Appointment Navigation

Appointment card

From the appointment dashboard, click directly on an appointment to review the appointment card and its functions. 

The top of the appointment will show an appointment number assigned by the system, the current status of the appointment, a collections alert if applicable to the patient and a group of dark blue actions icons. 

These actions include: Delete, Workflow, Edit, Check-In and Print

If you see a collections alert, you are able to view and edit the appointment. RXNT never prohibits appointment scheduling for a patient.

Delete

To delete the appointment, click the red garbage can icon. 

Using this function will not only cancel the appointment, it will remove the appointment from the calendar and the patient completely. Click here to learn more about canceling an appointment!

To delete a single appointment, click Delete. To delete an appointment series, click Delete Series. 

Delete Actions.png

Workflow

Click the Workflow icon to review the history of changes to the appointment status. 

You will see the date and time the change was made as well as the User’s name that made the change. 

Edit

Click the Pencil icon to edit appointment details. 

Make edits to appointment details such as the location, person resource, material resource, appointment type, appointment status, insurance case, and appointment notes. Once a change is made, click Save.

You cannot edit the appointment date, time or duration from this page. To do so, Reschedule the appointment. Click here for more information on rescheduling an appointment!

You can edit the appointment status and type without navigating to the pencil icon. Simply make the change within the corresponding dropdown menu. If changing the appointment status, click Yes to confirm. 

Check-In

Click the Check-In icon to change the appointment status to Check-In Completed. Once done, the icon will no longer be available. 

Print

Click the Print icon to review a document detailing the appointment.

Either save to your device or print the document. 

Appointment tab

There are four tabs within an appointment card; Appointment, Payment, Checkout and Timeline. The Appointment will open on the appointment tab, containing all details of the appointment, beginning with the patient, their demographic information and more action icons pertaining to the patient.

These actions include: Dashboard, Case, Superbill, Eligibility, Attachment, Appointment Recall, Call In, Facesheet, History, Reminders and Reschedule.
Dashboard
Click the Dashboard icon to view the patient dashboard.

The dashboard is a convenient place to review demographics, insurance case(s) and the patient’s appointment timeline. 

Here, you can also schedule a new appointment for the patient, click here for more information!

The same action items found on the appointment are also accessible here.

Case

Click the Case icon to review the patient’s insurance information.

Review the patient's insurance case(s) and if applicable, click New Case to add another.

 Deleted and deactivated cases will be listed but grayed out. 

 

From the case window, you can add a payer, prior authorization and patient relation. Click Save once complete.

Superbill

Click the Superbill icon to generate a superbill for this appointment, allowing you to bill for this visit. 

If a superbill has been associated with the appointment type (configured in Utilities), that superbill will appear here with your pre-selected procedure codes to choose from. If not, you will need to select applicable procedure codes from the large list. Once complete, click Download as PDF or Generate Encounter to create an encounter for billing.

Eligibility 

Click the Eligibility icon to generate comprehensive health benefit coverage details. 

Complete the fields and click Check Eligibility.

Click the icon in the View column to view the eligibility log. 

Attachment 

Click the Attachment icon to view previously attached files or upload a file to be associated with the appointment.

To upload a new attachment, click Choose File to select a file from your device. Give your attachment a Title (required), a Description (not required) and click Save. To view a previously attached file, click on the file name, or, click the Download icon to download the file to your device. 

Appointment Recall 

Click the three vertical dots to view the remaining action icons, then click Appointment Recall to review recall messages assigned for this patient and also add new recall messages. 

Recall messages serve as internal reminders for the practice. Set it for a specific date that you want staff to be reminded of clinical information or item(s) requiring action. Click here for more information regarding recall messages!

To add a recall message, complete the criteria using the dropdown menus, date and memo fields, then click Add Recall. Review existing recall messages below. Use the X icon to delete a recall message. If applicable, you can access the patient’s Dashboard from this window by clicking the Dashboard icon next to the patient’s name.

