Life_Cycle_of_an_Appointment_(3).pdf

Life Cycle of an Appointment Welcome to TAB training! Through completing this training module, you will learn the complete life cycle of an appointment with in TAB. We will cover how to book a brand new appointment (including the patient search feature), how to check an appoint...

Life Cycle of an Appointment Welcome to TAB training! Through completing this training module, you will learn the complete life cycle of an appointment with in TAB. We will cover how to book a brand new appointment (including the patient search feature), how to check an appointment in and out, the RX expiration field and scheduling a Next Eye Exam (NEE). It is important to understand the sequence of events for an appointment in order to best set your office up for high retention numbers and the best patient experience possible. An appointment in TAB is “born” when it is initially scheduled. This can be done in the office by the office staff or, once your location is enabled by a patient via the brand web site? (What does this mean? ) In our example we’ll be assuming a patient has called the office to schedule an appointment over the phone. To schedule an appointment, locate the desired time slot for the appointment and click the (a). This takes us to the “Create appointment” page. To create an appointment,enter at least the first two letters of the patient last name in the last name field, and at least 1 letter from the patient’s first name in the first name field and then click search. (NOTE: This is the minimum amount of information required entering more of the patient name, and or adding the DOB prior to click search will help narrow your search results). If the patient already has a file within TAB, you will find them on the list this search generates. If this is the case, click on the patient name (seen in green here) to continue to appointing process with that patient file. If the patient is a new patient or has no file within your appointment book, click the “back” button to continue booking the appointment. Once back on the “create appointment” page, verify or enter information into the required fields marked with an “*”. Select the desired appointment type from the Appointment type drop down menu. Then verify, complete or update the patient communication preferences and applicable insurance information. To complete the scheduling process for this appointment, click the “NEXT” button located about half way down the screen. Clicking the “NEXT” button will take you back to the appointment page The appointment you just booked should now show on the schedule in the slot you selected initially. The next step in the life of our appointment is confirmation. If the appointment was booked less than 48 hours in advance of the appointment it will automatically be confirmed. If not automatically confirmed, steps need to be taken either in office or by the patient to confirm their appointment. To confirm an appointment, simply click on the unconfirmed appointment which is showing in a burgundy color and check the “Confirmed: 24 hour confirmation call complete” check box located directly below the duration box, and then click finished. This will return you to the regular appointment page, where you will notice the appointment‘s time slot has changed to maroon indicating a confirmed appointment. Checking a patient in or out can also be accomplished by clicking the patient’s appointment from the appointments page. Once the name has been clicked, scroll down to locate the check in or check out button. Note: The checkout button will not appear until AFTER the patient has been checked in. Once checked in the patient’s time slot will turn purple, once checked outthe apptointment will change to the blue color After clicking the checkout button, TAB will prompt you to set up a Next Eye Exam (NEE) for the patient by providing this box at the top of the screen. Before pre-appointing a Next Eye Exam for your patient, TAB prompts you to indicate if a prescription was written. This information will be used in the future to personalize communication with your patients. If no RX was written, select “no”, if an RX was written, click yes and either enter the date or click the calendar to select the expiration date of the RX. Once the RX expiration date has been dealt with, click yes to schedule a Next Eye Exam for your patient. After selecting the appointment type from the provided drop down menu, TAB will place the patient’s information in the upper right hand corner clip board and automatically take you to the Next Eye Exams panel 53 weeks into the future. To schedule the NEE, simply click on (p) within the desired time slot. The NEE has now been scheduled, this also “starts the clock” for reminder communications.