System Scheduling  

Within the Viecure platform there are two ways to schedule and appointment. 

• AdHoc scheduling 
• Scheduling queue with an order (Viecure Best)

To access the system schedule without entering a patients chart navigate from the main toolbar to schedules and system schedule.  

The system schedule will open under the facility the end-user is logged into from the main toolbar. Appointments within the schedule queue need action.  End-users have the option to select the schedule filter and filter down what the end-user needs to see. 

The appointment search allows the end-users to view multiple schedules for a single facility at a time.

By default the filter is set to appointment status that need action: Not scheduled, No show and Cancelled.  By default the location selections will remain with the last user selections until the user logs out.  By default the filter target date will be todays date - through 1 year in advance. (i.e. 9/4/2024-9/4/2025)

Patient System Schedule

Access the patients chart through the patient search or from the clinic schedule by selecting the patient. 

Select the calendar in the patient demographics tiles. 

The patient tiles persists and the patient scheduling queue and patient system schedule opens. 

The schedule toggle will default to visit orders pending to be scheduled, switching the toggle off will display a list of current and historical appointments. "No scheduled Records" will display if there are no current or historical appointments. 

Ad Hoc Appointment Scheduling

1. Select schedule icon from the demographic tile.
2. Identify and select Appointment Type, Day or Date Range, and Location. (City and facility will appear automatically, based on the user sign-in.) The blue column (first column) represents the patient schedule. The orange column (second, third and so on column) represents the location and sub-locations.
3. Select the blue magnifying glass icon to search (or apply filters selected). A purple highlighted box will display in the time area of the schedule. Choose the appropriate date/time for an appointment in the location/sublocation. 
   1. To expand the columns, select the two diagonal arrows icon.
   2. To move columns to the left, select the left facing arrow ico
4. Details of the appointment appear: Select a provider, confirm the time, duration of appointment, location, and enter any internal and/or external notes. Select SAVE.

Appointment or Visit Type is configured based on system configuration code table maintenance - visit list. Contact a system administrator prior to adding new appointment (visit types) types.  Location and sublocations are configured in system configuration -scheduling table maintenance

1. NOTE: Internal notes are for institutional notes and external notes are for the patient. 
2. Confirm the appointment and notice the icon at the top of the schedule turns green (from red) when confirmed. 
   1. Confirmed appointments display with a green check mark within the patients appointment. 
   2. Fires a successful toaster that the appointment was confimred. 
   3. Lists the appointment as confirmed within the appointment details

Scheduling from Orders

Noted above as the VieCure best for scheduling to be associated to an order. Pre-condition is that the provider or provider staff has completed the order through ordering method(s): plan or favorties. 

In this example we are using an outside order that needs scheduled.  

1. Select schedule icon from the demographic tile or through the schedules system schedule. Highlighting the visit type specifics will open the patients scheduling queue. 
2. Select the order from the Scheduling QUEUE to schedule. Notice it displays the “Target Date” from the order. (in this example states two months - the schedule jumps to January 4, 2025) 
3. Drag the order from the queue to a chosen appointment time. Details of the appointment appear. Select the correct visit type, provider (if applicable), confirm the time, duration of appointment, location, and enter any internal and/or external notes. Select SAVE. 
   
   NOTE: The order will now appear scheduled.

Orders for scheduling are sent to the home screen notification queue to be completed. Orders that are removed or voided : will present a warning window when the user continues and the order is already scheduled - the scheduled appointment will display with a voided badge to the end-user that there was no order but this will NOT unschedule the visit.  "Pending/unscheduled schedule queue records exist for this order, confirm error and remove schedule records?"

HOME SCREEN SCHEDULING NOTIFICATION:

VOIDED ORDER THAT WAS SCHEDULED:

Multiple Location Scheduling – Ad Hoc

If you are already in the scheduling queue for system schedule or for the patient scheduling queue, you can select "clear all" to start over and apply your new filters needed. 

