Appointment Scheduling - DrChrono EHR Setup & Appointment Scheduling Demo Series

Summary

This video guides you through scheduling appointments using DrChrono, covering different views like Exam Room and Doctor view. It shows how to add new appointments, including details like date, time, patient name, and reason for visit. The video also explains setting recurring appointments and emphasizes the importance of having appointments scheduled for billing and clinical notes. Additionally, it demonstrates scheduling on the DrChrono web, iPad Check-In app, and EHR app, and highlights reaching out to support for any queries.

Takeaways

• 📅 The video provides a tutorial on scheduling appointments using DrChrono's calendar feature.
• 🔍 Users can access the calendar by clicking 'Schedule' or 'Calendar' under the 'Schedule' section.
• 👀 Different calendar views are available, including Exam Room, Doctor, Weekly, and Monthly views.
• 🏥 The Exam Room view is recommended for offices with multiple exam rooms, while the Doctor view is for those with multiple providers.
• 📝 To schedule an appointment, one can either use 'Add Event' or click directly on the desired time slot in the calendar.
• 🕒 The appointment requires selecting a date, time, and duration, along with patient details and reason for visit if applicable.
• 📋 Appointment profiles can be applied, and the provider must be correctly selected for each appointment.
• 🔁 Recurring appointments can be set with specific intervals and end conditions, such as 'Never Ends'.
• 💼 DrChrono operates on an appointment basis, necessitating an appointment before clinical notes or charges can be made.
• 💰 After scheduling, appointments can be linked to billing by entering ICD-10 and CPT codes, or documenting patient payments.
• 📝 The 'View Clinical Note' button allows access to the clinical note, though the focus of the video is on appointment scheduling.
• 👤 For new patients, the 'New Patient' checkbox should be checked to enter patient information and create a new chart.
• 📱 Appointments can also be scheduled using the DrChrono iPad Check-In app and the EHR app, with a search function to find patients.

Q & A

What is the first step in scheduling an appointment?

The first step is to go to the calendar by either clicking on the 'Schedule' section or hovering on 'Schedule' and clicking on 'Calendar'.

Which calendar view is recommended if you have various exam rooms in your office?

The Exam Room view is recommended if you have various exam rooms in your office.

How can you schedule a new appointment directly on the calendar?

You can click directly on the desired time slot on the calendar, drag for the duration of the event, and then fill in the event details.

What information is required when scheduling an appointment directly on the calendar?

You need to provide the patient name, reason for visit (optional), date, time, and exam room. You can also apply an appointment profile and ensure the correct provider is selected.

How can you schedule a recurring appointment?

Check off the recurring appointment box, fill in the details such as recurrence frequency, and select either an end date or 'Never Ends'.

What must be done before writing up a clinical note or charging a patient for their visit in DrChrono?

An appointment must be scheduled before you can write up a clinical note or charge the patient for their visit.

How do you schedule an appointment for a new patient?

Click on the calendar to schedule the appointment, check off the 'New Patient' checkbox for appointment type, enter the patient information, and create a new chart for the new patient.

Which platforms can be used to schedule new patient appointments?

You can schedule new patient appointments on both the DrChrono web at DrChrono.com and the iPad Check-In app, as well as the DrChrono iPad EHR app.

How do you search for a patient in the iPad Check-In app?

Click on the magnifying glass in the top right-hand corner, search for the patient by name, and click on the patient to load the appointment scheduler.

What should you do if you have any questions about scheduling or scheduling tools?

You can reach out to the Support Team at support.drchrono.com for assistance.

Outlines

00:00

📅 Scheduling Appointments on DrChrono: Step-by-Step Guide

This video tutorial provides a detailed guide on how to schedule appointments using the DrChrono platform. It begins with instructions to access the calendar, either by clicking on the 'Schedule' section or hovering over it and selecting 'Calendar.' Various calendar views, including Exam Room view and Doctor view, are explained, highlighting their usefulness depending on the office setup. The video demonstrates scheduling a new appointment by clicking 'Add Event' or directly clicking on the calendar, filling in the necessary details like date, time, patient name, and reason for visit. It also covers the process of setting recurring appointments, emphasizing that appointments must be scheduled before writing clinical notes or charging patients. Additionally, it outlines the billing process, including entering ICD-10 and CPT codes and documenting patient payments. The tutorial also touches on scheduling for new patients and creating new patient charts, recommending using DrChrono's web platform for most scheduling tasks, but also showing how to use the iPad Check-In app and EHR app for appointment scheduling.

