Scheduler > Clinics

Key Info  
Purpose:

Configure the clinics for your institution.
Related Module(s):

Scheduler
Accessed From:

Maintenance > Scheduler > Clinics
Window(s):

Clinics

Sessions

User Accessibility for Clinics

Dependencies:

Missed Appointment Codes

Office Charge Codes

Clinics Window

The Clinics window allows you to create and manage clinics in your institution.

Field Description
Name

A text field that describes the clinic.
Use Instructors' Work Schedules A check box that, when selected, indicates that axiUm displays the instructor information in a pop-up bubble in the Active and Chair tabs in the Scheduler.
Inactive

A check box that, when selected, indicates the clinic is inactive and not in use.
Selectable for Appointment Requests A check box that, when selected, indicates that this clinic is included in the list of available clinics when making an appointment request.
Patient Sign In does an automatic Patient Check In A check box that, when selected, indicates that when patient's sign in using FirstAccess (kiosk) or the front desk, the patient is checked in as well.
Start Checks for Provider

A drop-down list that indicates the start check requirements for this clinic:

  • Not Required: Start checks are not used in this clinic.

  • Primary Only: Only the primary provider of the appointment receives a start check.

  • Primary or Secondary: Either the primary or secondary provider can receive a start check.

    • Note: This setting only applies to users that require start checks in the Users > Providers tab > Requires Start Check.

Start Check's Missing Consent checks based on

A drop-down list that indicates how missing consents are determined:

  • Primary Appointment Provider

  • Assigned Treatment Provider

  • Both

Note: Consent rules are based on patient, user, procedure, provider type, and custom function settings. If the patient’s assigned provider is different than the appointment provider, this field determines how to calculate required/missing consents.

Charge for Cancelled Appt.

A drop-down list that indicates whether patients are charged when an appointment is cancelled:

  • No: There is no charge for cancelling appointments.

  • Yes (Automatic): If a cancellation reason with an associated office charge is chosen, an office charge is automatically added to the patient’s account.

  • Yes (Prompt): If a cancellation reason with an associated office charge is chosen, the Missed Appointment Charge window displays, allowing users to review the office charge information including the code to use and the charge amount.

For more information on cancelled appointment codes, see Missed Appointment Codes.
Charge for Failed Appt.

A drop-down list that indicates whether patients are charged when an appointment is failed:

  • No: There is no charge for failing appointments.

  • Yes (Automatic): If a failure reason with an associated office charge is chosen, an office charge is automatically added to the patient’s account.

  • Yes (Prompt): If a failure reason with an associated office charge is chosen, the Missed Appointment Charge window displays, allowing users to review the office charge information including the code to use and the charge amount.

For more information on failed appointment codes, see Missed Appointment Codes.
Charge Defaults

Note: This button is only enabled if the Charge for Failed Appt. or Charge for Cancelled Appt. field is set to Yes.

A button that displays the Charge Defaults window and allows you to configure details about missed appointment charges, including:

  • Provider

  • Practice

  • Discipline

  • Treatment/Note 1 (Custom Field)

  • Treatment/Note 2 (Custom Field)

Note: Failed and cancelled appointments use the same default values.

For more information on office charges, see Office Charge Codes.
Import Code

A text field that indicates the code that identifies the clinic that is used for schedule imports.
Default Location

Note: This field only displays if Treatment/Note 1 or Treatment/Note 2 is configured with the Is the Tx Location field (used in Department definitions) check box selected in Maintenance > Basic > Custom Fields. If not configured, Default Tx Location (only available when ‘Tx Location’ field is defined in Custom Fields) displays instead.

A drop-down list that indicates the default location associated with this clinic.

Tip: If the Default Location field displays with no drop-down list, then location values must be configured in Maintenance > Basic > Custom Codes.
Rules for treatments apply __ (minutes after appointment ends) A text field that indicates the amount of time after an appointment ends in this clinic, to use appointment criteria when working with treatment rules configured in Maintenance > Office > Rules for Setting Treatment Fields.
Task Procedure
Add Clinics
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Clinics
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Specify Clinic Sessions
  1. Select a listed entry and click the Sessions() icon to display the Sessions window.
  2. Configure clinic sessions as required and close the window.
Manage Clinic Access
  1. Select a listed entry and click the User Access () icon to display the User Accessibility for Clinics window.
  2. Make any necessary changes and close the window.
Delete Clinics
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Preview/Print Report
  1. (Optional) To preview the Clinics report, click the Preview Report () icon.
  2. To print the Clinics report, click the Print Report () icon.

    3. Note: The Clinics reports uses the clinics.rpt file.

Sessions

(Maintenance > Scheduler > Clinics)

Sessions are used to define a clinic’s open periods. These are times when it is possible to book and/or go to an appointment.

A clinic may have one or more sessions in a day, and the session may repeat for some or all days of the weeks. Additionally, sessions can have a start and end date if they change between semesters.

The Sessions window allows you to specify session information for the selected clinic. It displays when you open the Clinics window, select a listed clinic and click the Sessions () icon.

Field Description
Clinic

A disabled field that indicates the selected clinic.
Description

A text field that describes the session.
Start / End Text fields that indicate the start and end times for the session.
Active Days Check boxes that, when selected, indicate the days that the clinic is open.
Active From / To

Calendar drop-down fields that indicate the start and end dates for the session.

Tip: These dates are optional and can be left blank if the session information never changes, otherwise, the dates generally follow the timing of semesters.

Import Code A text field that indicates the code that identifies the clinic session that is used for schedule imports.
Period

A drop-down list that indicates the period associated with this session:

  • 1

  • 2

  • 3

Example: 1 = Morning, 2 = Afternoon, 3 = Evening

Note: This field is only used if Track Utilization is selected in Evaluations setup.

Show Past A check box that, when selected, indicates that past sessions display in the session list.
Task Procedure
Add Clinic Sessions
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Clinic Sessions
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Clinic Sessions
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.

User Accessibility for Clinics

(Maintenance > Scheduler > Clinics)

The User Accessibility for Clinics window allows you to specify user access to the selected clinic. It displays when you open the Clinics window, select a listed clinic and click the User Access () icon.

Task Procedure
Add User Access
  1. Select one or more users from the Users with No Access (searched for) list.
  2. Click the > button to move the user(s) to the Users with Access list.
Remove User Access
  1. Select one or more users from the Users with No Access list.
  2. Click the < button to move the user(s) to the Users with No Access (searched for) list.