Example procedure scheduling multiple locations ad hoc - example: exam visit and lab visit

1. Select schedule icon from the demographic tile.
2. Identify filters:  day or date range and locations. (City and facility will appear automatically, based on the user sign-in.) Select the multiple locations and sub locations necessary for the appointments. Select Apply. 
3. Select the blue magnifying glass icon to search.
4. Prioritize the multiple appointments by choosing, in the orange column, the first appointment to be made and deselecting the other orange columns. The visit type field will remain with the last visit type scheduled when scheduling adhoc visits.  End-users must update this field manually, if scheduled from an order the visit type field would populate.
5. Deselect orange column and select correct column for next order.
6. Select 2nd appointment time. Details of the appointment appear. 
   Select the correct visit type, provider (if applicable), confirm the time, 
   duration of appointment, locations, and enter any internal and/or 
   external notes. Select save.

Multiple Location Scheduling – Order Queue

Selecting the appointment from the scheduling queue will open the desired target date. To schedule multiple appointments with the same target date. 

Selecting the check box at the top of the schedule will ensure that you are scheduling on the specific schedule from the queue (or utilize the drag and drop).  

Cancel Appointment

1. Select the appointment to be cancelled from the patient’s blue schedule column.
2. Select remove, select the appropriate reason for cancelling the appointment and select remove. A comment may be added to the reason for cancelling the appointment.
3. Users can now view the cancellation reason and any associated comment from the history log in the patient’s schedule. When reviewing a previously cancelled appointment, the cancellation reason will appear alongside the cancellation comment (if provided). 

Reschedule Appointment from Patient Schedule

Two ways to reschedule an appointment 

1. Drag and drop the appointment to move within the same week. 
2. Open the visit details and select the desired date and time from the calendar and time field. 

Either option will display the appointment from scheduled to rescheduled within the appointment status. 

Merge Appointment & Order

1. Create an ad hoc appointment or use a current ad hoc appointment.
2. Select the appointment and select merge.
3. Select the order from the QUEUE to merge and select the scheduled appointment to merge into. Select MERGE.

Print Patient Schedule

1. Select the printer icon from the patient’s schedule.
2. Select the appropriate Facility and/or Provider, if applicable, and date range. Choose include appointment notes for the patient’s printed schedule. Select preview report.
3. 
4. Follow browser steps to print.

Setting Availabilities & Unavailabilities

Availabilities

1. Navigate to the system Schedule page.
2. Select the “burger” menu to the left of “Appointment Type” on the left side of the screen.
3. Select Availabilities.                                                                       
4. Select “rectangular” icon and select the availability type you wish to add to the schedule.
5. Filter to the sub-location you would like to assign availabilities to using the “Select Locations” button. As well as for the provider schedule.                                                        
6. Select the time for the availability to start.
7. Set the time length of the availability appointment in minutes.
8. Select “Set Recurring Event.”
9. Set the recurring information and select “Set.”
10. Select “Save.”                                                               
11. The availability will display on the schedule.
12. To Remove an availability from the schedule, the user must first click on the “eyeball” icon. 
13. Select the yellow availability block on the schedule.
14. Select “Remove” on the schedule card.
15. The availability will be removed from the schedule. If recurring appointment a user must select the cancel recurring check box within the cancel/remove appointment window.

Unavailabilities: 

1. For Unavailabilities, repeat the same steps as the availabilities.
2. The only difference is an Unavailability displays grey instead of yellow. 
   1. Duration should equal the total day in order to block out from 8AM-9PM : 900 
   2. Selecting the eyeball icon will allow for edits to be made to the unavailability. 
   3. End-users should only use unavailability to maintain clinic closures on specific days and times - the clinic open and closed hours in maintained in sytem configuration resource management.

Recurring appointments: Upcoming feature work: Scheduling - allow recurring appointments to be scheduled by editing currently scheduled appointments (PAW-1) Scheduling - add the ability to edit recurring appointments so that users do not have to cancel all recurring appointments and then add a new recurring appointment. (PAW-5)