05:05

🔍 Scheduling Appointments Using iPad Apps

This segment focuses on scheduling appointments using the DrChrono iPad apps. It starts with the Check-In app, guiding users to search for a patient using the magnifying glass icon, load the appointment scheduler, and select the desired date and time for the appointment before confirming it. The tutorial then transitions to the iPad EHR app, showing similar steps: searching for the patient, clicking the '+' icon to add a new appointment, selecting the date, and saving the appointment. The video emphasizes that users can always reach out to DrChrono's Support Team for assistance with scheduling or using the scheduling tools.

Keywords

💡Schedule

The term 'schedule' in this context refers to the process of arranging appointments or events in advance. It is central to the video's theme as it guides viewers on how to set up and manage appointments using DrChrono. For example, the script mentions 'Let's start by going to the calendar' and 'Here, to schedule a new appointment,' which shows the importance of scheduling in managing a medical practice.

💡Calendar

A 'calendar' in this video is a tool used to view and manage appointments. It is a key component in the scheduling process as it provides different views for organizing and visualizing appointments. The script mentions 'You can either click on the 'Schedule' section up here, or hover on 'Schedule' and click on 'Calendar',' indicating that the calendar is the primary interface for scheduling.

💡Exam Room View

The 'Exam Room View' is a specific calendar view that displays appointments based on the exam rooms available in a medical office. It is mentioned in the script as a recommended view for users with multiple exam rooms, showing its relevance in organizing appointments by location within a medical setting.

💡Doctor View

'Doctor View' is another calendar view that focuses on displaying appointments for specific doctors. This view is useful for managing appointments across multiple provider accounts, as highlighted in the script: 'You can also go into Doctor view if you have multiple provider accounts in your DrChrono account.'

💡Weekly and Monthly View

These views provide a broader perspective on appointments by showing them on a weekly or monthly basis. They are mentioned in the script as alternative views to the Exam Room view, offering flexibility in how appointments are managed and visualized over time.

💡Add Event

The 'Add Event' option is a feature within the calendar tool that allows users to create new appointments. It is crucial for initiating the scheduling process, as demonstrated in the script: 'Here, to schedule a new appointment, you can either click 'Add Event', and fill in the event details here.'

💡Appointment Profile

An 'Appointment Profile' is a set of predefined settings or templates that can be applied to appointments to streamline the scheduling process. The script mentions applying an appointment profile, which helps in standardizing appointment details and saving time.

💡Recurring Appointment

A 'Recurring Appointment' is an appointment that happens periodically, such as every two weeks. The script explains how to set up recurring appointments, which is important for patients who need regular check-ups or treatments, ensuring consistent scheduling.

💡Clinical Note

A 'Clinical Note' is a document that contains detailed information about a patient's visit, including diagnoses and treatment plans. The script mentions that before writing a clinical note or charging a patient, an appointment must be scheduled, emphasizing the importance of scheduling in the clinical workflow.

💡Billing

Billing in this context refers to the process of charging a patient for their medical services. The script discusses entering ICD-10 codes and CPT codes relevant for the visit, which are essential for billing purposes and ensuring accurate reimbursement.

💡New Patient

A 'New Patient' is someone who is visiting a medical practice for the first time. The script explains how to schedule appointments for new patients, including creating a new patient chart, which is a critical step in establishing a patient's medical history.

Highlights

Introduction to scheduling an appointment in the video.

Reference to other training videos for setting up scheduling tools.

Accessing the calendar through 'Schedule' or 'Calendar'.

Different calendar views available: Exam Room, Doctor, Weekly, Monthly.

Recommendation to use Exam Room view for multiple exam rooms.

Doctor view for multiple provider accounts in DrChrono.

How to schedule a new appointment using 'Add Event'.

Scheduling appointments directly by clicking and dragging on the calendar.

Entering patient name and reason for visit during appointment scheduling.

Using appointment profiles to streamline the scheduling process.

Selecting the correct provider and exam room for the appointment.

