1. Lesson 10: Epic Appointment Scheduling Viewing Provider’s Schedule

2. Epic Appointment Scheduling Viewing Provider’s Schedule
Objectives:
In this lesson you will learn to:
─ Access the View Provider Schedule
─ Navigate the View Provider screen
─ Access View Options (Single and Multiple Provider views)
─ Limit Search Options

3. Epic Appointment Scheduling Viewing Provider’s Schedule
Click the “View Schedule” option on the toolbar, or press “Ctrl + 2” to open this screen.

4. Epic Appointment Scheduling Viewing Provider’s Schedule
The screen looks exactly like the “Make Appointment” window. Note that the visit type is grayed out and the title bar reflects the “View Schedules” title.

5. Epic Appointment Scheduling Viewing Provider’s Schedule
Once you select a provider, the “Schedule Scanner” displays at the bottom of this screen so you can quickly determine the percentage amount of patients this provider has scheduled.

6. Epic Appointment Scheduling Viewing Provider’s Schedule
Click on the Magnifying Glass to enlarge the Schedule Scanner and to display a calendar to assist in selecting an appointment date.

7. Epic Appointment Scheduling Viewing Provider’s Schedule
As the provider’s schedule fills up, the percentage amount will increase until his/her schedule is completely filled. At that point the slot will display 100% and you cannot schedule appointments unless you have access to overbook.

8. Epic Appointment Scheduling Viewing Provider’s Schedule
When the provider and date are selected click on “Search” to view their schedule.

9. Epic Appointment Scheduling Viewing Provider’s Schedule
There are several options available to viewing a provider’s schedule. You can use the calendar to click on a desired date.

10. Epic Appointment Scheduling Viewing Provider’s Schedule
You can select View options to specify how Epic should display the results of your search.
Either All Times or Open Times will be set as the default view.

11. Epic Appointment Scheduling Viewing Provider’s Schedule
Combine Depts
You can select Combine Depts and click the Save my default button (disk). If you want to make changes click the button again and select the choice as needed.
All Times Single Provider
Select this option to view the provider’s full schedule, including slots that are already filled with appointments.
Open Times by Provider
Select this option to view only available slots (slots with unscheduled openings) on the provider’s schedule.
This only displays regular appointment openings, not overbook openings.

12. Epic Appointment Scheduling Viewing Provider’s Schedule
Open Times by Date & Time
Select this option to view only available slots (slots with unscheduled openings) on the provider schedule(s), sorted by date and time.
All Times, Multiple Providers
Select this option to view multiple provider’s full schedules, with multiple dates side by side, including slots that are already filled with appointments.

13. Epic Appointment Scheduling Viewing Provider’s Schedule
All Times, Multiple Dates
Select this option to view the full provider schedule(s), including slots that are already filled with appointments, for multiple dates.
Epic will display consecutive dates in the provider’s schedule starting with the Start Search On date you specified. (Which dates are shown may be affected by additional choices you make in the Limit Search By section of this form.)

14. Epic Appointment Scheduling Viewing Provider’s Schedule
Open Times by Provider
Select this option to view only available slots (slots with unscheduled openings) on the provider’s schedule.
This only displays regular appointment openings, not overbook openings.
Public appointment slots are indicated by Pub.
Click the Resize button to resize the screen.

15. Epic Appointment Scheduling Viewing Provider’s Schedule
Open Times by Date & Time
Select this option to view only available slots with unscheduled openings on the provider schedule(s), sorted by date and time.
If you have access to view/schedule private slots, the “Pri?” column will display “Pri”.
Blocks which indicate the type of visit a physician wants to see during that time period are indicated in the Blocks column.

16. Epic Appointment Scheduling Viewing Provider’s Schedule
All Time, Multiple Dates
Select this option to view the full provider schedule(s) on multiple dates, including slots that are already filled with appointments.
Epic will display consecutive dates in the provider’s schedule starting with the Start Search On date you specified. (Which dates are shown may be affected by additional choices you make in the Limit Search By section of this form.)

17. Epic Appointment Scheduling Viewing Provider’s Schedule
The (< and >) buttons allow you to change the date or week you are viewing. You can move forward or backward by a day or week from the date. You cannot view dates prior to the start date you indicated on the Make Appointment or View Schedules form.
Note: You will not be able to use these buttons to advance past the provider's template release date. However, in View Schedules only, you can advance past the release date by clicking a date on the calendar.

