Home Forums Discussions General Discussion Scheduler Question - Seeing Who Has Arrived

Is there a way to look at the scheduler and see who has arrived and who has checked out?
Thanks,
Lowell

I have not found a way to check off who has arrived. What I have my receptionist do is after someone arrives, check them in, then send a message back to my MA. That would be a nice feature to have in an upddate though

No, would be nice though

I used to use the cumbersome eClinicalWorks. I am much happier with AC, but this is one features I would like. The scheduler could have nicer, more open boxes and click on them to change color. Then when someone arrives, it changes to red, could have a timer start indicated wait time. When put in a room, changes to another color, and this is doctor visit time. It would be nice for the staff to be able to signal arrival status! Right now, I have reception send the chart in a message to the MA, who then sends it in a message to me. I know they have arrived only by the MA sending me the chart, and if I know earlier, I can't start on the chart because it is in someone's box. A new sort of status flow would be very helpful.

Boondoc,
You have the greatest username.
Arrrggghh, why didn't I think of that one!

Why did you leave eCW? I have done the same so I am curious.

Boondoc, that was the hardest adjustment for me to make coming from a "complex" ehr. You get used to AC's workflow very quickly, those are just factors that you won't miss in a month!

We have a workaround for this. When the front desk checks someone in, they send a copy of the chart to the nurses to start working on it and one to my box so I know they're here.

I suppose it is true that we really don't need all those features - it's more for the staff to do and we don't want the patients waiting much anyway. However, I can't start working on the chart because someone else has it. If they send you a copy, you just have to delete it because the MA is putting the vitals on the other one.
A fix for this little issue would be much appreciated.
Answering Lowell, I found eClinical to be, well, cumbersome. I'm computer savvy and it took 2 weeks to learn the program. It never was quick to use and slowed me down in the rooms. I spent a lot of time 'charting.' Now I spend very little time on the computer for each visit. Further, they are very expensive. They want 2200 just to download and set up the program. For most people, they want 5 days of training at 750 dollars per day, plus you pay the airline tickets. Then they want 10,000 for the program. The program is pig for the computer to run as well, and you need server class hardware. I like the KISS principle,and AC fits that well, while having most of what I need.

Why don't you just have instant messaging on your computer. My receptionist just says "your 1:30 is ready." I just respond and I go see. Are all the color changes necessary?

What program do you use for instant messaging?

I use IP Messenger for windows - freeware from ipmsg.org.
It is good because it only lets you send to those on your network - no IM into or out of office.

I can't remember who originally showed me this on the board (may have been Bert, Leslie or Vicki), but it is great.

Not me....I still use Yahoo Messenger but we never mention a person's full name or other sensitive information. Just stuff like, "call hospital and get Bert's labs from 2/9/10 please". Or "I really need to go to the bathroom....knock on door and tell me the ER is on the phone." Each room has a different Yahoo identity.

I like IP Messenger since it does not do anything outside your network. Reduces the temptation of someone using yahoo messenger for outside use.

We use Windows Live Messanger. We say "pt 2135 needs refill of prozac". Works great.

Actually Steve, I have come to the conclusion that allowing my patients to use outside messaging during work is better than back in the day when a staff member had to get another staffer out of a room to tell them that a spouse was on the phone wanting them to pick up milk on the way home. As much as I may have tried to limit personal phone use it got to be comical when, after hearing her say things like "I already told you you are not going out with him so forget it", I would step out of a room and the receptionist (who is no longer in my employ)was actually on the phone with her daughter and would quickly say something like "Ok, then, I have you down for your appointment next week".
Now, I may walk out of a room and note an employee chatting with someone on Yahoo but they know their chat history will be monitored. I have been known to walk up behind them and read the chat box over their shoulder or, if they have minimized it, maximize it and read everything there. I figure, "My machine, my office, my right to read anything". So, for the most part, they know not to abuse it or take advantage of me. Of course my current employees have been around with me for a long time so we basically know most everything about each other anyway.

I unfortunately find that an inch becomes a mile - IP Messenger works great - no one outside of office can send messages. I recently had to lock IE for facebook as it was becoming an issue. People tend to think it is no big deal.

I understand that some might think that colors on the schedule isnt really worth it. And frankly, too many colors like I've seen on some programs is a hindrance. But there should be a quick and easy way for people to look at AC calender and see that the patient has arrived or there is some special issue (balance due, etc.)about the patient. A color for "Arrived" and/or for "Balance Due (green maybe?) seems like good approach. Even the Flag implemented is useful. But these things need to become visible when you click on the name in the Calander since when the patient is coming in thats where you are looking. We use an external program to schedule and import it, so it easy to msiss things if they only show up when you bring up their name one the left side of the screen.

I have taken one of your suggestions and made appointment types for 'follow up arrived' and 'new patient arrived' in addition to 'follow up' and newpatient'. My Receptionist just changes to this and back again when they leave. Works fine.

We use a program called RealPopUp. Works great. Can broadcast to all in the office or specify recipients. Also free.

When a patient arrives, our front office edits the appointment to add "HERE" to the beginning of the Appointment "Reason" or comment. When the patient has completed checking in, they change it to "READY". Anyone looking at the AC schedule can see when a patient is in the building and/or ready to go.

I have tried many different methods with this program with respect to this procedure and this is how it has been managed successfully in this office for quite a few years with few issues.

When a patient is checked in and ready to be roomed, the receptionist forwards the chart attached to an email within AC to the MA or MA's on duty. The MA opens this message with chart attached in the exam room and enters the vitals. She then forwards the chart to the AP who can open it and chart in the exam room or later in their office depending on their preference. After trying many different methods I have found this to be the most effective way to manage patient flow and alerts. MA's must watch their in-box and the clock, staying abreast of the clinic schedule at all times. Their employment review covers their efficiency in this regard as whether we have alerts, pagers or sixth sense, they are still required to manage the schedule and be aware of what is taking place within the system at all times.

Recap:

1.) Check-In - Front desk attaches and forwards chart in email in AC alerting MA staff that patient is ready to be roomed.
2.) MA opens AC and email in exam room, enters vitals and forwards the chart to physician to finish
3.) Physician opens chart in AC email, charts then saves data accordingly.

We are still an office that has not totally relinquished the use of some paper, specifically encounter forms to be given to charge entry at the end of the day. We edit the appointment and put a simple "ci" at the end of the appt comments and then drop the encounter form in a folder on the wall that the ma's use to check when patients are in the office and ready to be roomed. The ma's then pull the chart do their stuff and forward it to the doctor with the room number the patient is in.