appointment.
2nd Provider - The ID code of an assistant or
second provider that will treat the patient during
this appointment.
Reason - A short description (up to 200 characters) of the reason for the appointment.
Sooner if possible - This is checked if a rescheduling to an earlier time is desired. This can be used to generate
reports of people that are willing to come in earlier that can be sued by staff to create short notice appointments.
Recall - This should be checked if the appointment is a recall for treatment follow up (see the Recall command
below for more information). If this appointment is a recall but there are no listed recalls for the patient this
appointment option can be selected without an associated recall entry.
Advanced Appointment Entry
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Appt. Code - A required field. This indicates the
type and/or length of the appointment. These codes
are defined in Maintenance – Scheduler - Appt.
Codes.
Tx Discipline - The discipline of the appointment
(set in Maintenance - Clinical - Tx Disciplines) is
important to set for reporting and statistical
purposes.
Rank - This field has no function other than internal
notation. It is used to set a numeric importance
ranking of an appointment that can be used for
cancellations in a triage situation where available
chairs are limited.
Appt. Status - The appointment status (defined in
Maintenance - Basic - Status Codes) defines the
nature of the appointment. Typical definitions are
New Patient, Short Notice, or Emergency.
Appointment codes have colors associated with
them that can be displayed in the Chair tab of the
scheduler as a colored band at the top of the chair
box.
Reason - A short description (up to 200 characters) of the reason for the appointment.
Sooner if possible - This is checked if a rescheduling to an earlier time is desired. This can be used to generate
reports of people that are willing to come in earlier that can be sued by staff to create short notice appointments.
Recall - This should be checked if the appointment is a recall for treatment follow up (see the Recall command
below for more information). If this appointment is a recall but there are no listed recalls for the patient this
appointment option can be selected without an associated recall entry.
Estimate - This is used for informal estimation of the appointment treatment(s) costs.
Provider – The ID code of the provider that will treat the patient during this appointment.
2nd Provider - The ID code of an assistant or second provider that will treat the patient during this appointment.
Minutes - Minutes allows the user to change the appointment duration as a sum of the minutes required by a set of
up to three assistant and doctor (provider) pairs.
Ortho Appointment Entry
Is Ortho Stage Appointment – Indicates this
appointment satisfies a specific stage of ortho care.
This is the default for an ortho patient appointment.
This can be unchecked in order to make a regular
appointment fro an ortho patient. I.E a hygiene
appointment.
Appt Code - With ‘Is Ortho Stage Appointment’
checked, this field is disabled and set to the default
code for ortho appointments as defined in
Maintenance – Office Tab – Practice Address –
Practice Options. Otherwise, this indicates the type
and/or length of the appointment. These codes are
defined in Maintenance – Scheduler - Appt. Codes.
Tx Stage Appt. Status - The appointment status (defined in
Maintenance - Basic - Status Codes) defines the
nature of the appointment. Typical definitions are
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New Patient, Short Notice, or Emergency. Appointment codes have colors associated with them that can be
displayed in the Chair tab of the scheduler as a colored band at the top of the chair box.
Provider – The ID code of the provider that will treat the patient during this appointment.
2nd Provider - The ID code of an assistant or second provider that will treat the patient during this appointment.
Minutes – The number of minutes the appointment is to be scheduled for. This field will be defaulted based on the
selected Tx Stage, but can be overridden by typing a different number of minutes.
Recall - This should be checked if the appointment is a recall for treatment follow up (see the Recall command
below for more information). If this appointment is a recall but there are no listed recalls for the patient this
appointment option can be selected without an associated recall entry.
Reason - A short description (up to 200 characters) of the reason for the appointment.
Appointment Dialog Commands
Accept - The information is saved and the appointment booked.
Cancel - The dialog is cancelled and no appointment is made.
Reschedule- An existing appointment can be rescheduled by selecting this button.
Tx Plan- Planned treatments for the patient can be linked to the appointment (details below).
Notes - Any number of detailed treatment notes can be entered for the appointment.
Confirm – (Advance option). This indicates that the patient has been contacted and has confirmed the
appointment.
Recalls - Recalls for the patient can be linked to the appointment.
Check in - This indicates that the patient has been checked into the clinic.
Check out - This indicates that the patient has been checked out of the clinic.
Failed - A failed appointment is one that either the patient did not attend and did not provide notice for. They did
not cancel and did not show up.
Cancelled - A cancelled appointment is one that either the patient or the provider does not want to attend at this
time. On cancel, axiUm provides an option to reschedule.
The difference between a failed and a cancelled appointment is a matter of policy and/or judgment. A cancelled
appointment can be flagged with a reason and the reason is available as an optional reporting field in the Info
Manager - Appointments report.
Chart Requests
When an appointment is made a chart request is automatically generated
except in the case of an appointment made in the past. In this case a Past
Appointment Question asking if a chart request is needed will be displayed. For
more information see the Chart Tracking Manual.
