Permissions! Clinic Staff must have Administrator, Billing Manager, Billing Assistant, Front Office, Front Office Assistant, Operations Manager, PTA, Staff Therapist, Therapy Student, or Therapy Technician Permissions assigned in order to manage Schedule.
Fusion Enterprise understands that the Front Office is a critical function of any practice. As such, we have ensured that you can run all of your practices front office needs through Fusion Enterprise and make it as easy as we can. This series of introductory articles will cover the important aspects of managing the Schedule with Fusion Enterprise.
The Schedule Display: Visit Display
When a visit is displayed on the schedule it contains a range of visual information.
The first item to note is the background color. The background color denotes the appointment type. New Evaluation, Treatment, Re-Eval are just a few examples of appointment types. Appointment types are created in the Administration > General Information > Schedule > Working Hour Types area.
Starting from the left, the Red Rectangle indicates if a patient has been checked-in or not. This can have 1 of 3 states:
- Red Rectangle – The patient has not been checked in, either the patient was a no show or the visit is in at some point in the future.
- Green Rectangle – The patient was charged as a No Show.
- No Rectangle – The patient was checked in. In an ideal world at the end of the day, there will be no rectangles left on any visits for the day.
Following the rectangle is a circle. This is the Payment Status Dot and is calculated by the Estimated Payment System. This dot ONLY appears for the current days' visits. This dot can be 1 of 4 colors:
- Red – The Patient owes money today.
- Green – The patient made a payment today.
- Blue – The patient has a zero or negative balance.
- Gray – The Patient is marked as not being billable (ie workers comp)
Following the circle are two symbols. The first symbol is the Case Symbol; the second one is the Visit Symbol. These are open to your interpretation and are there for you to set.
The Case Symbol is set in the case, each case may have one. The visit symbol is set when you create the visit and each visit can have one. You can change either icon at any time.
So, how could you use them? Let’s say you wanted some sort of designation that a patient had was a Medicare patient. In the Administration > General Information dialog, you could create a Case Symbol and label it ‘Medicare’ and give it a unique symbol. In this case, you could then set the Case Symbol to Medicare. Now, anytime you scheduled the patient the visit would automatically have the ‘Medicare Symbol’.
Visit Symbols are set for each visit and are manually set by the user. But let’s say you institute a program where you call patients before each visit to confirm the visit. You could create a visit symbol called ‘Called Patient’ and assign it the ‘Phone Symbol’. When your user calls the patient to remind them of the visit they could set the visit symbol to the Phone and everyone would know the patient had been called.
These are just a couple of examples of what the Case and Visit Symbols could be used for. Feel free to use them as you see fit.
To the right of the symbols is the patient's name. We have put some additional information in here as well. If the visit is in italics it indicates that the patient does NOT have another visit scheduled in the future. If the text is normal then the patient DOES have another visit scheduled. This is a minor little feature but is nice to see at a glance.
That is a lot of information in a very small square, so how do you remember what everything means? Again, at the bottom is the status bar that shows information about the last item you clicked on. In the case of the above visit the status bar would look as follows:
Reading right to left, the Visit was scheduled during ‘Normal Working Hours’, it is a ‘New Evaluation’ with a ‘Medicare Symbol’ a ‘Called Patient Symbol’ and the ‘Patient made a Payment Today’.
At the very top of the screen in the information panel we give you the rest of the information in the ‘Status’ line:
This tells you the selected visit isn’t checked in and they have no future visits scheduled.
When you click on a visit that visit will highlight and get larger than the other appointments. This means the visit is selected. The information panel at the top will reflect information for the selected visit. If this visit is also scheduled with a resource the resource visit(s) will also highlight.