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Based on your practice's settings, patients may be able to request appointments within their patient portal. Additionally, if your practice utilizes the patient portal, patients have the ability to complete or update their demographic information within their portal. When a patient requests an appointment or enters new or updated demographics, the information appears for your review in the Scheduling application.
Turn appointment requests on
Appointment requests must be enabled in Company Preferences in order for your patients to be able to request an appointment from the portal. To enable this function, navigate to the Utilities from the main product dashboard.
Scroll to Company Preferences and click to display.
Use the dropdown menu to turn the Enable Appointment Request feature on.
Appointment requests in the patient portal
If your practice has turned on Enable Appointment Request, patients will enter their Reason For Appointment, then are prompted to select the Location, Provider, Appointment Type, and up to three Date & Time slots. If the patient has open availability, they can select Any Available Location, Any Available Provider and First Availability.
If your practice has both Enable Appointment Request and Allow patients to schedule appointments through patient portal turned on, patients will be able to schedule appointments directly instead of submitting a request. To learn more about enabling patients to schedule appointments directly, rather than submitting requests, click here.
View appointment requests
When a patient requests an appointment, you will be notified by a yellow banner at the top of your window in the Scheduling application.
Click Patient Messages to view the notification.
The notification will display the patient's name, followed by their appointment request. Click the patient's name to navigate to their dashboard. Click Next to view the following notification, if applicable.
Click the Patient Requests tab from the main menu header to access the appointment request.
There are two tabs available, Messages and Patient Requests. Patient requests hosts the contactless patient enrollment queue, available to clients enrolled in RXNT's Scheduling and Electronic Health Records (EHR) software.
For appointment requests, remain on the Messages tab.
Appointment requests will display in the grid following the date and time it was submitted and the name of the patient requesting the appointment.
First listed within the Message column of the grid is the provider requested, followed by the location, reason for appointment and date and time slot(s) requested.
Reply to patient
Click the pencil icon.
Type your message in the free text box, then click Send.
The message will appear in the patient's portal under the More tab, within Messages.
Schedule appointment request
Utilize either the yellow banner notification or the patient requests tab as your guide for scheduling the appointment.
Yellow banner notification
Once you've reviewed the notification, use the appointment calendar to navigate to the requested date and schedule the appointment. The yellow banner will remain in place while you utilize the calendar.
Patient requests tab
Click the date hyperlink to be directed to that date on your appointment calendar.
From the appointment calendar, schedule the appointment as normal. Be sure to confirm with the patient they are still available for this appointment.
The patient will get an email with the appointment details if you have their email address on file and one of the following Company Preferences turned On:
- SMS/Email notifications to patients with patient portal
- Email notifications to patient without portal when appointment is created
New or updated demographics
A patient can update their demographic information from the patient portal at any time. Additionally, if the patient was added by quick add, the patient can complete all demographic information while registering for their portal account. When a patient updates or completes this information, your practice can either accept or decline the data.
View new or updated demographics in Scheduling
Click the Patient Requests tab from the main menu header to access the updated information.
There are two tabs available, Messages and Patient Requests. Patient requests hosts the contactless patient enrollment queue, available to clients enrolled in RXNT's Scheduling and Electronic Health Records (EHR) software.
For demographic updates, remain on the Messages tab.
Demographic updates will display in the grid following the date and time it was submitted and the name of the patient.
First listed within the Message column of the grid is New Demographics: followed by the updated information.
The type of demographic will be listed in upper case, followed by the patient's submission in lower case.
Example: MARITALSTATUS - Married
Reply to patient
Click the pencil icon.
Type your message in the free text box, then click Send.
The message will appear in the patient's portal under the More tab, within Messages.
To accept the demographic changes and update the patient’s profile. Click Accept in the Status column of the grid.
Once accepted, a message will be sent to the patient informing them your office has accepted their demographic changes. The message will appear in the patient's portal under the More tab, within Messages.
To decline the demographic changes, click Decline in the Status column of the grid. No updates will be made to the patient’s profile, and the patient will not be notified.
View new or updated demographics in EHR
To view messages about new or updated demographics, click More, then select Patient Tasks.
Alternatively, while on the Today’s Appointments, Encounters, Prescriptions, Labs, or Documents tabs in the top navigation bar, a clickable notification will appear if there are unread messages. Clicking on it will navigate you to the Patient’s Messages screen.
Demographic updates will be displayed below, including the patient's first and last name, the date and time the message was received, and the specific demographic changes shown in the Message field.
Within the Message field the type of demographic will be listed in upper case, followed by the patient's submission in lower case. Example: ADDRESSONE - 1449 Whitehall Ct;
To apply the demographic changes and update the patient’s profile, click ACCEPT in the Status column of the grid. The changes will be saved without notifying the patient.
The status will then be updated to Accepted.
To decline the demographic changes, click DISCARD in the status column of the grid. No updates will be made to the patient’s profile, and the patient will not be notified. .
The status will then be updated to Rejected.
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