Scheduling

This screen displays two tabs:

• Appointments - the diary of appointments and their status.  The buttons allow you to move the appointment through its various stages from new to completed. For background see Concepts|Schedules, Work Lists and Workflow.
• Free Appointment Slots - provides a facility to find free appointment slots

Appointments

The appointments tab displays data in several modes:

• multi-schedule
• single schedule
• multi-day

Note that the left hand panel displays the current customer and patient. This will change as the different appointments are selected. Below the Bourke/Muffett appointment is selected (note the italic font).

First the multi-schedule display.

This is essentially a select screen. The selection fields area as follows:
View - this is used to select the Schedule View to be used
Schedule - this can be set to All or any one of the Schedules that are part of the current Schedule View.  If you select other that All, then the schedule will be displayed in single schedule mode - see below.
Clinician - this can be set to All or any one of the clinicians. If you select a clinician, then all the appointments for clinicians other that the one selected will be 'greyed out'.
Date - the date selector allows you to enter a date, go back or forth one day, or one week (the outer arrows), or, with the black square, select today.
Highlight - this can be set to Clinician, Event Type or Status and changes the colours used to display each appointment
Time - this can be set to All, Morning, Afternoon, Evening, AM or PM. This sets the part of the day for which the schedule is displayed. Note also that if there is part of the day for which the schedule is not available then there will be no slots in that part. In the picture, the Surgery starts at 8am but the main clinic not until 9am.

The display area consists of one column per schedule, each showing the events that match the selection conditions. Events may be appointments or calendar blocks; calendar blocks can be used to block out parts of a schedule to restrict appointment creation.
What is displayed for each appointment is set via the Administration|Organisation|Schedule View screen. Here you can see that this view is set to display the customer, patient and status (but not the clinician).

If a bell icon is displayed, it indicates that an SMS reminder may be sent for the appointment:

• a grey bell indicates no reminder has been sent
• a gold bell indicates a reminder has been sent
• a red bell indicates a reminder could not be sent. The Reminder Error field in the appointment will display the reason.

The buttons are as follows: (see below for when the various buttons are displayed)
New - create a new appointment in the currently selected time slot. To select a time slot, click it and it will display in the slot, then press the New button (or click the slot again) and the New Appointment screen will open. The new appointment will have status Pending.
Edit - edit the selected event
Delete - delete the selected event. A confirm window will appear. Note that you cannot delete appointments that have status Completed - if you really do need to delete a completed appointment, first edit it to change the status to other than Completed.
Print - print the selected appointment.
Mail - email the selected appointment.
Check-In - initiates the check-in process      }
Consult - opens the Visit Editor window        } click here for details
Check-Out - initiates the check-out process  }
Transfer - transfers a patient to a Work List }
OTC - Over The Counter sale - opens the New Counter Sale window to allow you to make an OTC sale
New Flow Sheet - creates a Smart Flow Sheet for the patient associated with an appointment.
Remind - sends an appointment reminder SMS for the selected appointment.
Block - creates a new calendar block in the current selected time slot.

 

Moving an event

To move an appointment or calendar block to another date/time, either:

• edit it and change the start and end times; or
• 'cut and paste' it:
  • select the event by clicking on it
  • cut it using Ctrl-X
  • navigate to the day and schedule that you want
  • click on the new time slot so that appears
  • paste it using Ctrl-V

Cut and paste allows the event to be moved to another schedule.

Copying an event

To copy an event to another date/time, either use 'copy and paste':

• select the event by clicking on it
• copy it using Ctrl-C
• navigate to the day and schedule that you want
• click on the new time slot so that appears
• paste it using Ctrl-V

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The single-schedule display is as follows:

The selection fields and buttons are the same as for the multi-schedule display.

The display area columns are as follows:
Time - the slot start time
Status - the appointment status - which will be (in logical order) one of Pending, Waiting, Admitted, In-Progress, Billed, Completed, or Cancelled. Note that the status 'Checked-In' is translated here to 'Waiting' with the time since checked-in - see the 9.30 slot in the picture above.
Appointment Type - the type of appointment - those available are set via Administration|Types|Appointment Type
Customer - the customer - note that the name is a link - clicking on it will take you to the Customers|Information screen
Patient - the patient - note that the name is a link - clicking on it will take you to the Patients|Medical Records screen
Notes - the notes for the appointment
 

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The multi-day display is the default display for Schedule Views that have Multiple Day View selected:

The selection fields and buttons are the same as for the multi-schedule display. It adds:

Dates - this allows the date range to be selected:

• Month - displays a month of appointments
• Fortnight - the default. Displays 2 weeks of appointments
• Week - displays a week of appointments
• Day - the same as the multi-schedule display

Show - this determines how schedules are displayed

• All - displays all schedules as they appear in the selected View
• Cages - displays schedules grouped by their Cage Type, with:
• total slots by Cage Type
• available slots by Cage Type, by day
• Summary - similar to the Cages view, except that the appointment details are displayed as one of:
  • B - indicates that the pet is boarding, i.e. is staying overnight
  • D - indicates that the pet is in for the day only
  • > - indicates that the pet is leaving on the day
• Check-Ins - displays all schedules that have check-ins for the selected day
• Check-Outs - displays all schedules the have check-outs for the selected day

The display area consists of one column per day, and one row per schedule, each showing the appointments that match the selection conditions.

