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Set Up Procedure List

Use the Procedure editor to maintain your list of patient appointment procedures. You can link Workflows to your procedures, which trigger tasks such as printing letters or applying miscellaneous charges when an event occurs for certain procedures, and classify procedures for calculations used by your practice statistical analysis reports and graphs.

How to Get Here

Home Ribbon Bar - Tools Section > Editors > Scheduling > Procedures. (You can also search for the editor you want to work with.)

Setup

Type of procedure to work with - Select to work with Scheduler procedures or Recall procedures. The details for each type of procedure are different, due to the nature of the appointment type.

Choose Record to Work With - Your list of existing records appears at the left. Click the record to work with. The details for that record appear at the right.

Display Active / Inactive Records - You can choose whether to include inactive records in your list. Click the icon at the top of the window to include/exclude the inactive records.

Create New Procedure - Be sure the appropriate procedure type is selected at the top of the window (described above). Then, type a procedure code (not necessarily the full description) and click Add. You can then edit your new procedure to complete the details. (Note that once created, you cannot change whether the procedure is for Scheduler or Recall appointments.)

Procedure Details- Define how the selected procedure should be scheduled. The details available depend on whether you are working with a Scheduler or Recall procedure.

Description - Type the full in-office description for the appointment. This description appears in the scheduler appointment hover and in several areas of the patient folder.
Code - Review and edit the procedure code, if needed.
Length - (Scheduler procedures only. Not available for Recall procedures.) Enter the number of minutes to schedule for this procedure. You will notice the doctor time fields, described below, are prepared for you according to the length you enter.
Foreground / background colors - (Scheduler procedures only. Not available for Recall procedures.) Set up the colors that will be displayed when this procedure is scheduled. Before an appointment is scheduled, your grid template displays the colors of the class assigned to that cell (if any). After an appointment is scheduled, your grid template displays the colors of the procedure scheduled to that cell. Thus, you might want to coordinate your classification colors and associated procedure colors. (You set up class colors in your Classes editor. See "Set Up Scheduling Classes" for details.)
Prior / future search limits - (Scheduler procedures only. Not available for Recall procedures.) Enter the number of days before and after the Smart Scheduler search date to include when searching for openings for this procedure.
Start / end times - (Scheduler procedures only. Not available for Recall procedures.) Enter the earliest and latest times you want to schedule this procedure. These times will be the default when you search for this procedure with your Smart Scheduler, but you can change the times for individual appointment searches as needed.
Inactive / active toggle - Once you create a record, you cannot delete it. You can, however, flag it Inactive. Inactive records cannot be selected for your patients. You can, however, change them back to Active if needed.
Open start - (Scheduler procedures only. Not available for Recall procedures.) Enable this option to require that the first cell of this procedure be scheduled to a cell flagged as Open Start. (You can flag cells as Open Start in your scheduler templates, and toggle this option as you search for appointments as needed.
Type (statistical category) - Select the general classification for this procedure. This setting determines how this procedure will be categorized in certain statistical reports, as well as your Practice Monitor and Chart widgets.
Exclude from arriving section of Patient Tracker - ( (Scheduler procedures only. Not available for Recall procedures.) Enable this option to omit patients with this procedure from appearing in the Arriving section of your Patient Tracker. See "View & Update Patient Tracker" for details.
Classes (Scheduler procedures only. Not available for Recall procedures.) - Click Add, then select a class of grid cells that this procedure should be scheduled to. If this procedure can be scheduled to multiple classes, you can add additional classes as needed. You can also select a class that is assigned to the procedure and click Remove. If you do not select any classes, the Smart Scheduler will only return appointment cells that have no class assigned to them when you search for a time slot for this procedure. (Use the Class Editor to create your list of classes, and flag cells for certain classes with your Template Editor.)
Days prior to appointment to auto-process - If you enter a number in this field, when you schedule a regular appointment for a patient that has a recall appointment within the number of days you specified, the recall appointment will default to being processed as "Kept".

Reminder and Appointment Card Details - Select the reminders to associate with the selected procedure, and define how you want the procedure to appear on your patients' appointment cards. The fields available depend on whether you are working with a Scheduler or Recall procedure.

Length- (Scheduler procedures only. Not available for Recall procedures.) Type the appointment length you want to print on the appointment card, which is not necessarily the number of minutes you schedule for the procedure.
Description - Type a description for the procedure in layman's terms so the patient understands what will be happening.
Reminder (appointment card) - Type a reminder, or select one from your list to print on the appointment card.This will be the default reminder for this procedure, but you can change it as you schedule an appointment if needed. (See "Set Up Appointment Reminders List" for details about creating the lists for both Scheduler and Recall appointments.)
Internal appointment reminder - Type a reminder, or select one from your list to print on your appointment day sheet and other internal reference sources. This will be the default reminder for this procedure, but you can change it as you schedule an appointment if needed. (See "Set Up Appointment Reminders List" for details about creating your reminder lists.)

Doctor Time Details - (Scheduler procedures only. Not available for Recall procedures.) Use the Doctor Time fields to identify when the doctor's presence is required during this procedure. These settings are used for calculating available doctor time in your scheduling grids.

Time interval- Enter the number of minutes you consider a "unit" of time in your appointment schedule.
Enable doctor time - Enable each "unit" of time during this procedure that requires the doctor's presence.

Assign an Existing Workflow - Click the drop down arrow to select an existing workflow that you want to initiate whenever the trigger event occurs. To remove a workflow assignment, choose None from the top of the list. (See "Set Up Workflows" for details about creating and maintaining workflows.)

Create a New Workflow - Click the Workflow Wizard icon, then choose the activity you would like to initiate with this event. After you define the activity properties, a new workflow is created, and assigned to this trigger.

Note that workflows you assign here are specific to this procedure: You can use the workflow Trigger editor to assign workflows to appointment triggers that are not procedure-specific. (See "Workflow Trigger Editor" for details.)

Assign Reward Points - Use the Reward Points section of your Procedures editor to assign the number of points to apply or deduct from a patient's point total when an appointment procedure is processed as kept or missed.

Update Milestone Dates (Scheduler procedures only. Not available for Recall procedures.) - Enable one or more of the Kept Appointment date options to automatically set the corresponding date in the patient folder to the date you processed an appointment for this procedure as Kept. Note that keeping these dates updated is important for generating accurate results in several system reports.

Save Changes Click Save in your Quick Access toolbar or File ribbon bar (or press Ctrl+S on your keyboard) to save any changes you have made.

More Information

Print a Procedure List Report - Run a Procedure List report to review the list of regular appointment and recall procedures you have created to assign to patient appointments. See "Appointment / Recall Procedure Lists" for details.

Assign Workflow Triggers - In addition to assigning workflows to specific procedures, you can use the Trigger editor to assign workflows to any procedure that is processed in a specific manner.

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