18. Epic Appointment Scheduling Viewing Provider’s Schedule
In order to view additional days on this screen, select one of the options located in the lower right corner.
You can select to view 3, 5, 7,10 up to 20 additional dates. The patient’s name will only appear on the 3 and 5 options since viewing additional dates will reduce the size of the viewing area for each date.
You can “Expand” to view patient information on any sized screen, by first selecting the appointment slot, right clicking and clicking the “Expand” option.

19. Epic Appointment Scheduling Viewing Provider’s Schedule
To view multiple providers over several dates, select “ALL” in the view schedule Provider field and change the View to “All Times, Multiple Dates”. You will only see multiple dates for one provider at a time, to select another provider, click the drop down arrow on the provider field.

20. Epic Appointment Scheduling Viewing Provider’s Schedule
Select a provider from the drop down list by clicking the drop down arrow located by the provider’s name field.

21. Epic Appointment Scheduling Viewing Provider’s Schedule
In the Appointment window, you can select one provider, several providers or all the providers within your service department.

22. Epic Appointment Scheduling Viewing Options, Multiple Providers
You can change the date you are viewing by clicking the calendar at the bottom left corner of this window.

23. Epic Appointment Scheduling Viewing Options, Multiple Providers
Another method to view all providers is to click the radio button for “Dept Search” and then click on the magnifying glass. Your security will determine what list of departments you will see.

24. Epic Appointment Scheduling Viewing Options, Multiple Providers
When you click on the search button, the provider schedules screen appears with only three providers showing.
To view the rest, click on the More Providers button in the lower left corner. Click on the 5, 7,10, 15 or 20 provider button in the lower right corner in order to view all the providers at once.

25. Epic Appointment Scheduling Viewing Options, Limit Search Option

26. Epic Appointment Scheduling Viewing Options, Limit Search Option
The Limit Search By section of the View Schedule window offers a variety of options to help narrow the criteria for which you are searching.
You can combine any of these search options to further narrow your search.

27. Epic Appointment Scheduling Viewing Options, Limit Search Option
Date Ranges
If you want Epic to search only within a limited range of dates, specify the start date and end date in these fields.
In either of these fields, you can also click the calendar button to view a pop-up calendar from which you can select a date. You can enter more than one date range for which to limit the search.
Note: Past appointments can be reviewed up to sixty days after the scheduled appointment.

28. Epic Appointment Scheduling Viewing Options, Limit Search Option
Time Ranges
If you want Epic to search only within a limited range of times, specify the start time and end time in these fields.
Additionally, if you do not wish to specify an upper or lower time boundary, you can leave one of the time ranges blank. For example, if you want to search all openings after 12:00 PM, you can enter 12 in the first time range field and leave the second field blank.
Epic will default to the end of the day (11:59pm) as the upper boundary, meaning from 12:00 PM to the end of the scheduled day. If you leave the beginning time field blank, Epic searches starting with the beginning of the day.
Note: You can enter more than one time range.

29. Epic Appointment Scheduling Viewing Options, Limit Search Option
Minimum Length
If you want Epic to search for only appointment slots of a specified minimum length, for example, only slots that are at least 60 minutes long, enter that length in minutes in this field.
Alternately, you can use the small arrow buttons next to this field to enter consecutively greater or lesser lengths.
Note: Minimum lengths must always be specified in multiples of 5 minutes, such as 5, 10 or 15.

30. Epic Appointment Scheduling Viewing Options, Limit Search Option
Unblocked Slots
Select this check box if you want Epic to display only unblocked slots.
If you select a block to limit the search by AND you select this box, Epic will find slots matching the block you specified, as well as any unblocked slots.
Remember: An unblocked slot is defined as either a slot containing no blocks at all, or a slot that has fewer blocks than openings.

31. Epic Appointment Scheduling Viewing Options, Limit Search Option
Use Restrictions
Indicates whether the schedule information is being filtered based on the Search Restrictions you specified on the Make Appointment or View Schedules form.
If you originally specified Search Restrictions, but are having difficulty finding an open slot, you might want to clear this check box, and thus open up the search to include more slots. You can select the check box again if you want to turn the Search Restrictions back on.

32. Epic Appointment Scheduling Viewing Options, Limit Search Option
Skip Full Day
Indicates whether days that are fully scheduled, or that do not have a template associated with the provider will be displayed.
Select this check box to filter out days that are already full or for which days the provider does not have a template. For multiple provider views, if one provider has a full schedule, it will filter only that provider. Clear the check box if you want to see these days displayed.

33. Epic Appointment Scheduling Viewing Options, Limit Search Option
Show Joint
Indicates whether, while viewing multiple provider schedules, times that aren't available for all of the selected providers will be grayed out. This is useful if you are scheduling a joint appointment and need to quickly find a slot that has openings for all of the providers.