1. Patient Information Management System of 20 SCHEDULING: CLINIC SET UP Joann Henry, User Support Specialist, OIT, IHS Joann.Henry@ihs.gov 505-248-4160 20091020

2. Agenda: Scheduling - Clinic Set Up A. Introduction & Basics B. Data Field Specifications C. Default Letters D. Screen Navigation E. Actual Set up Screens (4) F. Important Details G. Clinic Availability

3. A. Introduction & Basics In PIMS you will be able to:  DEFINE or EDIT Clinic Parameters  ESTABLISH Appointment Availability Patterns for the clinics at your facility.

4. A. Introduction & Basics (Cont.) When entering the Set Up Parameters: –There are 47 fields to consider ( 13 required fields). –The fields are divided into 4 data entry screens. (e.g. Page 1 of 4, Page 2 of 4, etc.)

5. B. Data Field Specifications 1)*Clinic name 2)*Abbreviation 3)*Division 4)*Facility 5)*Clinic meets at this facility? 6)*Non-count clinic? 7)Include on file room lists 8)Principal clinic 9)Physical location 10)Telephone 11)*Clinic code 12)Hospital service 13)Clinic owners 14)Special instructions for making appt 15)Prohibit access to clinic 16)Schedule on holidays 17)Overbook users & level 18)Hour clinic display begins 19)*Length of appointment 20)Variable appointment length 21)*Display increments per hour 22)*Overbooks/day maximum 23)*Max # days for future booking 24)Start time for auto rebook 25)*Max # days for auto rebook 26)Pre-appointment letter 27)Clinic cancellation letter 28)Appointment cancellation letter 29)No-show letter 30)*Allowable consecutive no-shows 31)Waiting period for no-shows 32)Print health summary 33)Print health summary type 34)Print address/insurance update 35)Print RX profiles 36)Require x-ray films 37)Ask for check in/out time 38)Create a visit at check-in 39)Visit service category 40)Multiple clinic codes used 41)Visit provider required 42)Other Info on Checkin 43)Clinic provider 44)Default provider 45)Availability date(s) 46)Time 47)Number of slots

6. B. Data Field Specifications (Continued) 1)*Clinic name(2-30 chars) 2)*Abbreviation(1-7 chars) 3)*Division 4)*Facility(N=No Y=Yes) 5)*Clinic meets at this facility? (N=No Y=Yes) 6)*Non-count clinic?(0=No 1=Yes) 7)Include on file room lists(0=No 1=Yes) 8)Principal clinic 9)Physical location(1-25 chars) 10)Telephone(3-13 chars) 11)*Clinic code(code list) 12)Hospital service(code list) 13)Clinic owners(code list) 14)Select special instructions(3 lines) 15)Prohibit access to clinic*(Y=Yes) 16)Schedule on holidays(Y=Yes) 17)Overbook users & level(code list) 18)Hour clinic display begins(0-16) 19)*Length of appointment(10-240) 20)Variable appointment length(V=Yes,variable number) 21)*Display increments per hour(code list) 22)*Overbooks/day maximum 23)*Max # days for future booking (1-999) 24)Start time for auto rebook(0-16) 25)*Max # days for auto rebook(1-365) 26)Pre-appointment letter(code list) 27)Clinic cancellation letter(code list) 28)Appointment cancellation letter(code list) 29)No-show letter(code list) 30)*Allowable consecutive no-shows (0-999) 31)Waiting period for no-shows(0-365) 32)Print health summary(0=No, 1=Yes) 33)Print health summary type(code list) 34)Print address/insurance update(0=No, 1=Yes) 35)Print RX profiles(code list) 36)Require x-ray films(Y=Yes) 37)Ask for check in/out time(0=No, 1=Yes) 38)Create a visit at check-in(0=No, 1=Yes) 39)Visit service category(code list) 40)Multiple clinic codes used(0=No, 1=Yes) 41)Visit provider required(0=No, 1=Yes) 42)Triage clinic(0=No, 1=Yes) 43)Clinic providers(code list) 44)Default provider(0=No, 1=Yes) 45)Availability date(Date) 46)Time(24 hour time) 47)No. of slots(0-26)

