Selecting an appointment from the Pending Appointment window in the Ribbon Bar opens the Clinic Schedule Grid. When you select a past appointment, the clinic schedule defaults to the appointment’s date. Right click on an existing appointment in either the Pending Appointments box or in the calendar to select Expanded Entry. This will show the audit history of that appointment’s creation, check in, etc. Figure : Pending Appointment Window – Past Appointment Date The clinic schedule defaults to the current date (today’s date) when you select an appointment dated “today” or less than three days in the future. Figure : Pending Appointment Window – Current less than Three Days in Future The clinic schedule defaults to -/+ three days of the appointment date for future dates. Figure : Pending Appointment Window – Future Appointment Dates Special Needs/Preferences Adding/Removing Special Needs/Preferences from Requests Patients visiting the VA may require additional assistance when they arrive for their visit. Some of these special needs/preferences may include issues with hearing, how they are arriving at the VA, Day of the Week or Time of the Day, etc. To add Special Needs/Preferences to an appointment request: Log on to VS GUI From the Tasks tab, in the Search text box, type the patient’s last name or the patient’s first initial of the last name and last four of the SSN (e.g. S1234). Click Search, and then select the requested patient’s name. Click Search. In the Request Type dialog box, click Cancel. Figure : Request Type – APPT Press CTRL + P to open the Patient Info dialog box. Select the patient’s special needs from the Special Needs/Preferences section of the Patient Info dialog box. Add additional information regarding patient’s Special Needs/Preferences selections in the Remarks field.
Figure : Query Rule Validation Once all search criteria has been selected and the results have been returned, a Request Query Confirmation dialog box displays the number of records found that satisfied the search criteria. Figure : Request Query Rule Confirmation Click OK to display the Query results in the Request Management Grid. Click Cancel to remove search criteria and start a new search. Note: RTC requests are a subtype of Appointment Requests. In version 2.0.0.14, chose Appointment to see both APPT and RTC requests. In addition, the query tool will only return the first 200 entries found in the search. The user will be asked if they want to continue and view the first 200, or go back to limit the search. Once the list displays, page forward until the user reaches the end of the list to sort/filter on the entire list. The query tool will retain the search criteria of the last search in a user’s session to aid the user while they work a list of open requests. Settings – User Preferences Users may now set their own column preferences within a session or as their default view. From the far right of the Ribbon Bar, select the User Preferences setting icon. The current column order is: Request Type; Wait Time; (Wait time calculated from Create date to today) Patient (PT) Name; Multiple Return To Clinic (MRTC); SSN; SC Visit; Telephone; Priority; CID/PreferredDate; Entered/RR No Date; Requestor; Requested By; Clinic/Service; and Comment
Super User: National Return to Clinic Order Implementation: Changing User ID and Password Contact your supervisor or System Administrator for User ID or Password changes. Special Instructions for Error Correction Some potential warning messages are listed here. Table : Warning Messages Reason for Message Message Action Result Sensitive Information Warning Warning displays to the user: ***WARNING*** ***RESTRICTED RECORD*** Click OK User is able to log into the Security Log Audit Trail Warning for similar names and SSN Similar Names dialog displays System lit patients with similar name and same last four digits of SS# Click OK User is able to continue Accessing deceased patient’s record This patient died on <Date of Death> Do you wish to continue? Click OK User is able to perform action such as Disposition, Cancel Appointments Accessing own record at selection Security regulations prohibit computer access to your own medical record. Click OK User is unable to perform any activity/actions