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AENTE

Managing Appointments

Updated on: 11/12/2024

To manage customer appointments efficiently, first log into your account using your email/username and password. Navigate to the “Appointments” tab and select “Create Appointment.” If the customer is found in the system, proceed to the “Actions” section and click the “Take Consent” button. Toggle the switch to “Yes” to prompt the customer for their social security number and date of birth. Enter these details and finalize by selecting the “Take Consent” button.

If the customer is not found, start by logging into your account and selecting “Create Appointment” from the “Appointments” tab. Choose the ”+ Create appointment and customer” option to add a new customer, then select the relevant category and press “Select and Proceed.” Choose the service type, set the date, time, and location for the consultation, and click “Continue.” Enter customer details, specifying whether the customer is a B2B, Child, or Pet, complete all required fields, and click “Continue.” Review the provided information, proceed through the payment summary, accept the terms and conditions, and finalize by pressing “Create Booking.”

Access Appointment : As a provider/ User with field Permissions

  1. Log in to your account using your email/username and password.
  2. You can access your appointments either as a super admin (someone managing the appointments for patients at a medical entity) or a medical provider such as Doctor / Nurse.
  3. Click on the left menu and select Appointments → Appointments.
  4. Now you will be able to see a list of available appointments. If you are a provider, eg. Doctor, you can only see the appointments scheduled with you.
  5. The appointment page by default will show appointments for next 1 month. To view all appointments, cancel the date range filter.
  6. You can use different filters and the drop downs to slice the data.
  7. You can use the search bar to search a customer or use any keywords to locate the appointment.
  8. You can view the appointments in a tabular format to easily see all the details of an appointment such as schedule time, location, patient, service, status.
  9. The action field in the table is only accessible for user accounts with the field permission where they can approve or disapprove an appointment. (Superuser = Users with the field permission/ users with field action permission/ superuser permission inside their role)
  10. You can also adjust the number of rows per page at the bottom of the page.
  11. Click on the Calendar button to view the appointments in calendar format. You can see it at the month level.
  12. Calendar view has filters for services, staff and location.
  13. Click on reset filters to clear all filters.
  14. Now, to view details of a specific appointment, click on the appointment bar.
  15. You will see the appointment details page with the information regarding appointment scheduling, patient details, EMR, location details, etc.
  16. If you have any questions regarding the appointment, you can use the chat assistant.
  17. Click on “About Patient” to view patient’s information, address, contact details, etc.
  18. If you are a user with field permission rights, you can also see adiitional Payment tab where you can see the payment details of the appointment.
  19. Additionally, you can use following buttons to create an Exam, add the appointment to your calendar, add details about your EMR, and download EMR.
  20. If you are a user with field permissions, you can see the buttons: Cancel Appointment | Edit Appointment | Create Exam | Add to Calendar | Fill EMR Note: download EMR will only be available if the appointment is “Approved”.

Buttons Overview:

Cancel Appointment:

Click on cancel appointment to cancel your appointment. This button is visible only if your appointment status is pending. If you want to cancel the appointment, type the reason of cancellation in the following prompt.

Once the appointment is cancelled successfully, you will be able to see the cancellation details on the appointment details page.

Edit Appointment:

Edit appointment button is available only to users with field permissions. Once appointment is created by patient or Nurse, a super user (User with field permissions) can make changes to the appointment. However, edit appointment button is available only for “pending” status appointments and not for “Approved” appointments. Click on Edit appointment to start editing appointment details.

Here, you can see all the currently selected details such as the service, selected location, assigned nurse, and patient contact details. Click on “Select Category” to change the category of the service.

Once you change the category, you can see available services in that category. Click on the desired service and press “Continue”.