Rescheduling an Appointment
An appointment can be rescheduled in several ways:
By double-clicking on the appointment and selecting the Reschedule button in the advanced Appointment
Edit dialog.
By canceling or failing the appointment and selecting Yes to reschedule when prompted.
By selecting the patient in the scheduler rolodex, and clicking the ‘reschedule’ button.
By right-clicking on an appointment (in the scheduler active tab, or in the Appointment List window) and
selecting the Reschedule menu option.
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Patient Recalls
If the appointment is a recall, the recall record can be associated with the appointment by selecting the Recalls
button and then selecting the recall with a double click from the Patient Recalls dialog list. New recalls can be
entered in the Patient Recalls dialog which is accessible from the Rolodex by right-clicking on a patient listed in
the selected list on the right of the window.
Planned Treatments
The Tx. Plan button in the New/Edit Appointment dialog is used to assign planned treatments to the appointment.
If there are no planned treatments to assign or the
treatment that is to be performed is not listed, the
Planned Procedure field can be used to indicate the
procedure for the appointment. This can only be
done this way if the procedure is set up as “does
not require approval’. This does NOT plan the
procedure in the patient chart; it is used only for the
appointment and to order the required equipment
from the dispensary.
Notes
Appointment notes are a series of prior, in process and post
appointment notes. Clinical notes should be entered in the EHR
module, rather than in the appointment note. The Appointment Notes
dialog records the user who entered the note and the date of entry.
Appointment notes can not be edited once entered, they can only be
deleted if the user has the required access to the delete button as
defined for the user’s security level in Power Admin.
Modifying an Appointment
To edit an appointment simply double click on the appointment in the Active tab. Only the patient and the provider
can not be altered in this method, all other appointment details can be changed up to the end of the date for which
the appointment is scheduled. Appointment details for past appointments cannot be altered. If the user needs to
change the provider for an appointment they will need to use the Reschedule option rather than Edit.
Deleting an Appointment
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To delete an appointment, right click on the appointment and select the Delete option. If an appointment is deleted
it is removed from the scheduler window. If an appointment was accidentally deleted, it can be resurrected by
going to the Patient Appointment History, or the scheduler Appointment List and rescheduling it.
Confirming an Appointment
An appointment that has been confirmed can be set to indicate that fact by double-clicking on the appointment
and selecting the Confirm button in the advanced edit appointment dialog or right-clicking on the appointment and
selecting the Confirm option. The confirmation is now indicated by blue text in the appointment box.
Patient Check-In and Undo Patient Check-In
When a patient is checked into the clinic for an appointment, providers can be alerted by having the appointment
box show the text in red when the Check in button in the advanced edit appointment dialog or the right click menu
item Patient Check In is selected. If the check in was erroneous the right click menu item Undo Patient Check In
will reverse the setting.
Patient Check in Form
The right-click Patient Check In Form option is used to print a form like the one below that contains pertinent
patient and appointment information.
Figure 3 - Patient Check In Form Example
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Patient Seated
The appointment right click menu option Patient Seated sets the appointment status to patient seated. This is
visually indicated in the Active tab by black text in the appointment box. This option is only available if the patient
is already checked in.
Patient Check Out and Approve / Check Out
When the appointment is over it is concluded with the patient being checked out in axiUm. This can be done using
the Patient Check Out and Approve / Check Out right click menu items or the Check out... button in the advanced
edit appointment dialog. If approvals are required the Patient Approvals dialog is displayed.
Figure 4 - Check Out Patient Dialog
At this point an instructor can swipe her/his
access card to approve the treatment(s) and
finish the approval process.
Adding and Editing Clinic Time Descriptions
When clinic time is reserved a description of the reservation can be added. This usually describes the work being
done in the session reservation. By doing this the Active tab display is changed to show the reserved time hours in
the defined description color (Maintenance - Scheduler - Clinic Time Reasons).
Figure 5 – Edit Clinic Time Description window
The clinic time description is displayed at the top of the chair reservation column and if a clinic time description
needs to be added or changed after the chair is reserved then the chair right-click option Edit Clinic Time
Description… in the Chair tab or in the clinic time display in the Active tab can be used to add or alter the
reservation clinic time description. A description other than the one in the defined list can be entered and will be
displayed with a default pale yellow color.
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Multi Chair Booking
In some axiUm installations the faculty is set up with two or more chairs. Each provider that will use multiple chairs
must have the Chairs/Session field set to Multiple in Maintenance – Office Tab – Users – Provider Tab.
Multi Chair - Weekly Tab View
For each chair reserved within a weekday, there will be a gray line drawn to divide the weekday into columns
equal to the number of reserved chairs for the day.
Multi Chair - Monthly Tab View
In the Monthly tab multiple
chairs will be indicated by
an asterisk (*) beside the
reserve time. When the
mouse is held over the
block a pop up window will
display the reserve
information, including each
chair that is reserved by the
provider.
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