Scheduling Flowcast 3'0

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Scheduling Flowcast 3.0

• Midwest Regional User Group Meeting
• March 22, 2004

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What are the known updates?

• References to "Visit(s)" referring to
  appointments will be replaced with the word
  "Appointment(s)
• Notes field for the on-line bump list
• Notes field for the on-line wait list
• Significant changes to Schedule Set-up and
  Maintenance

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What are the known updates?

• Changes to the way Master schedule information is
  displayed
• After distributing a master, the system displays
  "conflict" work list of days that did not get
  changed.
• Conflict list displays information as to why the
  daily schedule is on the list, i.e. day in use,
  day had appts, day has been edited.
• Ability to distribute Master to days on conflict
  list
• Ability to view daily schedules from conflict
  list
• Ability to remove past date schedules from
  conflict list

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What are the known updates?

• Ability to remove a date from the list of days to
  transfer a template
• Additional Daily and Template changes
• Enhanced daily schedule audit trail

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Visit to Appointment Change

• In Sched, anywhere the word visit" appeared
  where it was referring to an appointment was
  replaced with the word "Appointment
• Examples
• Appt Type from Visit Type
• Appointment Data Form from Visit Data Form
• Why?
• Sched books appointments
• AVM creates visits

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Bump List Notes

• A new action code N appears on the on-line bump
  list
• A note on can be entered by typing an E to edit
  the word processing field.
• Uses
• Documentation of patient contact
• Documentation of actions taken to reschedule the
  appointment

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Wait List Notes

• A new action code N appears on the on-line wait
  list
• A note on can be entered by typing an E to edit
  the word processing field.
• Uses
• Documentation of attempts to contact patient
• Documentation of patient responses to the
  possibility of moving up appointment

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Appearance Changes

• Scheduling and session comments moved off the
  first screen
• Vertical sessions format
• Action codes for editing
• Freeze labels on the right side of the screen
• New screen for adding a superslot
• Actions are added as situations arise on the
  screens for them to be used.

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Table of Action Codes
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Table of Action Codes
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Action Code A

• To define a new session or edit the information
  for an existing session, press A.
• A bottom form will display on which you will
  specify the session, AM, PM or EVE.
• Then you can add or edit the ending time and the
  location for the session selected.
• NOTE EVE sessions have a system defaulted end
  time of 1200 midnight. This can not be
  overridden by the user.

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Action Code S

• In order to add a regular slot or a non-clinic
  slot, you press S.
• A bottom form will appear in which you will
  specify the
• Session where you want to add a slot
• Start time of the slot
• Appointment type
• Allocation, i.e., how many of that appointment
  type you want to allow at that time.
• If the appointment type is defined as a
  non-clinic type, you will have to enter the
  duration in minutes you want the non-clinic type
  to be effective.
• Press file when you are finished, and you will
  be taken back into the top screen.

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Action Code U

• In order to add a superslot, press U.
• After the new screen opens, enter the following
  information
• Session where you want to add the slot
• Begin time of the first appointment in the
  superslot
• End time of the last appointment in the
  superslot,
• Interval (using the lowest common denominator for
  all the appointments to be included in the
  superslot)
• Repeat count. (how many appointments you want to
  allow for each interval duration)

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Action Code U (cont.)

• For Superslots using ANY or WLK slots
• At the Type to Include field, accept the
  default of ANY to use ANY, ANY, WLK or WLK
• The total allocation will default in.
• To set the superslot up for WLK, or WLK, enter a
  Y at the Accommodate Walk-ins field.
• If you want to use an ANY or WLK, enter the
  appointment types to exclude, i.e., those not
  allowed in the slot, under the Excluding prompt

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Action Code U (cont.)

• For Superslots using specific appointment types
• At the Types to include prompt, change the ANY
  to SPECIFIC
• The screen changes so that you have a place to
  enter the appointment type(s) and allocation.
• When you are finished entering appointment types,
  file.
• Note When specifying appointment types, the
  allocation is for each appointment type, not the
  superslot as a whole.

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Action Code E

• To edit an existing regular slot, select the
  slot(s) and press E.
• A bottom form will open where you can edit the
  appointment
• Time
• Type
• Allocation

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Action Code E (cont.)

• To edit an existing superslot, select the slot
  header and press E.
• A new screen will open where you can edit the
  superslot information
• If you are editing a superslot in a master
  schedule, the following information can be
  edited
• Begin time
• End time
• Interval
• Repeat count
• Appointment type
• Allocation

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Action Code E (cont.)