Setting up recurring appointments with customizable frequency.

Importance of scheduling appointments for clinical notes and billing in DrChrono.

Navigating to the billing section after appointment scheduling.

Entering ICD-10 and CPT codes, and documenting patient payments.

Viewing the clinical note from the appointment scheduling screen.

Scheduling appointments for new patients and creating new patient charts.

Recommendation to complete most scheduling on DrChrono web.

Scheduling appointments using the iPad Check-In app.

Using the iPad EHR app for appointment scheduling.

Contacting DrChrono Support Team for assistance with scheduling.

Transcripts

In this video we'll go over how to schedule an appointment.

We have other training videos that went into how to set up different scheduling tools,

so if you need a refresher, you can go ahead and review those videos.

Let's start by going to the calendar. You can either click on the 'Schedule' section up here,

or hover on 'Schedule' and click on 'Calendar'.

Here you will see you have different calendar views in the top right-hand corner.

Usually I recommend that you work out of the Exam Room view

if you have various exam rooms at your office.

You can also go into Doctor view if you have multiple provider accounts in your DrChrono account.

This will display the doctor's appointments for the day

depending on which doctors you have selected on the left-hand side.

You can also view the Weekly, and Monthly view.

Let's work out of the Exam Room view

Here, to schedule a new appointment, you can either click 'Add Event',

and fill in the event details here.

This will require you to select a date, and a time for the appointment.

Alternatively, you can actually click directly on the calendar to schedule this appointment.

So, say for instance we want to schedule a patient for this afternoon at 4:00 p.m.

In Exam Room 1, you can just click on 4:00 p.m., and drag for the duration of the event.

Type in the patient name.

Here, you can include a reason for visit if you like.

This will populate into the chief complaint box.

Otherwise, leave this blank,

and the provider can fill in the chief complaint while doing the clinical note.

You can apply an appointment profile here.

As you can see, from clicking directly on the calendar to schedule this appointment,

that has populated the date of the appointment, the time, as well as the exam room.

You can also make sure the correct provider is selected here.

If this is a recurring appointment, you can check off the recurring appointment box,

and fill in the details. For instance, if this appointment recurred every two weeks,

simply change that number there,

and you will need to select either a date of the last appointment,

or check off 'Never Ends' if this patient will continue to come in for appointments until their symptoms improve.

It's important to note that everything in DrChrono is appointment-based,

so before you can write up a clinical note or charge the patient for their visit,

you will need to have an appointment scheduled.

So, let's go ahead and hit 'Save'.

Now that the appointment is saved, you can go into the billing section.

Here, you can either enter in the ICD-10 codes and CPT codes relevant for the visit,

or document patient payments.

You can also click the green "View Clinical Note" button to take a look at the clinical note,

but today we're just going to focus on scheduling that first appointment.

If you're scheduling an appointment for a new patient,

you can again click on the calendar to schedule that appointment,

and then check off the 'New Patient' checkbox for appointment type.

This will allow you to enter in the patient information and create a new chart for this new patient.

When you click the green 'Add' button, this will create a new patient chart.

So there you go. That's how you schedule an appointment for existing and new patients.

Usually we recommend completing most of the scheduling on the DrChrono web at DrChrono.com

You can schedule new patient appointments on

both the iPad Check-In app as well as DrChrono iPad EHR app.

We'll start here in the Check-In app.

Click on the magnifying glass in the top right-hand corner to search

for the patient whom you'd like to schedule the appointment for.

I search the name,

and click on the patient.

This will load the appointment scheduler and it will also show

existing appointments for the day that you've selected.

For instance, if I want to schedule an appointment one month from today, I can click '1 Month',

and it'll automatically select the date.

Set the time you would like to schedule the appointment,

and then hit 'Confirm'.

Now we'll go to the iPad EHR app.

And from here,

likewise, you can click the magnifying glass, and search for your patient.

From here, click on the '+' icon,

click 'New Appointment',

and select the date of the appointment .

and hit 'Save'.

We've gone over how to schedule an appointment from the web,

as well as the iPad Check-In app and the EHR app.

If you have any questions about scheduling or scheduling tools,

you can always reach out to our Support Team at support.drchrono.com

and we'll gladly assist you!