The Patient Tracker in CareStack helps practices monitor patient flow throughout the day by tracking appointment statuses, identifying delays beyond thresholds, and enabling teams to take timely action. The Expanded View provides a full-screen dedicated interface to review and manage patient flow.
Explore this guide to make use of the Patient Tracker Expanded View and configure Patient Tracker notifications effectively.
Topics Covered
- Access & Explore the Patient Tracker Expanded View
- Manage Pending Actions on the Patient Tracker
- Configure Audio Notifications for the Patient Tracker
- Preview Patient Tracker Audio Notifications
- Permissions
Access & Explore the Patient Tracker Expanded View
To access the Patient Tracker Expanded View,
Click the Patient Tracker icon next to the Global Search Bar.
The Patient Tracker Expanded View opens in a new tab.
- Here, you can view all scheduled appointments for the day listed at this treatment location.
- You can filter appointments by Providers.
- Search and select the required Providers from the slide-out.
- Click Apply.
| Note: Once you select a provider, it remains a global setting even when performing other functions within the system. The filter will only be reset when the session is logged out. |
- All the appointments related to the selected providers will be listed below.
- If you are a provider, it will be automatically selected as the default.
If no provider is selected, all providers will be selected by default, and you can view all available appointments.
You can also make use of Filters, such as:
- Upcoming Arrivals: Displays appointments yet to arrive at the practice for the day based on the Pre-Arrival statuses set.
- In Office: Shows appointments for patients who have arrived and are currently in the practice.
- Checked Out: Lists all appointments that have been checked out for the day.
The Tracker Settings (for the Patient Tracker Compressed View) and Tracker Notification Settings can be configured through the Settings icon on the top right.
On the Patient Tracker grid, you can filter appointments by:
- Operatory
- Production Type &
- Status
You can also view appointment information, such as:
- Appointment Time
- Patient Name
- Provider
- Threshold &
- Pending Actions
If an appointment remains in a specific status for an extended period and surpasses the maximum time threshold, the time will be highlighted on the Threshold column in red.
- This helps you identify that the patient has experienced a prolonged wait, indicating the need for prompt attention or progress in the appointment.
Manage Pending Actions on the Patient Tracker
- Any actions to be taken for the patient will be listed under the Pending Actions column.
- Clicking the Action icons displays the required actions and the sidebar containing patient Quick Links.
- Use the quick links to perform the intended actions for the patient.
The actions required can be of the following types:
- Forms & Documents: Find pending medical history forms and other pending forms of the patient.
- Payments: Make any pending payments of the patient.
- Book Next Appointment: View pending recalls, associated clipboards, as well as book new appointments for the patient.
From the sidebar, you can access the following patient Quick Links and take any necessary actions:
- Patient Overview: Click to open the Patient Overview.
- Ledger: Click to access the patient's ledger.
- Treatment (Treatment Planner): Click to open the patient's Treatment Planner.
- Chart: Click to open the patient's Chart.
- Payment: Click to make a payment.
- Memo: Click to add/view a patient memo.
- Document: Click to add/view the patient's documents.
- Communication: Click to send a text message/email to the patient.
Configure Audio Notifications for the Patient Tracker
The Audio Notification for the Patient Tracker is usually triggered whenever an appointment crosses a threshold time, and an audio notification is sent out to alert the concerned staff.
- Click the Settings icon on the top right of the Patient Tracker.
- Select Tracker Notification Settings.
You will be redirected to the Patient Tracker settings. To add a new tracker notification:
- Click + Add Notification.
Enter the following information:
- Select the Custom Appointment Status.
- Set the Threshold Time (in Mins).
- Choose a Notification Sound.
- For Profile(s) Assigned, select the profiles that should receive the Patient Tracker notification.
- Finally, click Save. Once you have saved the changes, you can preview the audio notification on the Patient Tracker.
|
Note
|
- Click Edit to edit an appointment status.
- Click Delete to delete an appointment status.
- If multiple appointment statuses are selected, use the Delete option at the top right.
A Confirm Delete modal will appear,
- Click Delete to proceed.
Preview Patient Tracker Audio Notifications
- Select the Status for which the audio notification has been set.
- To illustrate, we have selected 'Ready to checkout' as the status.
| Note: Once the status crosses the set threshold, it will set forth the notification sound, prompting the staff irrespective of where they are in the system. |
Other notifications that can be viewed include:
- A notification count on the Patient Tracker icon.
- The time highlighted in red under Threshold.
- You can use the sound icon to mute the sound notification.
Permissions
To access the Patient Tracker, ensure the related permissions are enabled in Practice Settings. To do this,
- Navigate to the System Menu > select Practice Settings > Administration > Profiles.
- Choose the intended profile.
- Click Manage Permissions.
- Select the Patient Tracker section on the left.
- Check the View Patient Tracker Settings and Add/Edit Patient Tracker Settings boxes to enable the permissions, as required.
- Click Save.
Practices can utilize this simple guide to learn how to efficiently use the Patient Tracker Expanded View and customize notification sounds to alert staff for prompt action.