7. C. A word about Default Letters Prior to assigning default letters, these letters must have been defined through the ENTER/EDIT LETTER option:  PRE-APPOINTMENT  CLINIC CANCELLED  APPOINTMENT CANCELLED  NO-SHOW

8.  To NAVIGATE screen:  UP key  DOWN key  TAB key  ENTER key ► Type ?? – Available options will be displayed at the bottom of the screen. ► Type @ – To delete an entry – be careful. D. Screen Navigation

9. ► FROM THE MAIN MENU... Select Scheduling Menu Option: SCS Supervisory Menu Select Supervisor Menu (Scheduling) Option: SET Set Up a Clinic Select CLINIC NAME: JJ PEDIATRICS Are you adding ‘JJ PEDIATRICS’ as a new HOSPITAL LOCATION? No// Y 15 LENGTH OF APP’T: 15 The Length of appointment designated for clinic. Enter a whole number between 10 and 240 and must be a multiple of 10 or 15. D. Screen Navigation (Continued)

10. SET UP A CLINIC Page 1 of 4 CLINIC NAME: JJ PEDIATRICS ABBREVIATION: JJPED DIVISION: CARNEGIE INDIAN HEALTH CENTER FACILITY: DEMO HOSPITAL MEETS AT THIS FACILITY?: YES NON-COUNT CLINIC? (Y OR N): NO INCLUDE ON FILE ROOM LISTS?: YES PRINCIPAL CLINIC: PRINCIPAL PEDIATRICS PHYSICAL LOCATION: 2ND FLOOR TELEPHONE: 222 345-0987 CLINIC CODE: PEDIATRIC HOSPITAL SERVICE: PEDIATRICS CLINIC OWNERS (responsible for setup) BRUNING,BJ HENRY,JOANN _______________________________________________________________ Exit Save Next Page Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: Press H for help Insert E. Actual Set Up Screen (1 of 4) Important Field

11. SET UP A CLINIC Page 2 of 4 SPECIAL INSTRUCTIONS for make appt. (3 lines max.) PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD. PROHIBIT ACCESS TO CLINIC?: OVERBOOK USERS & LEVEL SCHEDULE ON HOLIDAYS?: HENRY,JOANN R HOUR CLINIC DISPLAY BEGINS: 8 LENGTH OF APPOINTMENT: 30 VARIABLE APPOINTMENT LENGTH: YES, DISPLAY INCREMENTS PER HOUR: 30-MIN OVERBOOKS/DAY MAXIMUM: 5 MAX # DAYS FOR FUTURE BOOKING: 90 START TIME FOR AUTO REBOOK: 13 MAX # DAYS FOR AUTO-REBOOK: 60 _______________________________________________________________ Exit Save Next Page Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: Press H for help Insert E. Actual Set Up Screen (2 of 4)

12. SET UP A CLINIC Page 2 of 4 SPECIAL INSTRUCTIONS for make appt. (3 lines max.) PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD. PROHIBIT ACCESS TO CLINIC?: YES OVERBOOK USERS & LEVEL SCHEDULE ON HOLIDAYS?: HENRY,JOANN R HOUR CLINIC DISPLAY BEGINS: 8 LENGTH OF APPOINTMENT: 30 VARIABLE APPOINTMENT LENGTH: YES, DISPLAY INCREMENTS PER HOUR: 30-MIN OVERBOOKS/DAY MAXIMUM: 5 MAX # DAYS FOR FUTURE BOOKING: 90 START TIME FOR AUTO REBOOK: 13 MAX # DAYS FOR AUTO-REBOOK: 60 _______________________________________________________________ Exit Save Next Page Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: Press H for help Insert PRIVILEGED USERS HENRY,JOANN BRUNING,BJ E. Actual Set Up Screen (2 of 4)