Call In 

Click the three vertical dots to view the remaining action icons, then click Call In to indicate staff is ready to see the patient and assign or update the visit's material resource. 

Click Complete Call-In to record the call in and its timestamp. If applicable, click the Assign To dropdown menu to assign the appointment a Material Resource once ready for their visit.

The Call-In window will now display the timestamp of when the call in was recorded and the material resource if one was assigned. 

The appointment status will change to Called and the appointment block on the appointment calendar will display the status preview as CLDIN to inform other staff users of the update. 

 

Facesheet

Click the three vertical dots to view the remaining action icons, then click Facesheet to review the patient’s demographics, insurance and copay information. 

Review the information and Print if needed. 

History

Click the three vertical dots to view the remaining action icons, then click History to review any changes made to the appointment and by whom.

The Latest Version represents the appointment as it currently stands. Click on the previous versions to view the appointment details before changes were made. Each version will detail the staff user’s name that made the change and timestamp indicating when it was made.

Reminders

Click the three vertical dots to view the remaining action icons, then click Reminders to view reminders for this appointment and their status.

 Patient reminders are configured in Utilities, click here for more details!

Not using the patient reminders product but interested in learning more about it? Contact our Sales Team by calling 800-943-7968, option 3, or emailing sales@rxnt.com.

View the reminder communication method, reminder date and time and delivery status.

  • Sent reminder:

  • Future reminder:

Patient reminder preferences can be edited in their demographics. 

Reschedule

Click the three vertical dots to view the remaining action icons, then click Reschedule.

The Reschedule option will not display if the appointment is in Completed status.

Select the desired date in green, which indicates there is availability. You can also filter by the person resource and appointment type. Review and select an appointment time from the next available appointment time slots to the right. 

Complete all appointment details, verify the information is correct and click Save.

Below the patient’s demographics are the appointment details and additional functions. 

The appointment details and functions include:

Date and Time

The date and time of the appointment will display here as well as Single or a Repeating frequency to indicate recurring appointments. To edit the date and time, click the pencil icon at the top of the appointment window. 

Person Resource

The assigned person resource for this appointment will display here. To edit or add more person resources, click the pencil icon at the top of the appointment window.

Material Resource

The assigned material resource for this appointment will display here. To edit or add more material resources, click the pencil icon at the top of the appointment window.

Location

The assigned practice location for this appointment will display here. To edit, click the pencil icon at the top of the appointment window.

Appointment Status

The current appointment status will display here. To edit, click the appointment status dropdown menu and select the new applicable status.

A confirmation window will appear at the top of the appointment window; click Yes to confirm the appointment status update.

Appointment Type

The current appointment type will display here. To edit, click the appointment type dropdown menu and select the new applicable type.

When the appointment type is changed, a green message appears at the top right of the screen to notify you the change has been updated successfully.

Auto Generate Encounter

Click this checkbox to generate an encounter to the linked superbill once the appointment status is changed to Completed.

A message will appear at the top of the screen to notify you the encounter has been successfully created. 

When the appointment status is changed, a green message appears at the top right of the screen to notify you the change has been saved successfully.

Superbill

If there is a superbill linked to this appointment type, the name of that superbill will display here next to the superbill icon once the appointment status is changed to Completed.

Case

The patient’s insurance case name will display here. To edit, click the pencil icon at the top of the appointment window.

Click the case dropdown menu to select a different case. Click Add Case to enter additional insurance information. Once complete, click Save.

Notes

Any notes that have been added to the appointment will display here with the name of the user that added it as well as the date and timestamp. Click the pencil icon next to the note box to enter information pertaining to the patient or the appointment or view and edit existing notes.

Type a note in the free text box, then click Add Note. The note will show below along with any other notes that have been posted. Finally, click Close to save.

Once complete, a green message appears at the top right of the screen to notify you the note has been saved successfully.

Notes will display when hovering over the appointment from the appointment dashboard and the patient's timeline, as well as on the appointment itself.

