Scheduler Set-Up

What Follows are The Instructions for Setting Up Your MN Scheduler! As always, the best way to receive additional support or ask questions is to email support@maternityneighborhood.com

Step 1: Set Up Appointment Types

Login to the practice as the account owner. From the Practice nav, (top-left three bars) click on Settings, then click on Appointment Types. Note - only the account owner can add or edit Appointment Types for the practice.

On the Appointment Types screen, click the Edit button to begin adding appointment types.

Then click the Edit button and Add Appointment Type to make your first entry.

Enter the Name of the appointment, and choose the Type from the drop down list (options are Custom, Initial Prenatal, Prenatal, Postpartum, Newborn, Initial Primary Care and Primary Care).

Next, choose the Buffer Before time using the drop down choices. This represents the amount of time to automatically buffer/block out for this appointment type before the appointment starts. E.g., This may be used for prep time for the appointment or travel, etc.

Then, choose the typical Duration of the appointment using the drop down choices.

Next, choose the Buffer After time using the drop down choices, which is the amount of time, if any, to block out for this appointment type after the appointment ends. E.g., This may be used for visit documentation, travel back to work, etc. The appointment time then is the sum of buffer time before, duration and buffer after. In the example, the total time for this type of appointment is 90 minutes, including buffer.

Then check whether or not Home Visits are allowed for this appointment type. Note that this may impact the buffer before or after time.

Once you’ve entered this information, click on Add appointment type to add this entry and queue up another blank appointment type row, or if you’re done adding appointment types, click on Save changes (you don’t need to click on Add appointment type).
Note: If you’ve made a mistake and don’t wish to save your entry, click the Delete button to remove the appointment type. Once changes are saved, you can always come back and edit your appointment types or remove appointment types by clicking on the Edit button.

-To delete an appointment that has already been saved, click the Edit button on the Appointment Types home screen, then click the Delete button next to the appointment you want to delete, then click on Save Changes.

To edit an appointment type, click the Edit button (see screenshot above). This will enable you to edit all of the fields you set when you set up the appointment type. The edit screen will look like this:

Click in each cell to make your changes or select new choices. Once you’ve made your edits, click the Save Changes button.

Step 2: Set Up Location Hours

Note: in order to set up Location Hours, the practice must have at least one Location and one Appointment Type, as those are required fields for Location Hours. To add a Location, (only the account owner can add Locations), click on Settings on the Practice Nav, then click on Practice. On the Locations section of the Practice screen, click the Add Location button.

Once at least one Location and one Appointment Type have been saved, go to Settings on the Practice nav and click on Location Hours.

On Location Hours, you can set up the business hours in which client appointments can be made for a location.

Click on the Add Hours button. This will present a new screen where you can set the business hours for each location in your practice.

Using the drop down list, select the Location.

For Start and End, note that this is when that location opens and closes, for appointment setting purposes. When initially setting Start and End, we recommend choosing the next business day, not today’s date, because you cannot choose times in the past, and you probably want to work in full day increments. So, choose the next business day for this location as the Start and End day using the calendar picker, and then enter the time it opens as the start time and the time it closes as the end time.
Then, you can select whether this is for a single day or if you want these hours to repeat on certain days of the week (ie., Repeat Weekly). If just for a single day, these location hours will only be set for that day. If you click Repeat weekly, you’ll be able to select the days of the week the hours apply to, and if it should ever end or have an end date.

Finally, choose/select the appointment types allowed during these hours (you can select one or more appointment types for these hours), then click the Save button. Repeat this as often as needed for unique set of practice locations, appointment types and practice location hours.

You can now see the location hours for that appointment type in the practice schedule, by clicking on the calendar buttons (list, day, week), beginning on the Start date.

List view:

Day view:

Week view:

To edit any of the Location Hours, on either the List, Day or Week view, click on one of the location hours that you just set. This will open a new screen and present options to Edit or go back to the calendar.

To edit location hours, click the Edit button. This will bring up the Edit Location Hours screen, where you can edit the fields saved when you created the location hours. After you make your edits, click Save. If the location hours repeat, you will be asked whether you want to edit only this instance (for that one day/time period) or for this instance and all future instances. If you change your mind, you can simply close the modal to go back to the previous screen.

Filter Location Hours. You can apply a filter to see only specified location hours using the Filter button on the Location Hours home screen. All locations, including inactive locations are checked by default. Uncheck the locations you don’t want to see and then close the modal (click the “X”).
Note:the filter resets to default settings (ie, all locations checked) when you navigate away from the Location Hours tab.

Step 3: Set Up Provider Hours

Use this step to designate when providers are available for appointments at your location(s).

Note: in order to set up Provider Hours, the practice must have at least one location set-up and one provider set-up in MN, as those are required fields for Provider Hours. To add a Provider, (and only the account owner can add Providers), click on Settings on the Practice Nav, then click on Users. On the Users screen, click the Add User button, enter required fields and save.

Once providers and locations have been created, click on Provider Hours on the Settings tab in the Practice nav.

Click on Add Hours.

On the Add Provider Hours screen, choose the Location and Provider using the drop down choices (click in the box to enable the drop down). Then, like the Location Hours, we recommend choosing the next business day that provider works, not today’s date. For that date, enter the hours when the provider is first available for an appointment on that day in the Start hour, and the hour when that provider is no longer available for an appointment at the location on that day in the End hour.

Then, you can select whether this is for a single day or if you want these hours to repeat on certain days of the week (ie., Repeat Weekly) for that provider. If just for a single day, these provider hours will only be set for that day. If you click Repeat weekly, you’ll be able to select the days of the week the provider hours apply to, and if it should ever end or have an end date.

