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| The Appointment Scheduling Module is designed to help you keep track of each staff member's appointments. Options also include staff meeting scheduling, group meeting scheduling with multiple clients or other staff, event scheduling for a particular client, group of clients, or other staff, and a direct tie-in to other BTI/HSS modules for ease of billing, and recording of complete client demographic information. |
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| Highlights |
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| The Appointment Scheduling Module features: |
| pop up calendar window with automatic date entry |
| a display of all scheduled appointments for a client |
| scheduling by date, available time slot, staff member, client number, group, staff type, staff specialty, or supervisor |
| quick and easy staff meeting scheduling |
| creation of standard lists of staff members for ease of selection for staff meetings and client appointments |
| entry of recurring appointments such as regularly scheduled therapy |
| creation of individual appointments, group sessions, and staff meetings |
| a maintenance section to set up staff member types, client groups, and available staff hours |
| client search by name, account number, social security, phone number, birth date, secondary I.D., or client status |
| staff search based on credentials, availability, department, program, staff group, place or location |
| warnings for scheduling conflicts |
| printouts of future appointments on client receipts |
| choice of printing staff service activity logs or service tickets as "turn around" documents |
| printing of staff turn around documents for billing and progress notes |
| automatic transfer of scheduled information to billing |
| point of service billing and receipt printing |
| direct posting of payments |
| client show vs. no-show tracking |
| printouts of client attendance for any client and any length of time |
| printouts of staff member schedules for any designated length of time |
| printouts of service forms for any number of appointments & days |
| direct interface to the Client Master, Accounts Receivable, Service Charge Entry, and History Files |
| a "reason for cancellation" coded field |
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| Description |
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The primary section of Appointment Scheduling has various options, each one accessing a specific module within the Appointment Scheduler or within the BTI/HSS system.
All appointments, meetings, and group sessions entered through Appointment Scheduling are assigned an event number.
The appointment scheduling program is designed with a series of "Work with" Displays. Each "Work with" Display contains a variety of functions and features and offers a different perspective on basic events that can occur within the day, namely-Client Appointments, Group Sessions and Staff Meetings. "Work with" displays group information in a logical fashion to address the needs of the users, and to help them easily accomplish a number of tasks. Single key stroke toggling between "Work with" displays is always available to either broaden or narrow the information displayed. The following is a brief description of several key "Work with" displays and other options available in Appointment Scheduling.
Work with Client Appointments by Date groups all client related activity for a selected date. Options are available to change the display date and time threshold, and limit the information displayed to specific location, department, program and place of service. Options are also available to easily mark client attendance, change details of an appointment, create new appointments, invoice the client, address client billing issues, cancellations, and more.
Work with Client Appointments by Case addresses all appointments scheduled, past, present and future, for a selected client. Options are available to easily mark client attendance, change appointment information, reschedule, create new appointments, invoice, specify cancellation details, and more. Appointment Scheduling provides ready access to key information concerning a client. Access to portions of the client data base, such as the Client Master, Billing History, and the Intake information is available from this display.
Work with Staff Event by Date shows the combined staff work load for a given day. Selection of another date and time is always available as well as defining what is displayed based on a specific location, program, department, group of staff members, etc. Options are available to change the details of the appointments and other staff events, mark client attendance, cancel meetings, work with individual staff schedules and with billing information.
Work with Staff Member Schedule provides a daily or weekly grouping of a staff member's individual schedule. Various options are available to manage a staff member's schedule. Staff Schedule Inquiry allows for individual staff member scheduling. Scheduling can be done on a daily or weekly basis. Four schedule types can be specified: Appointments, Meetings, Group Sessions, and/or Unavailable Times.
Search for Available Staff is a time slot search that can be used to display available date, time, duration, and/or staff members. The Staff Schedule Inquiry and Search for Available Staff are ways to schedule or view entries from a staff member perspective.
Client Search and Appointment Summary Search feature branches to the BTI/HSS Client Search program to find a client number. It maintains an appointment summary for each individual client and can hold an unlimited number of current and future appointments.
Work with a Group Session uses date and time entries to display any/all group sessions for the specified time period. From that display, a specific group session can be selected for updating, deleting, or Charge Entry. Any existing group session, past, present, or future can be referenced by its date and time.
Work with a Staff Meeting uses time and date entries to reference any staff meeting that exists in the Appointment Scheduling system. A listing is displayed for a specific date and, from this listing, staff meetings can be selected for updating.
Service Charge Entry branches directly to the Client Service and Charge Entry Program of BTI/HSS. All Charge Entries created through the Appointment Scheduling Program go into a posting file from the batch created at a workstation(s).
Payment Adjustment Entry branches directly to the "Payment/Cash Receipts Entry" program of BTI/HSS Billing to allow access to the billing module for ease of payment entry or adjustments needed when in the Appointment Scheduler.
Print Client Invoice prints an "on-site" (7" by 5") invoice at the point of service. It can be used as an "appointment card" to list up to three future appointments with corresponding reference number, current account balance, and amount due at the time of print. The reference number correlates with the actual number of an event or, in the case of a payment, the actual check number.
Set Staff Availability displays details of a schedule, showing available and unavailable times for an individual staff member. From this option, work schedules can be updated, created, and deleted.
Work with Staff Lists establishes a roster of staff members as an entity with a group ID, which can then be referenced throughout the Scheduler as needed. This is useful for group sessions or meetings that repeatedly have the same staff in attendance.
Work with Group Session List acts as an "attendance sheet" or "client roster" for clients with a specific group ID number. The group ID number established is unique to a particular grouping of clients and can be used throughout the Appointment Scheduler to reference these clients. |
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| Further Information: |
| Contact BTI for sales information (pricing, availability, detailed product info, ordering) |
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| The Billing section of the software works together with information entered in the Client Demographics components to provide the ability to bill multiple funding sources in a number of different ways. | |
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| The Client Data System or CDS Module, is the main software module of BTI's integrated system. CDS contains extensive client demographic information including history and tracking capabilities. | |
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| The Intake and Call Logging System integrates with the Client Data System and Appointment Scheduling modules. It is designed to manage services provided or "initially" provided throught telephone contact, to manage client waiting lists, and to track calls from or concerning registered clients. | |
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