Now, you can continue through each tab to change or keep the same location, nurse, schedule, etc. You can also select the necessary Payment details, additional charges and click “Update”

Create Exam:
  1. Click on “Create Exam” to create an exam for the selected appointment.
  2. Fill the necessary details to create the exam. “Associated Lab” and “Sample Collected By” are the mandatory fields. You can also click on the “Sample stored” toggle if the exam requires to store the sample.
  3. Once you save the exam, it will be visible on the Appointment details page.
  4. You can change the location of the exam, print label or share the exam details using the following buttons.
  5. Click on the eye icon to view the tracking details of your exam.
Add to Calendar

Click on the add to calendar button and the calendar invite file will be downloaded to your system. You can open this file to sync this invite to your outlook or gmail calendar.

EMR

Click on “EMR” button to view the patient intake details and EMR details. Here, you will get options to either update patient intake information or download it. Scroll down to see the details of all attached forms and questions.

Click on the EMR Details tab next to Intake.

In the EMR tab, you will see some more details of the questionnaires related to your appointment and exam. Switch to each sub-tab to see the detailed information.

Based on the assigned permissions/ privileges, you will be able to edit information in this tab.

Certificate

Certificate tab helps you to select and download the certificate related to your appointment.

Click on the drop down to select a certificate from the available options.

Once you select a type of certificate, you will be able to add details for the selected certificate.

Click on “Download Certificate” once the details are added and the certificate will be downloaded in PDF format to your system. The next tab is to add the ICD-10 details.

Click on Add ICD-10 to see the list of ICDs.

You can search based on the symptoms or keywords and select relevant ICD-10.

You can also see the details of the ICD with See Details button.

Click on Next or Pervious buttons to navigate through the added ICDs.

Click on the Delete Icon to delete the ICD-10.

Approvals

You can view the questionnaire to validate claims on the approvals tab.

You can make changes to validate claims questions and save changes or reopen the approval questionnaire.

Once the details are added click on “Finish Approval Questionnaire”.

Referrals:

With referrals tab, you can add referral details for the appointment /procedure.

  1. Click on Add Referral Button to add a referral.
  2. Add details about the referral by selecting service, type, procedure etc from the dropdowns. Attach documents if required and select Add Referral.
  3. Once your referral is added, you will be able to view the referral details, download attached files or delete the referral.
  4. You can edit the referral information by clicking on edit icon.
  5. On the right side of the page, you can view patient details or access the files submitted.
  6. You can also make changes to “Approval Questionnaire”, save the changes and finally view the Procedure Report.
Download EMR

You can download the EMR report in PDF format. Access Appointment: As a patient

  1. Log in to your account using your email/username and password.
  2. You can access your appointments by clicking on the “left menu and select Appointments → Appointments.
  3. If you want to see the status of the appointment, and the details, click on the view button.
  4. After clicking on “View” you can see the appointment details page with scheduling details and patient details.
  5. If your appointment status is pending, you will get options to cancel or reschedule the appointment.
  6. If your appointment status is “Approved” you will get options to reschedule your appointment, add it to your calendar or download EMR.
Download Appointment Data

You can download appointment data, including: Patient Intake information, responses from your service form, and more.

  1. Log in to your account using your email/username and password.
  2. You can access your appointments by clicking on the “left menu and select Appointments → Appointments.
  3. If you want to see the status of the appointment, and the details, click on the view button.
  4. After clicking on “View” you can see the appointment details page with scheduling details and patient details.
  5. If your appointment status is “Approved,” you will see the option “Download Appointment Data.” Click on it.
  6. That’s It! The download of a JSON file will begin, containing all the information available for that appointment.

Reschedule Appointment:

  1. Once you click on Reschedule Appointment button, you will reach following screen where you can select the service category, choose the type of service, location, provider, timeslot and update your appointment.

  2. Click on Change Appointment button to update your appointment details.

Download EMR:

  1. Once your appointment is approved you can click on download EMR and your report will be downloaded to your system in PDF format.
  2. Your EMR will be blank if you haven’t filled the patient intake forms.
  3. Go to your appointment details and fill out the patient intake forms to have the most updated EMR of your appointment.
  4. Scroll down on the appointment details page to view patient intake forms.
  5. Click on “Finish patient intake” to submit the patient intake form.