Knowledge Base
Your search for returned 81 results across 9 page(s). Search Category: Maintenance. Software Version: All Versions.
| Creating Staff Types Staff types are used to allocate appointments to staff groups. When you add a user, you allocate them to a staff group from this list you are creating now, they will then be bookable for the appointments in that group. (The appointments are added in the “Appointment Types” tab). For example, contact lens opticians will be assigned contact lens aftercare appointments and contact lens trial appointments but not eye exam appointments.
In the Staff Types tab in the maintenance module, fill in the boxes at the bottom of the page from left to right.
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| Creating or editing form permissions This is your security section. You can create a group of permissions allowing anyone assigned to that group access to certain sections and functions of the system. For example, only a manager would be able to carry out a write off or refund.
Navigate to the Form Permissions tab in the maintenance module.
The top section of the screen would need to be filled out first. This is where you name your permission group E.g. Manager
Fill in the boxes from left to right.
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| Add A New User Please note: We recommend that you complete the “Staff Type” and “Form Permissions” tabs before completing the users tab. If you have not already done so, please go back to “creating staff types” and “creating or editing form permissions” in the knowledgebase.
Navigate to the Users tab in the maintenance module.
Fill in the user details in the lower half of the screen as shown below.
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| Custom Appointment Durations You may have a user who needs a different amount of time to carry out an appointment to the one that the appointment is set to. E.g. You may set an eye exam to be 30 minutes, but your pre-reg optometrist may need 45 minutes. In order that the correct amount of time is blocked out for the pre-reg, without users having to manually alter appointment times, you can create custom appointment lengths:
In the users tab in the maintenance module.
Click custom appointment durations button.
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| Choose KPI Recipients If you would like KPI’s to be sent to users, you can set that in the 'Misc. 2' tab of maintenance.
Select the user from the dropdown list.
Select the branch of the KPI’s you want the user to receive.
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| Adding Appointment Types
In the maintenance module, navigate to the Appointment Types tab.
Start on the top half of the page by adding the appointment types you need:
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| Assigning appointment types to users Once the appointment type has been added it needs to be assigned to a staff type. This allows you to control which appointments appear in which Clinicians appointment clinics. (If you have not already added your staff types, please see the “Creating staff types” article.)
Navigate to the Appointment Types tab in the maintenance module.
Assigning appointments to staff types is done on the bottom left hand section of the screen.
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| Assigning appointment types to recall schemes Scheme types link appointments to recalls, forms and record printing. An appointment type assigned to the scheme type Eye Exam, will mean during clinic preparation if the patient is entitled to an NHS exam a GOS1 form will be printed. It also means that an eye exam paper record will be printer (rather than a contact lens paper record)
The scheme type to appointment type link is also important if you have the feature ‘arrival resets recall turned on (branches tab). If this feature is turned on when a patient attends an appointment the system checks the scheme type linked to the appointment, if the patient has a recall communication in the pending communications section of their record of the same scheme type it will automatically update their communication send date. This is a failsafe so that if the patients recall does not get updated the patient does not receive a recall reminder shortly after attending an appointment.
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| Replace appointment types You can replace old appointment types using the “Delete old appointment types” button in the appointment types tab.
Please note: The old appointment will be renamed everywhere in the system. In patient’s appointment tabs any appointment previously booked will now appear to have been the new appointment type. Any appointments booked in the system will be renamed to the new appointment type. If you want historical appointment information to remain the same, but the appointment to no longer be available please see the “Remove appointment types” section below.
In the maintenance module, go to the Appointment Types tab.
The “Delete Old Appointment Types” button is at the bottom right hand corner:
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| Remove appointment types You can stop the appointment from being booked in the future without altering any previous information. Any previous appointments of this type will still show in the patient’s appointment tab. Any appointments booked but not yet completed will still show as this appointment type on the report, but if you open the appointment to edit it you will have to change to a new appointment type.
To remove an appointment type, go to the Appointment Type tab in the maintenance module.
We will be working on the bottom left hand side of the screen:
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