1. Patient Information Management System – Scheduling Version 5.3 (Patch 1010) Joann Henry, User Support Specialist, OIT, IHS Joann.Henry@ihs.gov (505)248-4160 20091020

2. PCC Patient Database Dental Behavioral Health/Social Services Pharmacy Surgery Radiology CHR Clinic Scheduling Women’s Health Field Nursing Emergency Room Laboratory Patient Registration Admission Discharge Transfer PCC Data Entry Intro to RPMS and PIMS Sensitive Patient Tracking Clinical Scheduling for Windows

3. 10 Things to Know about PIMS Scheduling 1. Appt Mgmt* (AM) 2. Appt Listing (AL) 3. Chart Request (CR) 4. Clinic appt availability(MD) 5. Letters(PL) 6. Waiting Lists(WL) 7. Patient Mini Registration(PMR) 8. Reports(SCR) 9. Set Up a Clinic(SCS  SET) 10. Edit Scheduling Parameters (SCS  ACM  ESP)

4. ***************************************** * INDIAN HEALTH SERVICE * * CLINIC SCHEDULING SYSTEM * * VERSION 5.3 * ***************************************** DEMO HOSPITAL AL Appointment List AM Appointment Management CR Chart Requests CHK List Patient Check In Status DA Display Patient's Appointments MB Multiple Appointment Booking MC Multiple Clinic Display/Book MD Month-at-a-glance Display PL Print Scheduling Letters PS View Provider's Schedule WL Waiting List Enter/Edit PCP Primary Care Provider Menu... PMR Patient Mini Registration SCR Reports Menu (Scheduling)... SCS Supervisor Menu (Scheduling)... Select Scheduling Menu Option :

5. Overview  AM* (Appt Management)  Make Appt  Check In  Walk In  Patient Registration  No Show  Cancel Appt  Re-book  Check Out ► ► SCHEDULING – Appointment Management

6. Overview ► ► APPT MGMT – Make Appointment

7. Available Appointments MONTH-AT-A-GLANCE Sep 11, 2009 15:55:22 Page: 1 of 5 PLEASE REMIND THE PATIENT TO RECYCLE THEIR PAPER PRODUCTS, BRUSH THEIR TEETH OFTEN AND WALK AS MUCH AS POSSIBLE. ALSO WISH THEM A GREAT DAY! :) DR ORKIN Oct 2009 TIME |8 |9 |10 |11 |12 |1 |2 |3 |4 | DATE | | | | | | | | | | B TU 20 | [0 1 1 0|1 0 0 1|1 1 0 1] | [1 1 1 1|B 1 1 1] WE 21 | [1 1 1 1|1 1 1 1|1 1 1 1] TH 22 | [1 1 1 1|1 1 1 1|0 1 1 1|1 1 1 1] [1 1 1 1|1 1 1 0|0 0 0 0] A FR 23 | [A 1 1 1|1 1 1 1|1 1 1 1] | [1 1 1 1|1 1 1 1] SA 24 | | [0 1 1 1|1 0 0 1|1 1 0 0] MO 26 | [1 1 1 1|1 1 1 1|1 1 1 1] | [1 1 0 0|0 1 1 1|1 1 1 1] * TU 27 | [1 1 0 0|0 0 1 1|1 1 1 1] |* [1 1 1 1|1 1 1 1] * WE 28 | [1 1 1 1|1 1 1 1|1 1 1 1] * TH 29 | [1 1 1 1|1 1 1 0|0 1 1 1|1 0 1 1] [1 1 1 0|1 1 1 1|1 0 1 1] FR 30 | [1 1 0 1|1 0 0 1|1 1 1 1] | [1 0 0 1|1 1 1 1] +------Enter ?? for more actions--------------------------------------------->>> AL Appointment List SL Short Appt List Q Quit Select Action: Next Screen// Overview ► ► APPT MGMT – Make Appointment

8. Letter Generated (optional) Overview ► ► APPT MGMT – Make Appointment CELESTINE A RAAD ROUTE 3 BOX 486 DENT, MINNESOTA 56591 Dear Ms. Celestine Raad, Your next appointment in our clinic is as follows: TUESDAY SEP 15, 2009 9:00 AM DR ORKIN Clinic To reschedule any appointments listed, please call our main appointment desk at (505)248-9999. Thank you! Joann Henry Appointment Desk

9. +--Patient-------------Appt Date/Time----Status--------------- 1 1 999999 White,Betty 10/10/2009@15:15 No Action Taken/Today 2 999988 Henry,Clara 10/10/2009@15:30 No Action Taken/Today 3 999977 Riley,Anne 10/10/2009@16:00 No Action Taken/Today Select Action: CI Check In Select Appointments (1-3): 1 Last Registration Update: FEB 24, 2008...checked in OCT 10, 2009@15:08 CLINIC CODE for VISIT: 06 DIABETIC VISIT PROVIDER: WHITEWOLF,C// [ENTER] ============================================================ +--Patient-------------Appt Date/Time----Status------------ 1 999999 White,Betty 10/10/2009@15:15 Checked In 15:08 Overview ► ► APPT MGMT – Check IN

