An Overview of the Scheduler

Namitha Elizabeth Smart
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This guide will walk you through the essential elements of the Scheduler within CareStack. 

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Let's start on the Scheduler page.

  • Click the Scheduler icon to open and navigate the Scheduler.

Note: The Scheduler's top-line formatting positions the day and date towards the left, while all your filters are placed on the right for smooth execution.

Date

  • On the upper left, hover over the double arrow to select from one week to eight months.

  • Click the date to open the calendar and select a specific date.
  • Use the single arrow to navigate to the previous or next day.

  • You can switch between Day and Week views and Today's date.

  • When you select Week view, it will display the day of the week alongside its corresponding date.
  • Selecting Today directs you to the current day on the Scheduler.

  • If a patient is selected, you will see the patient's name beside the Today tab.

  • In the top middle is the Total Production of the codes added to the appointment for the day. 
    • It will be broken down by Production Type. 

Filters

To choose your desired Scheduler View,

  • Click on the Filter at the top. To learn about managing Scheduler Filters, click here. 

  • Select your Favorite Filter or create a Custom Filter.

To explore booking family appointments using Custom Filters, click here.

Hidden Appointments 

When appointments are hidden due to scheduler filters or if a provider is unavailable, a Warning icon will appear on the scheduler for the selected date. 

 

  • Click on the Warning icon to view hidden appointments of the providers selected in the filter.
  • To change the status of the appointment, click on the three-dot menu and select the required Status.
  • You can also move the appointment to clipboard by selecting the Move to Clipboard option.
  • Click Details to view appointment details.

Scheduler Reports

  • Click the Scheduler Reports icon.
    • You can view details on recurring block conflicts that occurred during block slot creation.

The Scheduler Reports log provides information on:

  • Location
  • Scheduled by
  • Scheduled At
  • Status

Includes action buttons for each item on the report:

  • Mark as Done
  • Mark as Pending
  • Download the Report
  • Delete the Report.

Scheduler View

  • Hover over and make the desired selection.
  • You can switch your view from Patient to HIPAA, Production, Eligibility, or Claim View.
    • In this example, the Production View is a Custom View.

To know more about configuring Scheduler Views, click here.

Extended/Normal Working Hours

  • Click the hourglass icon to toggle between normal and extended working hours.

Print

  • Select Print to print a copy of the Scheduler or Routing Slip.
  • View to be Printed: Select the view you want to print, such as 
    • Patient View
    • HIPAA View
    • Eligibility View
    • Production View
    • Claim View
  • Filter By: Select if it is to be filtered based on Provider or Operatory.
  • Print in: Select the print option in either Black & White or Color.
  • Location: Select the Location.
  • Provider: Select the Provider(s).
  • Date: Select a Date from the calendar.
  • Time: Select Time from the Time Picker.

Set Operatory Count

  • Click the Set Operatory Count icon to adjust the number of columns on the Scheduler page.
  • Use the angle brackets to toggle between the pages of the scheduler.

Compact View

The Compact View option condenses the scheduler screen, allowing users to view more hours at a time than in the normal view.

  • You can select the Compact View option towards the top right corner.

  • Here is how the Scheduler appears before and after enabling Compact View.

Without Compact View

With Compact View

Legend

  • Hover over the three dot icon.
  • Click Legend to display the legend used in Appointment or Scheduler for:
    • Appointment Status
    • Appointment Labels
    • Production Types
    • Patient Flags
    • Appointment Flags

Time Zone

  • Hover over the three dot icon.
  • Select System Time Zone or Eastern Standard Time Zone.
  • The displayed time zones are based on the location selected within the filter.
    • To learn more, click here.

  • You will see a thin red line indicating the selected time zone.
    • This shows the timeline the patient should be scheduled based on their time zone. 

    • The red line will appear in both the Day and Week views to indicate the current time.

    • You can see the Timeline on both sides of the Scheduler.

Provider's Availability

  • On the left side, you will see distinct colors assigned to each provider.
  • Crossed lines near the provider's colored band indicate scheduled appointments.
  • This lets you easily spot available slots for patients on the scheduler.

Note: When a provider is marked as unavailable, their availability band will be removed from the left side. For example, if a provider's availability is indicated by a black-colored band and they are marked as unavailable, the band will no longer be displayed

Operatory

Hover over the operatory to view:

  • The name of the operatory.
  • Location in which the provider is tagged against the specific operatory.
  • The Production Value for the codes added in the appointments.

Timeframe

  • You can view the timeframe on either side of the Scheduler.

Production Types

  • Production types assigned to a time slot will be distinguished by color.
    • Hover over the colored time slot to see the assigned production type.

Production Schedules

Each production schedule is represented by a distinct color in the scheduler calendar and the calendar widget. These colors act as visual cues, allowing users to quickly identify which days of the month follow a specific production schedule. Click here to learn how to configure schedule color.

Production schedules in the Scheduler are displayed differently depending on the practice type.

  • In Ortho/Ortho + GP practices, production schedules are shown within the Calendar widget. To view them, click Open Toolbar at the bottom left. 
  • Production schedules are displayed in their assigned colors.

These essential elements will help you navigate the scheduler with confidence and efficiency.

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