Click the Save button. Repeat this as often as needed for each practice location / providers combination.
After you click Save, you can now see the provider name and hours of availability (for appointments) on the date selected in the date filter, when on Provider Hours main screen.

If you click on the name of the provider in the screen above, you can edit the provider hours.

Step 4: Create a new appointment for a client

Now that you’ve configured your practice appointment schedules and types, and added provider hours, you’re now ready to set up your first client appointment. Clients cannot schedule appointments, they can only view appointments. Do all practice users have access to view/edit the appointment for a client?

In the Client nav, click on Appointments

The Appointments home screen lists all appointments, click on New Appointment, which will bring up the New Appointment screen.

Enter in the required fields.

Note: the Location and Provider will appear in the “Time*” dropdown - see screenshot below:

After completing the form with valid data, check whether or not you want to notify the client, then click Save.

The appointment just created is now displayed on the Appointments home screen.

To edit or delete the appointment, click on the appointment on the Appointment home screen, and click Delete to delete the appointment or Edit to change appointment details. From this screen the provider can also change the Status of the appointment using the dropdown list of choices.

Here is the copy of the email the client receives when notified of a new appointment. Note that the email has a subject of “You have an appointment Fri May 27, 2016 at 12:15PM and the email is from the “No Reply” email address at MN, ie “no-reply@my.maternityneighborhood.com”.

Hi <client first name>,

This is to confirm that you have an appointment Fri May 27, 2016 at 12:15PM at North Location.

https://staging-two.maternityneighborhood.com/ep/d8702df2-80f6-40af-950e-be194c7597ed/appointments/d45dd81a-a817-4fe2-9cec-20ec81788a71

See you soon!

This e-mail message (including attachments, if any) is intended for the use of the individual or entity to which it is addressed and may contain information that is privileged, proprietary, confidential and exempt from disclosure. You are notified that any dissemination, distribution or copying of this communication is strictly prohibited. If you have received this communication in error and are not the intended recipient, please notify the sender and erase this e-mail message immediately.

If the appointment is edited by the provider, they can elect to notify the client of the change with an email notification. The edit appointment notification the client receives has a subject line of “Your appointment details have changed.”

Hi <client first name>,

This is to confirm that your upcoming appointment is now Tue May 31, 2016 at 9:00AM at North Location.

https://staging-two.maternityneighborhood.com/ep/20331bbc-a056-456f-810c-8bef5716684e/appointments/882ec809-e998-4c67-be0f-5f10ba5282a0

See you soon!

My Birth Center

The client, when notified by email, can confirm the appointment by clicking the link provided in the email notification sent when the appointment was added or edited, which will take them to screen below. Or, the client can login to MN, bring up the appointment, and confirm/cancel using the “Yes! I’ll be there.” or the “No, I can’t be there.” buttons. Note - the client can only confirm or cancel the appointment if its status = “Upcoming.”

If the client cancels the appointment, see Step 6 below. If the client accepts/confirms the appointment, the view appointment screen will indicate that the client can attend this appointment. Note that an email notification will NOT be sent to her provider at this time.
The system won’t allow you to schedule an appointment (won’t present days and times) that are not fully available to cover the appointment time requested, factoring in the start and end times for the location and provider, and the buffer time, if any, set up when adding the appointment type.
Appointment reminders are sent to the client and provider approximately 24 hours before the time of the appointment. Here’s the email reminder message:

Subject: Reminder: You have an appointment Thu Jun 2, 2016 at 9:30AM

Hi <client first name>,

This is a reminder that you have an appointment Thu Jun 2, 2016 at 9:30AM at South.

https://staging-two.maternityneighborhood.com/ep/f2422300-2642-4861-80de-7b3af2730f24/appointments/4dca3a63-eb92-47b8-b3e8-3d3aa6e67acb

See you soon!

Scheduler Lite Test BC

Step 5: Viewing Appointments at the Practice level

Click on “Schedule” on the Practice nav. By default, you see the list view of appointments scheduled for the practice.

You can also view appointments by Day and Week views.

Day view:

Week view:

If you click on the appointment in any of these views, you’ll see the appointment details screen. On that screen, note that the client’s name is a hyperlink. You can click that link to go to the client’s Appointments screen.

From the view appointment details screen, click the client’s name.

And you will be re-directed to the client’s Edit Appointment screen.

Step 6: Canceling Appointments

When the client clicks the “No, I can’t be there.” button at the bottom of the view appointment screen,

The client will then be notified, in the modal below, that they must contact the practice in order to cancel.

Only a provider can change the status of an appointed to canceled in MN, in MVP version of Scheduler, which can be done after the client contacts the practice.

Step 7: Client attends appointment

When the client shows up for the appointment, the provider can click on the appointment in MN which will allow the provider to enter a new status (the status is probably going to be either Confirmed or Upcoming), and can then change it to “Arrived.”

When the appointment is in the “Arrived” state, the “Start Encounter” button will appear. Clicking this button will take you to the start new encounter screen.

When the appointment is over, go back to the appointment and change it’s status to “Completed.”

Step 8: Client doesn’t show up for appointment

If the client doesn’t show up for an appointment, you can open the appointment in the Client nav and change its status to “No Show.”

Other Notes/business rules:

If sharing is turned off, you cannot “Notify Client” of an appointment:

Canceled appointments do not block timeslots.
The practice Schedule filters out canceled appointments.
You cannot change the status of a canceled appointment if it conflicts with a newly scheduled appointment in the same timeslot. See screenshot below.

Clients cannot cancel appointments from the UI, they must contact their provider.