10. PT Select Action: Next Screen// PT Change Patient NOODLE,JANET Select Patient: NOODLE,JANET WI Select Action: Quit// WI Unscheduled Visit Diabetic Select Clinic: Diabetic WHITEWOLF,CHENENA K ENTER APPOINTMENT TIME: NOW//[ENTER] (MAR 06, 2009@15:36) SWOLLEN LEFT LOWER LEG OTHER INFO: SWOLLEN LEFT LOWER LEG...checked in MAR 06, 2009@15:36 06 CLINIC CODE for VISIT: 06 DIABETIC ENTER VISIT PROVIDER: WHITEWOLF,CHENENA K// [ENTER] (MAR 06, 2009@15:36) --Patient-------------Appt Date/Time---Status------------------ 1 888888 Noodle,Janet 03/06/2009@15:36 Walk In/Checked In 15:36 OKAY TO PRINT A ROUTING SLIP IN ENTER MEDICAL RECORDS NOW? YES// [ENTER] Overview ► ► APPT MGMT – Walk IN

11. +--Patient-------------Appt Date/Time----Status--------------- 1 999999 White,Betty 10/10/2009@15:15 No Action Taken/Today Select Action: PR Patient Registration Edit this Registration Record? NO// YES Press Return key to Continue: [ENTER] At this point you your screen should reflect IHS Registration Editor (Page 1) in Patient Registration or something similar… Change which item? (1-19) NONE//: To EXIT, enter ^ or Shift 6 Overview ► ► APPT MGMT – Patient Registration

12. --Patient-------------Appt Date/Time----Status-------------- No Action Taken/Today 1 777777 Quiver,Aaron 03/06/2009@09:00 No Action Taken/Today NS Select Action: Next Screen// NS No Show 1 Appointment(1-1): 1 WANT TO AUTO-REBOOK NO-SHOW [Enter] APPOINTMENTS NOW? No// [Enter] [Enter] WANT LETTERS PRINTED NOW? No// [Enter] ========================================================== --Patient-------------Appt Date/Time----Status---------- NO-SHOW 1 777777 Quiver,Aaron 03/06/2009@09:00 NO-SHOW Overview ► ► APPT MGMT – No Show

13. Select Appointments (1-6): 6 Appts cancelled by Patient or Clinic: Patient// [Enter] Select CANCELLATION REASONS NAME: ?? Choose from: DEATH IN FAMILY OTHER TRANSFER OPT CARE TO OTHER VA TRAVEL DIFFICULTY UNABLE TO KEEP APPOINTMENT UNKNOWN WEATHER Select CANCELLATION REASONS NAME: TRAVEL DIFFICULTY CANCELLATION REMARKS: CAR BROKE DOWN REBOOK ANY APPOINTMENTS THAT YOU CANCELLED? No// [Enter] Overview ► ► APPT MGMT – Cancel Appt

14. CANCEL APPT: Rebook? Y/N Choose Device, Appt#, Start Date to Search, Displays, Prints Cancellation/Rebook letter NO SHOW: Auto-rebook NS? Y/N Letter printed, letter type, device CHECK OUT: Would you like to make a follow-up appt? Y/N Leads to through MA prompts. PLEASE NOTE(*): DATE OF RE-BOOK APPT AUTOMATIC YOU ARE NOT GIVEN A CHOICE. Overview ► ► APPT MGMT – Rebook

15. -----Clinic-----Appt Date/Time----Status-------------- 5 Bj Alc 10/08/2009@17:00 Checked In 16:08 Select Action: CO Select Appointment(s): 5 Do you wish to make a follow-up appointment? YES// NO CHECKED OUT: NOW// [Enter] (OCT 08, 2009@16:59) -----Clinic-----Appt Date/Time----Status-------------- 5 Bj Alc 10/08/2009@17:00 Checked Out 16:59 Overview ► ► APPT MGMT – Check Out

16. Overview ► ► SCHEDULING – Appt Listing (AL) Select Scheduling Menu Option: AL Appointment List Select division: ALL// [ENTER] Select clinic: ALL// DR ORKIN For Date: TODAY// 10/20 (OCT 20, 2009) Include Walk-Ins? YES// [ENTER] Include Who Made Appt? NO// YES Include Patient's Phone #? NO// YES Include Primary Care Info? NO// YES Include Current Community? NO// YES Include Chart Requests? NO// YES

17. Select Scheduling Menu Option: CR Chart Requests SELECT CLINIC NAME: DIABETIC REQUEST CHARTS FOR (PROVIDER/LOCATION/EXT.): ADAMS/3RD FLOOR/X3425 Select Chart Delivery Date: T+7 (JUN 19, 2009) Select PATIENT: JAMES,RUTH F 05-14-1947 509427648 CG 100778 chart request recorded... Select PATIENT: JOHNSON,AMY F 01-01-1950 222442222 CG 100494 chart request recorded... Overview ► ► SCHEDULING – Chart Request (CR) Dr. Adams would like to see 2 patient’s charts for delivery next week.