Send Email

Click this button to send an email to the patient with the appointment details. 

An email containing appointment details will also be sent to the patient anytime an appointment is scheduled, as long as the following are true:

  • The patient’s email address is saved in their patient profile
  • Company Preferences are set to ON for the following two preferences: Email notifications to patients with patient portal and Email notifications to patients without patient portal when appointment is created.

For more information on viewing and editing Company Preferences, click here!

 

Once sent, a green message appears at the top right of the screen to notify you the email has been sent successfully.

The email will contain the appointment details including the practice name, date, time, duration, address and provider name.

To opt a patient out of receiving any emails, simply remove their email address from their patient profile.

Alerts

Notes designated as alerts to show on the appointment will display here. These notes are added in the patient profile.

Click the Alerts arrow to expand the view and display the date an alert was added, the alert itself and the name of the staff user that added it. The alert will also display as a popup in the top right of your screen upon opening the appointment. 

To add an alert to display in the appointment alerts and as a popup on the appointment window, click the patient’s name to navigate to the patient profile.

Once on the patient profile, click Notes.

Type the note in the free text Notes box. Be sure to check the Appointment checkbox below to select a Scheduler Alert, then check the Alert checkbox, followed by Add Note. The note will show below along with any other notes that have been posted. Finally, click Close to save. 

A green message appears at the top right of the patient profile screen to notify you the note has been saved successfully.

Patient Forms

Patient forms will display here to send to the patient directly from the appointment window. Forms that have been linked to Appointment Types in utilities will automatically be selected.

Patient forms are added in the EHR.

For more information on creating and editing patient forms, click here and here!

Click the Patient Forms arrow to expand the view and display all patient forms, including Consent and Intake Forms.

To send forms to the patient, check the checkbox associated with the form you wish to send, then click Send.

Once sent, a green message appears at the top right of the screen to notify you the patient forms have been sent successfully.

Payment tab

Processing credit card payments in the Scheduling application will only be available if your practice is also enrolled in the RXNT Billing application and the Payment Processing product. However, accepting payments in the Scheduling application for record purposes remains available without the Billing application. Click here for more information on processing credit card payments in the Scheduling application!

Click on the Payment tab from the appointment window to record patient payment, print a receipt or delete a payment. 

Review charges such as the copay amount, self pay fee, patient balance and fund balance. To enter a payment, type in the amount and select the method of payment from the drop down menu. If applicable, enter a payment note (not required). Once complete, click Accept to record the payment.

If a case is not specified for the appointment, you will see the following notice on the payment window reminding you to select a case in order to generate the proper copay amount.

Once accepted, the payment details will display with the system assigned payment ID number, staff user’s name that recorded the payment, the date and amount. Click the Print icon to review the payment receipt and either save to your device or print. Click the Delete icon to remove the payment. 

The RXNT Scheduling application will keep a log of the patient’s payments. To review, navigate to the patient dashboard by clicking the Appointment tab, followed by the Dashboard icon. 

Click on Pay History to view a list of all payments made by the patient.

Review the  payment ID numbers, staff user’s name that recorded the payments, the dates and amounts. Click the red X to delete a payment. 

Checkout tab

Click on the Checkout tab from the appointment window to review checkout notes from the provider, the clinical summary and checkout the patient from their appointment.

Checkout instructions are added to an encounter in the EHR by the provider if the visit is linked to the encounter and the appointment is in Check-In Completed status. Click here for more information on checkout instructions!

Review the Checked-out Notes from the provider and Clinical Summary. You can also easily schedule the patient’s next appointment from this window. When complete, click Check Out to change the appointment status to Completed. 

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Timeline tab

 Click on the Timeline tab from the appointment window to see a concise view of all appointments for this patient.

The timeline will display in reverse chronological order beginning with future appointments (shown in blue) and ending with the oldest.

Hover over the appointment cards to view details of each appointment.

 

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