What More Can Cadence Do For Your Clinic? Chris York, Supervisor & Technical Lead, Help Desk & Maintenance Team & Kelly Hopkins, Help Desk Analyst November 15, 2012

Agenda Visit Types vs Blocks Scheduling Templates Check in vs Walk in vs Sign in Tools for managing advanced access

Visit Types vs Blocks Visit type – A generic amount of time set aside for the patient visit – an appointment slot In old (pre-EMR) related to forms to be “Stuffed into chart” at reception desk or chart room Now relates to the specific visit navigator that will be used for the visit Can be customized by department, provider and provider within a department Whether the provider can see a patient and/or for different lengths of time depending upon patient sex and/or age

Visit Types vs Blocks Blocks Used to shape the provider’s schedule and manage their day Can also be used to hold appointments Added to department Can be allowed on individual providers or all providers in the department Can specify the number of types of visits that can be scheduled within an appointment slot

Release of Blocks We can set the minimum number of days from the current day that appointment scheduling for a certain block should begin. For example, if you want Physicals to be scheduled at least two days in advance, you should enter two here. If you leave this column blank, you will allow scheduling to take place any time up to the maximum number of days you have specified Note: You can also enter Minimum Days at the Provider level, and what you specify there will override what is specified here when the provider is scheduled in this department.

Groups or Classes – what is the difference? Appointment desk Icon brings up the Patient Look-up screen. There are multiple tabs. Select the Family Group or Temporary Group tab to add patients to the group:

Scheduling Groups Select your patients for the group: All of the individuals selected for the group appear in the header:

Scheduling Groups The Make Appointment Screen is shown here. The information in the window is that of the highlighted patient. Notice the “G” in the lefthand column. This indicates that this is a group appointment. If any changes are made to the appointment for one patient, it will automatically bring up the information for the others in the group.

Classes Epic allows us to create classes in scheduling. We have recently had some requests for information If there is enough interest we will offer a class on setting up and managing classes in Cadence. This is a very brief overview of what is offered and how to set it up.

Classes Classes may be used to schedule educational or instructional sessions. For example: Smoking Cessation classes

Building & Maintaining Classes Initially built in TEXT as a Provider Master File You may add multiple sessions to your classes and have multiple departments where the class is available. This is done in TEXT.

Functionality

How Classes Work: Classes are scheduled just like an appointment Patients are checked in/out of classes like appointments Reports and Rosters are managed through Hyperspace

Tools for managing advanced access Provider Calendar View Schedule Release of Blocks (seen above)

Provider Calendar From the Provider Calendar view you can see the number of appointments scheduled on a specific day. The absence or presence of a schedule and unavailable time are also displayed.

View Schedule “Percent booked” is displayed

Scheduling Templates Who is managing the providers’ schedules and template processing? This is another area that we can offer as a class, if there is enough interest or need.

Questions or Feedback?