1. MEDITECH Community Wide Scheduling for Physical Therapy

2. Table of Contents

3. MEDITECH Toolbar Notes Introduction
The toolbar icons are located on a strip to the right of the main MEDITECH desktop. You can use the mouse to click on these icons, and some of these icons have a corresponding function key on the keyboard that will accomplish the same task.
Notes

4. Lesson 5: Scheduling Patient Appointments
Finding and Booking an Appointment Manually
After you have opened CWS, click on Process Appointment Book Schedule
Type PT and hit enter and it will show the schedule for today.
The Process Appointment Book Schedule screen appears.
Highlight a suitable time slot under the correct person (the techs name will appear in blue above the calendar) and Click the Book icon.
F9 will allow you to pick which appointment you are scheduling
Notes

5. Now you are ready to enter information about your patient.
1) Type in the Last Name,First Name and it will look for that patients information
If your patient appears in the lookup, press enter on it and say Yes that is the one. Then you will be creating a new visit. If not, it will keep searching to find the patient. If it doesn’t find a patient, keep clicking next search until it asks to Create and New Patient and click OK. If it is a new patient, you will be required to enter their birthdate or age, sex, and social security number.

6. Now you will be required to enter Visit Reason and review the information at the bottom to make sure your date and times are correct. In the lower right hand corner you will be required to fill in the Provider who is ordering the exam.
Press F12 and it will ask if you want to book exam – say Yes and it will then give you a quick review of what you just scheduled. Then you will be returned to the main booking screen to see what appointments you have for today.

7. Lesson 4: Editing Patient Appointments
LESSON 4 Editing/Transfer Patient Appointments
Objectives
You will learn how to:
Edit single Patient Appointments
Transfer patient to a different tech
Cancel Patient Appointments
Switching Account Numbers
Overview of the Edit Appointment Function
The Edit function in the Process Patient routines allows you to edit most of the filed information for pre-existing appointments. You cannot edit patient information such as name, account number, unit number, patient type, appointment type, and facility.
Notes

8. Lesson 5: Transferring Appointments & Editing Resource Schedules
Notes
To transfer all patients for one day from one tech to another (if someone calls in sick), you will need to click somewhere in that techs schedule for the day and then click O for Options and then Transfer Appts.
The next box is asking what resource – if you leave it any, it will find whoever has the time – if you want to transfer them to a specific person, hit F9, type in a P, and pick the person. You will need to put in a rescheduled reason. Hit F12 and it will transfer all those appointments to other person.

9. Lesson 4: Editing Patient Appointments
Editing Appointment Date and Time
To make any kind of change to a particular appointment, you will need to click O and then Process Pt Appts. Then you will need to bring up your patient by typing in Last Name, First Name and finding that patient.
To edit a single appointment, select it on the Appointment Process screen and click on the Edit Button.
The Edit Appointment screen appears
Usually, one of the last steps in editing an appointment is to enter a new date, time, and a reason for rescheduling when you finish editing other fields.
You may want to change the date, the time or both.
There are a couple ways to do this:
1) Directly enter a date and time at the New Date and New Time prompts and file the appointment.
2) Press F9 and click on the at the New Date or New Time prompt and select Automatic from the popup menu. If you choose Automatic, the system branches to the Search for Appointment Slot Routine.
Notes

10. Lesson 4: Editing Patient Appointments
Enter a Reschedule Reason
When you enter a new date and time, you must enter a reason for doing so at the Resched Reason prompt before you can file the edited appointment.
Notes

11. Lesson 4: Editing Patient Appointments
Switch Account Numbers
When you make two different appointments for a patient, two separate account numbers are sometimes created. This means that two different bills are created¾one for each account number. To avoid this situation, it's desirable to put both of these appointments on the same account (visit) number, so they are billed together.
To deal with this situation, the Process Patient Appointments Routine provides a selection on the Options menu, The Switch Account # function allows you to move an appointment from one account number to another. To change the account number associated with an appointment you will need to click on O for Options and the Process Pt Appts and have your patient pulled up.
1) On the Process Patient Appointment Screen, select the appointment(s) for which you want to change the account number.
2) Click the Options Button and choose Switch Acct # from the pull-down menu. The Patient Visits Lookup Screen appears. There are three options for switching account numbers
Creating a New Account Number
You will need to be in the Process Patient Appointments to do this! (O – Process PT Appts) and have your patient pulled up.
1) Click the Options Button and select Switch Acct # from the pull down menu.
2) Press ESC to make the Patient Visits Lookup Window disappear.
3) Click Yes at the Switch appointment(s) to a new visit? Prompt. The Switch Acct Number Window appears.
4) Enter the patient type you want associated with the new account. The system assigns a new account number.
Notes

12. Lesson 4: Editing Patient Appointments
Switch Account Numbers
Switching Back to a Former Account Number
After the original change is filed, click the Options Button to go to the Patient Visits Lookup. The former account numbers are displayed
Choose the appropriate patient account number.
The account gets changed back to its former number.
Changing an Existing Account Number
Select the account number from the Patient Visits Lookup that you want to use as the new account number and press Enter
The account numbers on the process screen for the highlighted appointments change to the account number chosen.
Notes