1. CHAPTER
© 2011 The McGraw-Hill Companies, Inc. All rights reserved.
11
Scheduling

2. © 2011 The McGraw-Hill Companies, Inc. All rights reserved.
Learning Outcomes
When you finish this chapter, you will be able to:
11.1 List the four main areas of the Office Hours window.
11.2 Demonstrate how to enter an appointment.
11.3 Demonstrate how to schedule a follow-up
appointment.
11.4 Demonstrate how to search for an available time
slot.
11.5 Demonstrate how to book an appointment for a new
patient.
11.6 Demonstrate how to book repeating appointments.
11.7 Demonstrate how to reschedule an appointment.
11-2

3. © 2011 The McGraw-Hill Companies, Inc. All rights reserved.
Learning Outcomes (Continued)
When you finish this chapter, you will be able to:
11.8 Demonstrate how to create a recall list.
11.9 Demonstrate how to enter provider breaks in the
schedule.
11.10 Demonstrate how to print a provider’s schedule.
11.11 Demonstrate how to create an overdue balance
report for upcoming appointments.
11-3

4. © 2011 The McGraw-Hill Companies, Inc. All rights reserved.
Key Terms
• Office Hours break
• Office Hours calendar
• Office Hours patient
information
• provider’s daily schedule
• provider selection box
11-4

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11.1 The Office Hours Window
11-5
• Medisoft provides a special program called
Office Hours to handle appointment scheduling
• The Office Hours program has its own window,
including its own menu bar and toolbar

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11.1 The Office Hours Window
(Continued)
11-6
• Office Hours contains four main areas:
1. The provider selection box, located at the far-right
end of the toolbar, is used to select a provider
2. The provider’s daily schedule, shown in the right
half of the screen, is a listing of time slots for a
particular day for a specific provider
3. The Office Hours calendar is used to select or
change dates
4. The area just below the calendar contains Office
Hours patient information about the patient who is
selected in the provider’s daily schedule

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11.1 The Office Hours Window
(Continued)
11-7
• The four main areas of Office Hours

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11.2 Entering Appointments
11-8
• To enter an appointment in Office Hours:
– Select the provider for whom the appointment is being
scheduled
– Choose the date of the desired appointment
– Appointments are then entered by clicking the
Appointment Entry shortcut button or by double-
clicking in a time slot on the schedule

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11.2 Entering Appointments (Continued)
11-9
• Time slots on the schedule

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11.2 Entering Appointments (Continued)
11-10
• To enter an appointment (continued):
– After selecting a time slot, the New Appointment Entry
dialog box is displayed, which contains information
about the patient and the appointment, such as:
▪ Chart No. ▪ Name ▪ Phone Nos.
▪ Resource ▪ Note ▪ Case
▪ Reason ▪ Length ▪ Date
▪ Time ▪ Provider ▪ Repeat

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11.2 Entering Appointments (Continued)
11-11
• After the New Appointment Entry dialog box is
completed, clicking the Save button enters the
information on the schedule
New Appointment
Entry dialog box

12. © 2011 The McGraw-Hill Companies, Inc. All rights reserved.
11.3 Booking Follow-Up Appointments
11-12
• To search for a future appointment in Office
Hours, use the Go to a Date shortcut button on
the toolbar
– The Go to Date dialog box is displayed, allowing the
user to search by days, weeks, months, and years
from the currently selected date

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11.3 Booking Follow-Up Appointments
(Continued)
11-13
• Use the five options in the Go to Date dialog box
to choose a future date
– After a future date option has been selected, clicking
the Go button closes the dialog box and begins the
search
– The future date is located and that date’s calendar
schedule is displayed

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11.4 Searching for Available Time Slots
11-14
• The Find Open Time dialog box is used to
search for the next available appointment, with
filters for length of appointment, and acceptable
hours and days of the week

15. © 2011 The McGraw-Hill Companies, Inc. All rights reserved.
11.5 Entering Appointments for
New Patients
11-15
• Appointments can be scheduled in Office Hours
before patient information is entered in Medisoft
– To book the appointment, double-click in the schedule
and key the patient’s first and last name in the blank
box to the right of the Chart box
• It is possible to enter an appointment before a
chart number has been assigned to a patient

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11.6 Booking Repeated Appointments
11-16
• Some patients require appointments on a
repeated basis
• The Repeat Change button at the bottom of the
New Appointment Entry dialog box is used

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11.6 Booking Repeated Appointments
(Continued)
11-17
• The Repeat Change feature is used to schedule
repeated appointments on a daily, weekly,
monthly, or yearly basis

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11.7 Rescheduling and Canceling
Appointments
11-18
• Changing an appointment is accomplished with
the Cut and Paste commands on the Office
Hours Edit menu
– Cut the appointment from the old time slot and paste
it in the new one
• Appointments can be canceled and not
rescheduled simply by using the Cut command
• A right-click on the mouse will also display a
pop-up menu with these options

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11.8 Adding a Patient to the Recall List
11-19
• When patient appointments are scheduled well
in advance, it is practical to set up reminders
• In Medisoft, a recall list can be created and
maintained by clicking Patient Recall on the Lists
menu
• The Patient Recall List dialog box is displayed
– Patients can also be added to the recall list by clicking
the Patient Recall Entry shortcut button on the toolbar

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11.8 Adding a Patient to the Recall List
(Continued)
11-20
• The Patient Recall List dialog box organizes the
recall information in a column format

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11.8 Adding a Patient to the Recall List
(Continued)
11-21
• Add patients to the recall list by clicking the New
button in the Patient Recall List dialog box or by
clicking the Patient Recall Entry shortcut button
– The Patient Recall dialog box is displayed, completed
and then saved

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11.9 Creating Provider Breaks
11-22
• The Office Hours break is a block of time when
a physician is unavailable for appointments with
patients
– This feature is used so that appointments are not
booked when a physician will be unavailable
• Physicians are sometimes unavailable due to
personal or work-related reasons

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11.9 Creating Provider Breaks
(Continued)
11-23
• To set up a break for a listed provider, click the
Break Entry shortcut button
– The New Break Entry dialog box will appear, where
the information is entered, and saved

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11.10 Printing Schedules
11-24
• To view a list of all appointments for a provider
for a given day, click Appointment List from the
Office Hours Reports menu
– The report can be previewed on the screen, and then
printed, or sent directly to the printer by clicking the
Print Appointment List shortcut button
• Various buttons are used to view the schedule at
different sizes, move from page to page, print
the schedule, and save the schedule as a file

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11.11 Creating an Overdue Balance
Report for Patients with Appointments
11-25
• It is much easier to collect on overdue accounts
when the patient is in the office, rather than by
phone or mail
• In Medisoft, the Appointment List with
Remainder Balance report provides account
balance information