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An Overview of the Short Call Feature

Sapna Maria Gomez
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The Short Call feature allows users to add patients to a queue who may be available to come in for an appointment on short notice. This is particularly useful for filling in last-minute cancellations or gaps in the schedule. CareStack provides an array of remarkable features and streamlined workflows designed to swiftly schedule appointments for patients, particularly those seeking urgent bookings. Let's explore the effortless functionality enabled by the short call features.

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Access Points to Short Call Queue

Explore this video for an in-depth walkthrough.

  • To view the short call list, navigate to Lists > select Short Call.

  • Users can quickly access the Short Call lists from the Appointment slide-out under Find Patient from Scheduling Lists > Click Open next to the Short Call Queue.

Add a Patient to the Short Call List

To add a patient to the short call list from the short call queue:

  • Click + Add Patient from the short call queue.
  • Enter the required details as described below.
    • Patient Name: Select the patient to add to the short call list.
    • Location: Enter the location for the short call appointment.
    • Provider: Select the intended provider.
    • Production Type:  Select the production type for the short call.
    • Operatory: Select the operatory for the short call.
    • Preferred Slot: Enter the intended time slot.
  • Click Save.

To add a patient to the short call queue from the appointment slide-out:

  • From the appointment slide-out, set the Short Call option to Yes.
  • Enter the Preferred Slot.

Actionable Features on Short Call Queue

Explore this video for an in-depth walkthrough.

  • To book an appointment from the short call queue, click Book Appointment on the corresponding short call entry.

  • Bulk Text/Email: You can choose a set of patients to send messages in bulk through the Bulk Text or Email feature.
Note: Enabling the message-sending option necessitates a modification to your contracts. For further details, please get in touch with the support team.

Note: A banner will be displayed on top to inform practices about the availability of this feature for those who have not yet chosen to opt for it.

On the Short Call Queue, users can make the most of the following capabilities: 

  1. View the Next Recall Due Date.
  2. Ability to set a Preferred Date & Time while setting the short call on the appointment modal.
  3. Ability to filter by Appt. Date & Time.
  4. Extended view for the patient's Phone number. Click Call to call the patient.
  5. Ability to Add a Patient directly on the Short Call Queue.
  6. Ability to Edit Notes when you add an appointment for Short Call directly from the Scheduler.
  7. Ability to view Next 
  8. Choose Clear Queue to erase all entries.
  9. Ability to Print after applying the desired filters.
  10. Multiselect the desired patients and apply Delete. 
  11. Download the Short Call Queue in CSV or PDF format.
  12. Actions under More Options to Find Slot, Go to Chart, Send Text/Email & Delete per patient.
Tip: By default, the most recently added items appear at the top of the list. Click the sort icon next to Appt. Date & Time to sort the appointments based on the appointment date and time.

Utilize Templates to Send Text/Email

  •  Select the required item(s) and click Send Message.
    • Choose if you want to communicate with the patient via Text or Email.
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Once you have selected Text or Email to send a message to the patient,

  • You can enter the message from scratch. Or,
  • Select a saved template from the left.
  • To change the name of the template, click on the pencil icon.
  • To sort by Alphabetical Order, click the A icon. 
  • Click Delete to remove the text or email template. 
  • Click Manage Templates to navigate to Practice Settings > Templates. Click here to know more.
  • Once done, you can update the existing template or save as a new one. 
    • To save the current changes to the existing template, click the Save drop-down and select Save Changes.
    • To save as a new template, select Save as New option.
  • Click Send Email or Send Message.

Note: 

  1. To view or send patient messages, users must have the relevant permission(s) enabled. To enable this permission, navigate to System Menu > Practice Settings > Administration > Profiles > Manage Permissions > Patient Engagement > Communication, and select View Patient Messages and Send Patient Messages.

  2.  To Add, Edit, View or Delete templates, navigate to Manage Permissions > Practice Settings > Template Settings (applies to Email, Memo, Text, Remark, Bulk, and Direct).

Enable Permissions to Clear Queue

To enable Permissions,

  • Navigate to the System Menu >select Practice Settings > Administration > Profiles.
  • Click Manage Permissions for the intended profile.

  • Select Scheduling.
  • Under Lists, select Ability to Clear Queue.

  • On the Confirm Action modal that appears, click Yes to proceed.
  • A toast notification appears on the top right stating, 'Profile updated successfully'.
Note: If the clear queue permission is not enabled, users will not have access to the option to clear the queue on the Scheduling Lists for the Short Call Queue.

Practices can leverage this guide to efficiently and promptly manage urgent bookings, utilizing the exceptional capabilities of the Short Call Queue.

Click here to explore the complete list of permissions and their descriptions. 

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