Appointments that start on a date before the first displayed date have an icon.

Appointments that end on a date after the last displayed date have an  icon.

 

 

Available Buttons
The following table shows when each button is displayed.

Button	Displayed When
OTC	Always
New	Time slot selected
Edit	Event selected
Delete	Event selected
Print	Appointment selected
Check-In	status = Pending
Consult	status = In-Progress, Billed, Completed Note that if you press Consult on a Completed or Billed appointment, then the Visit Editor opens so that you can add to the visit record
Check-Out	status = In-Progress, Billed, Completed Note that if you press Check-out on a Completed appointment, a new invoice will be opened so that you can add items to it.
Transfer	status = Checked-In, In Progress, Admitted, Billed, Completed
New Flow Sheet	An appointment is selected and Smart Flow Sheet is configured for the Practice Location.
Remind	The selected appointment has status Pending, the appointment is either for today or in the future, and the customer can receive SMS messages.
Block	Time slot selected

Find Free Appointments

The Find Free Appointments tab simplifies locating free appointment slots.

The upper part of the screen displays the query critiera. The lower part, the free slots matching the criteria.

Below, the query is for free slots in the Main Appointment Schedule from the 1/7 to the 3/7 between 10:00am and 1:00pm that are at least 1 hour in length.

Four matches have been shown. Clicking on one of these will switch to the appropriate Schedule View on the Appointments tab, selecting the Schedule time.

 

View - this is used to select the Schedule View to be used.
Schedule - this can be set to All, or any one of the Schedules that are part of the current Schedule View. 
From - the date to start searching from.
To - the date to search to.
From Time - the time of day to start searching from. If not set, this defaults to the time the schedule starts at.
To Time - the time of day to search to. If not set, this defaults to the time the schedule ends at.
Duration - the minumum duration to search for. This defaults to the minumum duration of the selected Schedule(s).
Clinician - filters by clinician. The clinician must be rostered on within the date range.
Cage Type - filters by Cage Type. This is only displayed when Schedules have Cage Types.

Boarding Schedules

Find Free Appointments can be used to locate consecutive days in boarding schedules. These should be configured to either have no Start Time nor End Time set, or to start at 0:00 and end at 24:00.

 

Work Lists

This screen is used to display the Work Lists - ie the list of tasks and their status. The buttons allow you to move the task through its various stages from pending to completed. For background see Concepts|Schedules, Work Lists and Workflow.

The screen displays data in two modes, multi-list and single list. Note that the left hand panel displays the current customer and patient. This will change as the different tasks are selected. Below the Casbolt/Bree task is selected (note the italic font).

First the multi-list display.

This is essentially a select screen. The selection fields area as follows:
View - this is used to select the Work List View to be used
Work List - this can be set to All or any one of the Work Lists that are part of the current Work List View.  If you select other that All, then the work list will be displayed in single list mode - see below.
Clinician - this can be set to All or any one of the clinicians. If you select a clinician, then all the tasks for clinicians other that the one selected will be 'greyed out'.
Date - the date selector allows you to enter a date, go back or forth one day, or one week (the outer arrows), or, with the black square, select today. Note that the date controls what is displayed as:
startTime <= day 23:59:59 and (endTime >= day 0:0:0 or endTime is null)
Functionally, this means that completed tasks will only be displayed if they were completed on the selected date.
Highlight - this can be set to Clinician, Event Type or Status and changes the colours used to display each task
Status - this can be set to All, Incomplete, or Complete

The display area consists of one column per work list, each showing the tasks that match the selection conditions. What is displayed for each task is set via the Administration|Organisation|Work List View screen. Here you can see that this view is set to display, the customer, patient and status (but not the clinician). The i balloon indicates that there is a note for the task - clicking the balloon will display the note. (If the task has been created as a result of checking-in a patient, then the task note will generated from the appointment reason and any appointment note.)