18. Overview ► ► SCHEDULING – Clinic Appt Availability (MD) 1 of 26 MONTH-AT-A-GLANCE Mar 06, 2006 16:45:58 Page: 1 of 26FASTING -------------------------------------------------------------------------------- DIABETIC Mar 2006 Mar 2006 TIME |8 |9 |10 |11 |12 |1 |2 |3 |4 DATE | | | | | | | | | MO 06[]B MO 06 | [0 0 1 3|1 3 3 3|2 3 3 3] | [1 3 3 3|3 3 2 2|B 3 3 3] TU 07 | [0 3 3 3|3 3 3 3|3 3 3 3] | [2 2 2 2|2 2 2 2] WE 08 | [2 3 3 3|2 3 3 3|2 3 3 3] 0 TH 09 | [0 2 2 2|2 2 2 2|0 1 2 2|2 2 2 2] [2 2 2 2|2 2 2 2|2 2 2 2] * FR 10 | [0 2 3 3|3 3 3 3|3 3 2 2] |* [0 2 2 2|1 2 2 2] 1 SA 11 | | [1 1 1 1|1 1 1 1|1 1 1 1] 2 MO 13 | [2 2 1 3|3 3 3 3|2 3 3 3] | [3 3 3 3|3 3 3 3|3 3 3 3] TU 14 | [3 3 3 3|3 3 3 3|2 3 3 3] | [2 2 2 2|2 2 2 2] A WE 15 | [3 3 3 3|A 3 3 3|3 3 3 3] * TH 16 | [2 2 2 2|2 2 2 2|1 2 2 2|2 2 2 2] [2 2 2 2|2 2 2 2|2 2 2 2] 3 FR 17 | [2 2 3 3|3 3 3 3|3 3 3 3] | [2 2 2 2|1 2 2 2] +------Enter ?? for more actions--------------------------------------------->>> ALSLQ AL Appointment List SL Short Appt List Q Quit Select Action: Next Screen//

19. Select Scheduling Menu Option: PL Print Scheduling Letters SELECT THE TYPE OF LETTER TO PRINT: ?? Choose from: A APPOINTMENT CANCELLED C CLINIC CANCELLED N NO-SHOW P PRE-APPOINTMENT SEECT THE TYPE OF LETTER TO PRINT: P PRE-APPOINTMENT PRINT LETTER ASSIGNED TO CLINIC(S)? Yes// [ENTER] WHITE EARTH PRE-APPT LETTERS FOR WHICH DIVISION: WHITE EARTH HEALTH CENTER Individual PATIENT or CLINIC Letters: P// C Count, Non Count, or Both: C// [ENTER] Select clinic: ALL// [ENTER] Do you want to exclude any Clinic(s)? No// [ENTER] **** Date Range Selection **** Beginning DATE : T (JUN 10, 2009) Ending DATE : T+30 (JUL 10, 2009) DEVICE: HOME// [ENTER] VIRTUAL Right Margin: 80// [ENTER] Overview ► ► SCHEDULING – Letters (PL)

20. ► Waiting lists are Optional. ► A Scenario: Your clinics are all booked and the school year is about to start. Numerous parents are calling to make appts for their children. You can use a waiting list to track & make appts. ► Waiting List name = CLINIC Name !! ► You can INACTIVATE a Waiting List. ► Waiting list data displays when viewing patient’s appts ► To monitor WLs, run daily or weekly: SCR  WLR (Waiting List Report) ► When a patient has been scheduled with an appt, PIMS will ask… REMOVE this patient from this waiting list? REMOVE this patient from this waiting list? YES DATE REMOVED FROM LIST: DATE REMOVED FROM LIST: T (JUN 13, 2008) RESOLUTION: RESOLUTION: APPOINTMENT MADE Overview ► ► SCHEDULING – Waiting List (WL)

21. ► Patient Mini Reg is Optional. ► A Scenario: A patient is moving back home and wants to make an appt in the Diabetic Clinic. Patient not sure if ever seen at clinic. Patient wants to be ready to continue with regular doctor visits. ► PMR option will assign a temporary chart number (i.e. T00194). This number will allow an appt to be made for this patient ONLY. ► Temporary chart numbers must be changed in the Patient Registration ► CHECK IN can not happen with a Temporary Chart Number. ► Always scan for similar names, Social Security numbers or date of birth! Overview ► ► SCHEDULING – Patient Mini Registration (PMR)

22. Sometimes a Patient Charts gets LOST File Rooms Reports allows users to:  Search for the location of a patient chart (SCR  CHL)  Print a list of charts requested (SCR  LCR)  Verify what routing slips were printed (SCR  LRS) Overview ► ► SCHEDULING – Reports (SCR)

23. Overview ► ► SCHEDULING  SET UP A CLINIC See Next Presentation…

24. Overview ► ► SCHEDULING  SCRIPT TO SET UP A CLINC See Handout…

25. Questions? PIMS Website: http://www.ihs.gov/CIO/EHR/index.cfm?module=pims Help Desk (888) 830 – 7280 support@ihs.gov Thank you for your attention.