• If you are editing a superslot in a daily
  schedule, the following information can be
  edited
• Repeat count
• Appointment type
• Allocation

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Action Code F

• To freeze or future freeze/thaw slots, select the
  slot(s) you want to freeze and press F.
• A bottom form will open where you may enter
  freeze/thaw information if desired.
• F10 to accept the N default at the Define
  Thaw information? to freeze a slot.
• Change the default to Y at the Define Thaw
  information? to add future thaw information.
• At the Thaw day(s) before schedule date,
  enter the number of days prior to the future date
  for the system to thaw the slot.
• F10 when finished. Freeze or Freeze/Thaw
  will appear in the display to indicate the slot
  is frozen.

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Action Code F (cont.)

• If a slot is already frozen with a regular freeze
  (not future freeze/thaw) and you want to change
  the slot to a future freeze/thaw, you will have
  to
• Thaw the slot first
• Then re-freeze it, applying the freeze/thaw
  information at the time you are freezing the slot.

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Action Code W

• To specify an appointment type switch on a
  regular slot(s), select the slot(s) and press W.
• Complete the information in the bottom form that
  appears including
• Appointment type you want to switch to
• How many of that appointment type you want to
  allow
• How many days before the schedule date you want
  the switch to occur.

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Action Code W (cont.)

• For a superslot, you can either switch the whole
  superslot to an ANY, or for each appointment type
  defined in the superslot you can specify a
  different appointment type to switch to.
• You also set the number of appointments you wish
  to allow.
• Note, you cannot change more than one
  appointment type to the same switch to
  appointment type.

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Action Code X

• To see the detail information on future freeze
  thaws and switches, press X.
• The freeze/thaw or switch information is
  displayed in the line underneath the slot.

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Action Code V

• This action code is only valid for daily
  schedules
• To see a before and after snapshot of changes
  made to the daily schedule, press V.
• A screen will open on which you can see some
  information about changes to the daily schedule
  including the
• Date and time of the edit
• Username of the person who made the change
• Transaction number of the change from the main
  Sched Audit Trail
• Type of edit made.

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Action Code V (cont.)

• At the bottom of the screen there are two
  additional action codes.
• V allows you to view the before and after view of
  the day.
• To scroll this display and see more time slots,
  type an F for forward or a B for backward.
• When there has been more than one type of edit
  made to the schedule at one time, for example
  Slot changed and Comment changed, a set of
  ellipses (...) will be displayed next to the type
  of edit.
• To see the other edits made, press X to expand
  the display. The other types of edits are listed
  underneath the first edit for the slot.

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Action Code Y

• This action code is only valid for Master
  Schedules
• Pressing Y opens a bottom form on which you can
  specify the date you want the master to end.
• After you file the master, you will get a list of
  daily schedules that were affected by adding the
  end date.
• You cannot do anything to these dates from this
  page. These daily schedules must be fixed by
  either deleting them or by creating a new master
  schedule for the same day(s) of the week and
  cycle (recurrence).

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Action Code B

• This action code is only valid for Templates.
• To add or edit the description of a template,
  press B
• A bottom form will appear where you can add or
  edit the template description.
• F10 when you are finished with the description.
  
• Note This is the text that displays when you
  type a ? at a template prompt and will help you
  to identify the correct template with which you
  want to work.

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Action Code C

• Pressing a C will take you to the Schedule
  Comment and Session Comments that formerly
  appeared on the opening Add/Edit screen.
• The Schedule Comment is a typically used as a
  descriptor for the person managing the schedules.
  Schedulers will not see these.
• The Session Comments are messages for to help the
  schedulers correctly utilize the schedules.

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Action Code D

• To delete a slot or series of slots, select the
  slot(s) and press D.
• The slots will be immediately deleted.
• If you deleted any slots in error, cancel out of
  the edits without filing.

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Action Code R

• To remove appointment type switches on a slot,
  select the slot(s) and press R.
• A message will appear if you are removing a
  switch for an entire superslot notifying you that
  you can remove individual switches using Action
  Code W.

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Action Code T

• To thaw (unfreeze) a slot, select the slot(s) and
  press T.
• The slots will be immediately thawed.
• If you thawed any slots in error, cancel out of
  the edits without filing or refreeze them using
  Action Code F.

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Removing a day when transferring a template

• When transferring a template, if an errant day is
  entered while listing all the days to transfer
  the template to, the incorrect dates can be
  deleted by pressing the NumLock key following
  by pressing Enter

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Conflict List

• Stops the need to print master schedule
  discrepancy reports
• On-line available to show days schedules did not
  distribute to.
• Includes the reason the schedule did not
  distribute to a certain day.
• Allows the user to view the daily and/or master
  schedule before deciding whether or not to
  distribute the schedule anyway

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V Action Code Brings you to this screen
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