The buttons are as follows: (see below for when the various buttons are displayed)
New - create a new task in the currently selected work list. You may find it more obvious to click in the half slot at the bottom of the tasks in the desired work list column - this will display in the slot, then click it again (or press the New button) and the New Task screen will open.
Edit - edit the selected task.
Delete - delete the selected task.
Print - print the selected task.
Mail - email the selected task.
Consult - opens the Visit Editor window.        } click here for details
Check-Out - initiates the check-out process . }
Transfer - transfers the task to another work list. If the target work list has:

• templates or Use All Templates is ticked, a Print window will be displayed listing the available templates to print.
• Create Flow Sheet ticked and Smart Flow Sheet is configured and the patient has a current Visit and no Flow Sheet, one will be created.

OTC - Over The Counter sale - opens the New Counter Sale window to allow you to make an OTC sale.
New Flow Sheet - creates a Smart Flow Sheet for the patient associated with a task. 

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The single-list display is as follows:

The selection fields and buttons are the same as for the multi-list display.

The display area columns are as follows:
Started - the time at which the task was created - not that only hours and minutes are shown even if the task was started say 3 days ago
Status - the task status - which will be (in logical order) one of Pending, In Progress, Billed, Completed, or Cancelled
Task Type - the type of task - those available are set via Administration|Types|Task Type
Customer - the customer - note that the name is a link - clicking on it will take you to the Customers|Information screen
Patient - the patient - note that the name is a link - clicking on it will take you to the Patients|Medical Records screen
Notes - the notes for the task
Time - the time (in hours and minutes) since the task was started

 

 Available Buttons
The following table shows when each button is displayed.

Button	Displayed When
OTC	always
New	work list selected
Edit	task selected
Delete	task selected
Print	task selected
Mail	task selected
Consult	status = In-Progress, Billed
Check-Out	status = In-Progress, Billed
Transfer	status = Pending, In-Progress, Billed
New Flow Sheet	a task is selected, and Smart Flow Sheet is configured for the Practice Location

Messaging

Investigations

This Investigations screen is used to display the status of investigations. For background see Concepts|Investigations.

This is a standard select screen. As well as the date range you can select by:

Search - use this to locate investigations by patient names or investigation identifier.
Status - can be set to All, Cancelled, Finalised or In Progress - see below.
Order Status - can be set to Incomplete, Pending, Confirm Order, Sent,Waiting for Sample, Partial Results, Received, Reviewed or Error. If set to Incomplete, this will match investigations that are not Reviewed. See below.
Location - filters by the practice location where the investigation was created. Restricted to the locations visible to the current user. Investigations with no location (i.e. investigations created prior to OpenVPMS 1.8) will always be displayed.
Clinician - filters by the clinician who created the investigation.
Investigation Type - filters by investigation type.

The column headings are as follows:
Date - the date on which the investigation was initiated.
Last Updated - the date when the investigation was last updated.
Investigation Type - the type of investigation - clicking on the link takes you to the Administration|Types|Investigation View screen to view the details.
Customer - the owner of the patient at the time of the investigation.
Patient - the patient - this is a link and you can click on it to go to the patient's medical records screen
Request Id - the unique number that identifies the investigation
Status - the status - see below
Order Status - the order status - see below
Product - the product that invoked the investigation, or, if the investigation was manually initiated, the product (if any) specified
Clinician - the name of the clinician (note that in this example the practice is using the convention of using 'short names' for their clinicians) - clicking on the link takes you to the Workflow|Messaging screen to display messages to this clinician.
Location - the practice location where the investigation was created. For investigations with no location (e.g. those created prior to OpenVPMS 1.8), this will display None.
Supplier - the organisation doing the test or procedure - clicking on the link takes you to the Suppliers|Information screen to display the supplier's details
Report - if results have been received, they will be shown here - clicking on the link will display or download the result image/document. Note that in the above screen shot you can see that the majority of the results files have the investigation number as the first part of the file name - this allows the automatic loading of the results file by the document loader program.

The Status will be one of the following:

• In Progress - the initial status.
• Cancelled - the investigation has been cancelled.
• Finalised - the investigation has been finalised and only limited editing is supported.

The Order Status will be one of the following:

• Pending - the initial status. The order is yet to be sent.
• Confirm Order - the order needs to be confirmed before it can proceed.
• Sent - the order has been sent.
• Waiting for Sample - the laboratory service is waiting for a sample.
• Partial Results - some results for the order have been received.
• Received - all results have been received.
• Reviewed - the results have been reviewed.
• Error - the order has an unrecoverable error.

The buttons are:

• View - view the selected investigation
• Edit - edit the selected investigation
• Confirm Order - confirm an order for an investigation, if the laboratory service supports it.
  This must be used when an investigation has Confirm Order order status in order to submit the order.
• Check Results - check for results for the selected investigation, if the laboratory service supports it.
  If the investigation updates, the date displayed in the Last Update column will change, the Report column will display the results, and the Order Status should change to Partial Results or Received.
• Mark Reviewed - mark an investigation as being reviewed.
• Unmark Reviewed - changes the investigation status from Reviewed to Received. Use this if an investigation needs further review.
• Cancel Investigation - cancels the selected investigation

Visit Editor

The Visit Editor allows you to do all the work of recording the activities in the visit.

