Clear highlighting of patients that need a certain type of service or equipment.

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  • Updated 3 years ago
we need to be able to tick a box on a patient's file, that automatically puts a coloured triangle in their appointment (like when they have automatically received an sms or it is their birthday) so the front desk know that this patient needs a certain piece of equipment in a certain room.  (eg our older patients used to have a red sticker on their paper file that informed the front desk staff that they were to be sent into the adjusting rooms with the Hilo tables).  Is there a way this can be done?  Since switching to paperless, the frontdesk staff have to just know and have no way of being made aware.  As a result, some patients are being sent to an inappropriate room, leading them having to be conveniently moved (not easy for them to move in the first place.)
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Andrew

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Posted 3 years ago

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Luke D'Orsa

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We use the warning box and simply type in a reminder 'Consult 2'
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Andrew

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thanks Luke.  does this show up when just looking at the appointment book (so the staff can have a heads up for flow) or just when the patient is clicked when they arrive?
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Andrew

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might be a good temporary measure until we can get it clear.
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Luke D'Orsa

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Only when they arrive and the file is opened.
It is tedious but was the only solution we could come up with.
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Andrew

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thanks Luke.  will implement this while we find a more efficient and stress free way for the front desk team.  CHeers (i know there has to be an easier way.  not sure if i am making myself clear to smartsoft yet)
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Joyaa Antares

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We haven't yet made use of the relatively new "resources" facility, but I see that if you "edit appointment" you can "add a resource".   So your resource could be Hilo table.  This way the resource is specific to the appointment (one appointment) rather than the patient (all appointments, which a warning would do, would it not?).
However, I don't know if a resource adds a triangle or how it shows in the app't book. .....  Maybe someone who uses resources can chip in here?
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Andrew

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would this have to be done for every time they make an appointment Joyaa or once its in is it in permanently?  We would need it to show up though so any front desk staff will know thats where they are to be sent.
(Edited)
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Andrew

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i know it can be done because the tags come up automatically for sms patients and birthday patients.  we just arent having any luck finding how to do it.
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Steven, Business Care

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Hi Andrew 
The best way to do this in Front Desk is to allocate a resource to an appointment. The benefit of doing this is that you don’t have to worry about overcommitting a resource as Front Desk will not let you allocate a resource which has already been flagged as in use and you will have the ability to manage multiple resources. The other thing you may want to consider is rather than making your resource the "Hilo table", you may want to use the room that it is in (if the item cannot be relocated), such as "Room 2".
 
We have produced an article on setting this up, please find a link below:

https://community.smartsoft.com.au/smartsoft/topics/managing-appointment-resources-in-front-desk
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Andrew

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Thanks Steven.  I am not sure we are on the same page.  

Will this be automatically done each time this category of patient books in and is it highlighted as such in the appointment book.  In other words, so the front desks staff knows where to send this patient.  

Its about alerting the frontdesk staff that this patient needs to be sent to a specific area and the patient doesnt end up in the wrong adjusting area.

The aim is to apply this once (like a big read sticker on the paper card) and have it easy for all to see.

Andrew
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Steven, Business Care

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Hi Andrew
My interpretation was that your question was regarding allocating a resource (equipment). The other part of your question, allocating a service is handled by appointment types eg. Initial Consult, Pilates etc. A combination of Appointment Type and Resource will indicate the service and type of equipment needed. Further to this, you can also add notes on the appointment as require, eg. "Don't mention the war!" :)

We will take on board your idea of making these selections persistent so they are constant for each appointment for a patient until changed and perhaps visible without placing your cursor over the patient appointment.
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Joyaa Antares

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Andrew - "warnings" (which I think is Luke's method) - is specific to the patient and not to the appointment.  Is this what you want?  Do you want all that patient's appointments to (EG) use the Hilo) table?
Steven - interesting to read about resources - thank you - looks like you need to hover mouse over appointment to see the resources.  No triangle or red sticker as such(?)  In which case may not be suitable for Andrew.
Andrew - if some patients always need a Hilo table and some do not, you could consider two different appointment types.  If you set this up correctly, the appointment type shows in the app't book in a different colour.  Same item code, same fee, just a different app't type.    You can then make this app't specific, or you can set the default follow-up for a Hilo appointment to be another Hilo app't.
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Andrew

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can you let me know how to set the default follow up appointment and i will give this a go now.
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Andrew

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Have done it Joyaa!! worked.  perfect for what i need for now.

Legend
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Joyaa Antares

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Terrific.  I'll take that to heart.  :)
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Luke D'Orsa

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Joyaa, your solution is terrific!
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Joyaa Antares

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Thanks.  Credit to Tristan, Rocco and co. at Smartsoft for all their great tutoring over the years.