Introduction To Medisoft Office Hours Professional Medical Scheduling Software

After completing the data entry outlined in Getting Started, we are ready to begin data entry and use of the Medisoft program. In the normal flow of an office, the first step in the care of a patient is the appointment scheduling process. Medisoft includes an appointment scheduler program called Office Hours Professional.

In previous versions, Office Hours Professional was an additional purchase add-on. The program came with a basic scheduler simply called Office Hours which offered basic appointment viewing options which worked best in offices with no more than one doctor.

Office Hours Professional offers robust and customizable schedule viewing options. Additionally, it offers a more integrated interface to the Medisoft Program.

Office Hours Professional is also sold as a stand-alone product.

Providers and Resources

Providers

You will first need to identify the different schedules you need to create. The easiest list to create would be a list of Doctors, Nurses, and PA’s. These are the “Providers” who will be seeing, and treating the patients.

Office Hours and Office Hours Professional will automatically read your provider list from Medisoft. If you are using Office Hours Professional as a stand alone product, you will need to set up the Providers for whom you will need schedules. This process will mirror the Provider Setup from the Getting Started module.

This list is accessed under the Lists menu and Provider List.

Resources

After you have set up all the providers you need, you will want to identify the resources within the office for which you would like to create a schedule. Resources could include things like Examination Rooms, Meeting Rooms, and equipment such as X-Ray machines that need to be scheduled.

You can access the Resource List by clicking the Lists menu and Resource List.

When you create a new Resource, you will see that the screen is a fairly simple screen. In the Code field, enter the code you wish to use to identify this resource. The Description field should contain a short description that adequately identifies that resource.

Configuration

After installation, and setting up your providers and resources, it is important to configure your appointment scheduler prior to doing any appointment entry. You should start your configuration with the setup of your Program Options. It is important to note that the options set in program options are for the entire practice. You cannot make different selections for different providers.

It is important to note, that the Standard Program Options screen does not have any tabs. You will not be able to configure Multi-Views, or the Appointment Display settings within Office Hours. You must have the Professional version in order to have these options.

Professional Program Options

Start Time and End Time: Within program options, you will be able to set the start time and end time for your practice. These are basically the hours of operation, or the hours that are available for appointments or breaks to be scheduled. In a practice with multiple providers, you may have providers that have different hours they are in the office and available. This option should be set from the earliest time that any provider is available for an appointment, to the latest time that any provider is available for an appointment.

Interval: The interval field selects the intervals into which you wish to split your schedule. This interval should be the shortest length of appointment that will be scheduled for the office. Additionally, your interval should fit perfectly within the total amount of time available between your start and end times.

Columns: This field is only available in the Standard Office Hours Program Options. Here you will set how many columns (or appointments) you want to have available for each time of day, for each provider. In Office Hours Professional, you can simply right click on a column, and you will have the option to add or remove the column.

Use Pictures: If you select any of the options within Use Pictures, you will include a picture on the right side of your appointment or break display when certain conditions are met. This feature is only available in Office Hours Professional.

  • Break: The entry will display a coffee cup
  • Repeat: The entry will display one box offset and overlapping another box.
  • Note: The entry will display a paper with the corner folded over.


 

Appointment Status: The entry will display any of the following pictures for the corresponding appointment status settings.

Unconfirmed: Question Mark


 

Checked In: Check Mark


 

Missed: X


 

Confirmed: Box


 

Being Seen: Sun


 

Checked Out: C


Rescheduled: None


Cancelled: None

Default Colors: These three settings will determine what color defaults for appointments, breaks, and appointments in conflict with another appointment or break. In Office Hours Professional, you will be able to select colors for individual appointments.

Use Enter to Move Between Fields: This option will give the enter key the same functionality as the Tab key. This option is especially attractive to users used to DOS programs that had this same functionality.

Remind to Save View: Office Hours Professional gives you the option to modify the scheduler views you are using. If you make changes to a view, and this option is checked, it will remind you to save the views.

Use Automatic Word Capitalization: This option will automatically capitalize the first letter of each word you enter, such as the first letters of the patient’s first and last names.

Automatic Refresh: When using the multi-user version of Medisoft and Office Hours/Professional, you may have multiple people entering appointments at the same time. This option will set how often the program goes back and looks at the database, in order to update the view.

Tips and Tricks:

Some versions of Office Hours may allow you to enter a 0 in this field. DO NOT DO THIS. It will cause the program to go into an endless error loop. You will need data repair to fix this problem if it occurs.

 

Show Notes on New Appointments: If you check this box, Office Hours or Office Hours Professional will automatically give you a warning if notes are entered into the patient’s case.


Use Automatic Zip Codes: Medisoft and Office Hours both offer you the capability of remembering which City and State belong to a particular Zip Code. If this option is selected, your tab order will skip over the City and State fields, to the Zip Code field, when entering any address information. If you enter a Zip Code that has been previously utilized with a particular City and State, that information will automatically populate those fields.

Use Transaction Entry to make Copays: When integrated with Medisoft, Office Hours Professional will allow you to enter copay information from the scheduler screen. Within Medisoft, it is possible to enter payments either through Transaction Entry, or through the Deposit List. If this option is checked, Medisoft will automatically open Transaction Entry to that patient and case, whenever the Copay option is selected from within Office Hours Professional. If this option is not checked, the copay will be entered directly into the deposit list.

Tips and Tricks:

In most circumstances, at the time the copay is made, the services for which the patient is paying have not yet been performed. If you enter your copay into Transaction Entry, you will be asked to apply the payment immediately, unless the payment code selected is a prepayment.

For this reason, we suggest entering your copays through Office Hours Professional into the Deposit List.

 

Speed Report: Office Hours Professional gives you the ability to assign one report to a Speed Report icon that appears at the top of the screen. This option determines which report will print when this icon is selected.

 

 

 

 

 

 

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