It has a tabs for Summary, Invoice, Reminders/Alerts, Documents, Prescriptions and Estimates.

Although the Summary tab looks almost the same as the Patients|Medical Records screen Summary tab, it has two extra buttons at the bottom, OK and Cancel. OK means 'save any changes I have made and exit the visit editor'; Cancel means 'discard any changes I have made and exit the visit editor'.

These OK and Cancel buttons are present on all the tabs. Thus if you press OK on the Invoice tab, you will exit the Visit Editor. If you press OK but didn't intend to exit the Visit Editor, don't worry - just press the Consult button and that will return you to the Visit Editor.

Check-Out Print

The window below is displayed at the end of the check-out process when there are documents to be printed. Thes may be invoices, certificates and forms, etc.

Ensure the ones you want printed are checked, and uncheck all the rest. The buttons are as follows:

OK - initiate the printing of the selected documents
Skip - skip the printing
Cancel - abort the check-out
Mail - bring up an email write screen so that the selected documents can be emailed
 

Customer Orders

The Customer Orders screen displays the status of customer orders and returns.

Orders and returns are created:

• by Pharmacy Services when pharmacy products are dispensed
• when treatments are given in Smart Flow Sheet that have billing enabled

Returns are created by Laboratory Services when laboratory orders are cancelled.

 

 

Query

Customer orders can be queried by:

Type	The customer order type. Defaults to All, indicating all order types.
Status	The customer order status. Defaults to In Progress.
Date Range	Filters orders and returns based on their creation date. If All is selected, no filtering occurs.
Location	The practice location where the order was created. Restricted to the locations visible to the current user.
Customer	The customer that the order belongs to
Clinician	The clinician responsible for the order

Actions

The following actions may be performed:

New	Create a new order or return.
View	View the selected order/return.
Edit	Edit the selected order/return.
Delete	Delete the selected order/return.
Invoice	Where possible, OpenVPMS will automatically process orders and returns during the Check-In, Consult, and Check-Out worfklows. This button can be used to charge orders and returns outside of workflows. See Order Charging and Return Charging below
Print	Print the selected order/return.
Mail	Email the selected order/return.

Order Charging

If the selected order does not relate to an existing invoice, a new Invoice will be created.

If the order relates to an existing invoice, and the invoice is:

• In Progress - the order will update the invoice. For each corresponding line item:
  • The order Quantity will be added to the Received Quantity
  • The invoice Quantity will be set to the new Received Quantity
• Finalised - and the order quantity is:
  • equal to the invoice quantity - the order will be Finalised
  • greater than the invoice quantity - a new Invoice will be created. The new line item quantity will be the difference between the order and invoice quantity.
  • less than the invoice quantity - a new Credit will be created. The new line item quantity will be the difference between the invoice and order quantity.

Warning: if there are multiple orders or returns relating to a single invoice, and that invoice is Finalised, these will not be taken into account when determining the new Invoice/Credit quantity.

Return Charging

If the selected return relates to an existing invoice, and the invoice is:

• In Progress - the return will update the invoice
• Finalised - a new Credit will be created

Laboratory Returns

Laboratory Returns are different to other Returns in that their only action is to set the corresponding Investigation status to Cancelled. They don't change the Invoice Quantity, nor do they create a Credit if the Invoice is Finalised.

This is because there is not a 1:1 mapping between Invoice Items and Investigations. If a Laboratory Return is received, any Invoice amendments must be done manually.

 

Rostering

The Rostering workspace provides support for scheduling employees in shifts.
This can be used to ensure:

• employees are available to work on a particular day
• clinicians can be scheduled to appointments

The screen displays two views of these shifts:

• Areas - displays shifts by Roster Area
• Employees - displays shifts by User

In both, new Shifts are created by clicking on an empty cell.

The buttons are as follows:

Edit	Edit the selected shift
Delete	Delete the selected shift

Copying a shift

To copy a shift to another date/time, either use 'copy and paste':

• select the shift by clicking on it
• copy it using Ctrl-C
• navigate to the desired day
• click on the new time slot so that appears
• paste it using Ctrl-V

Moving a shift

To move a shift to another date/time, either:

• edit it and change the start and end times; or
• 'cut and paste' it:
  • select the shift by clicking on it
  • cut it using Ctrl-X
  • navigate to the desired day
  • click on the new time slot so that appears
  • paste it using Ctrl-V

Cut and paste allows the shift to be moved to another area or employee.