13. SET UP A CLINIC Page 3 of 4 PRE-APPOINTMENT LETTER: SCHEDULED APPT CLINIC CANCELLATION LETTER: CLINIC CANCELLED APPT. CANCELLATION LETTER: CANCELLED NO SHOW LETTER: NOSHOW ALLOWABLE CONSECUTIVE NO-SHOWS: 3 WAITING PERIOD FOR NO-SHOWS: 15 PRINT HEALTH SUMMARY?: YES HEALTH SUMMARY TYPE: PEDIATRIC PRINT ADDRESS/INSURANCE UPDATE?: YES PRINT RX PROFILES?: YES, MEDICATION PROFILE REQUIRE X-RAY FILMS?: _______________________________________________________________ Exit Save Next Page Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: Press H for help Insert E. Actual Set Up Screen (3 of 4)

14. SET UP A CLINIC Page 4 of 4 ASK FOR CHECK IN/OUT TIME: YES (Should always be set to YES) CREATE VISIT AT CHECK-IN?: YES VISIT SERVICE CATEGORY: AMBULATORY MULTIPLE CLINIC CODES USED?: YES VISIT PROVIDER REQUIRED: YES TRIAGE CLINIC?: NO : CLINIC PROVIDERS DEFAULT PROVIDER,KELLIE YES _______________________________________________________________ Exit Save Next Page Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: Press H for help Insert E. Actual Set Up Screen (4 of 4) IHS uses only ONE PROVIDER. If not known may leave blank.

15. a) What is the Clinic code associated with the clinic? b) Is clinic grouped under a principal clinic? c) Clinic owners – Who can change this clinic setup? d) What is the default length of appointments & can it be variable? a) Will the clinic Schedule appointments on holidays? b) Will health summaries be printed with routing slips? c) Will default letters be assigned to the clinic? d) Will the clinic create a visit at check-in time? e) Will this be a Non-Count clinic? If No, visits included in statistics. If Yes, visits are not included in statistics. f) Will this clinic Prohibit Access? If so, who will have the ability to schedule appointments? F. Details to Gather before Clinic Set Up Step

16. a)What is the Clinic Name?_______________________ b)What is the Clinic Abbreviation? __ ____________________ c)What is the Division Name? _______________________ d)What is the Facility Name? _______________________ e)Will the clinic meet at this facility? _______________________ f)Will this be a Non-Count clinic? _______________________ g)What is the Clinic Code? _______________________ h)What is the appointment length? _______________________ i)What are the Display Increments per hour? _______________________ j)What is the Overbooks/day maximum? _______________________ k)What are the max # days for Future booking? _______________________ l)What are the max # days for auto-rebooking? _______________________ m)What are the allowable # of consecutive no-shows? _______________________ F. (cont.) Must Know before Clinic Set Up Step

17. G. Setting Up Clinic Availability Availability Date Enter the first date appointments can be made AVAILABILITY DATE: 10/19/2009 Time Enter the time range the clinic is available (24 hour format) TIME: 0800-1200 Number of Slots Enter the number of patients which will be seen per increment NO. SLOTS: 1// 4

18. G. Setting Up Clinic Availability (Cont.) Example AVAILABILITY DATE: 10/19 (OCT 19, 2009) MONDAY TIME: 0800-1200 NO. SLOTS: 1// 4 TIME: 1300-1700 NO. SLOTS: 1// 4 TIME: [4] [4] [4] [4] [4] [4] [4] [4] | [4] [4] [4] [4] [4] [4] [4] [4]...PATTERN OK FOR MONDAYS INDEFINITELY? Y (Yes)...PATTERN FILED! AVAILABILITY DATE: 10/20 (OCT 20, 2009) TUESDAY TIME: 0800-1100 NO. SLOTS: 1// 4 TIME: 1200-2000 NO. SLOTS: 1// 2 TIME: [4] [4] [4] [4] [4] [4] | [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2]...PATTERN OK FOR TUESDAYS INDEFINITELY? Y (Yes)...PATTERN FILED!