Overview This course will provide thorough operational instructions in the use of the Appointment Scheduler for receptionists and front desk personnel.
Participants will learn how to schedule appointments, maintain staff schedules, invoice client payments, update client information, print staff schedules, create new clients records, search for client appointments, check client balances, reschedule appointments, update appointment information, and submit appointment information for billing.
Individuals will learn in a workshop environment which will incorporate significant practice time, and student quizzes that repeat the basic operations to ensure that all participants are comfortable using the software.
Prerequisites Participants should have some knowledge of the agency's scheduling practices or front desk procedures. Some knowledge of the AS/400, sign on procedures, and keyboard functions would be helpful.
Intended Audience Individuals responsible for scheduling appointments, collecting basic client information, answering telephones and collecting intake data, printing staff schedules, or maintaining client records, Supervisors that oversee the front desk functions, and MIS personnel that want a thorough understanding of Appointment Scheduling.
Content Basic
Agenda Day One:
* Scheduling Appointments
- Four ways to view appointments
- Understanding appointment scheduling terms
- Creating an Appointment
- Searching for Staff schedules for available time
- Rescheduling appointments
- Canceling appointments
- Printing Staff Schedules
- Searching for Clients’ Scheduled Appointments
* Maintaining Client Data
- Updating client information
- Searching for a client's record
- Creating a new client record
Day Two:
* Working with Staff Schedules
- Creating a staff schedule
- Updating staff schedule/availability
* Working with Staff/Group Lists and Events/Meetings/Appointments
- Creating Client Group Lists and scheduling group events/appointments
- Creating Staff Lists and scheduling meetings
* Invoicing and submitting billing information from the Appointment Scheduler
- Entering Attendance/Absence Information
- Overview of Service and Payment Entry
- Creating or selecting a batch to use
- How Service and Payment Entry batches are processed
- Invoicing an appointment or issuing an appointment reminder
- Submitting appointments to Service Charge Entry
- Entering payments from clients
* Introduction to Client History (A/R Data)
- Looking at Client (Self-Pay) balance information
Day Three:
* More Appointment Scheduling Options
- Copying an appointment
- Deleting an appointment
- Updating/Changing appointment information
- Printing staff logs and service tickets
- Selecting specific appointments to view
* Work with Appointment Scheduling Functions
- What are functions and how do they work
- Moving between the Appointment Scheduler and other parts of BTI/HSS
Logistics • Courses are held at BTI’s office in Vineland, New Jersey.
• Beverages and lunch are provided for each full classroom day.
• Morning and evening meals are the responsibility of attendees.
• We are within convenient driving distance from both Philadelphia and Atlantic City airports and attractions.
• Attendees are responsible for providing their own hotel and travel accommodations.
• A listing of local hotels, restaurants, and directions will be provided upon course registration.
• We reserve the right to cancel or change scheduled course dates based on minimum attendance requirements.
Availability Course dates will be scheduled upon request.