Configuring OrthoTrac > Setting Up OrthoTrac Patient Flow Module Options
To access the General Options tab:
Select Functions > Maintenance/Set-up > Patient Flow Options from the menu bar. The Patient Flow Options window is displayed.
Select General Options. The Patient Flow Options — General Options tab is displayed.
The selections on the General Options tab are as follows:
Type the number of minutes necessary for a patient to be considered early, late, or a no-show. If a patient exceeds one of these time limits and the flash system is activated, the patient name flashes on the photographic windows, and the patient status flashes on the grid.
Use the same settings for the Patient Time Constraints fields on all workstations.
Select the Do not allow patient to check in if option and type the number of minutes necessary to restrict the patient's check-in time window. If a patient exceeds one of these time limits, a message advises the patient to see the receptionist to sign in manually.
This feature does not replace the existing No Show time constraint.
Type the number of minutes necessary in order for the office to be considered behind for a scheduled patient, a walk-in, or an emergency.
If the flash system is activated and a patient has a scheduled appointment, is a walk-in, or is an emergency and spends more than the predetermined number of minutes waiting at any location, the patient name flashes on the photographic windows, and the patient location flashes on the grid.
Use the same settings for the Office Time Constraints fields on all workstations.
These settings control the flash system:
Set Flash Active — Selecting this setting enables the flash system.
Office is Behind — Selecting this setting causes the patient photo and location to flash when the office is behind.
Patient is Early — Selecting this setting causes the patient name and status to flash when a patient is early.
Patient is Late — Selecting this setting causes the patient name and status to flash when a patient is late.
Using multiple flash categories consumes additional system resources.
These settings, if selected, instruct the software to automatically load Patient Checkout when a patient is moved to checkout, or automatically load the charting module when a patient is moved into the operatory.
Charting is an additional module; the auto load function is not available if you do not have charting.
Selecting this option causes the software to play a user-selected sound when a patient scheduled for one of the New Patient appointment types is moved from “Not Here” to another location in the Patient Flow window. The sound plays only if your workstation displays the location to which the patient has moved. Example
If you have Lobby, In-Deck, and Operatory displayed on your workstation’s Patient Flow window and a patient scheduled for a New Patient appointment type is moved to the Lobby, you hear the selected sound. If you only have the Operatory displayed on your workstation, you do not hear the sound.
The sound is played once per workstation per patient. After the sound is played, it is not played again for any other location move.
Each workstation that uses the New Patient Alert feature must have speakers.
Select the Alert Me When A New Patient Checks In option and click Browse. The Open window is displayed.
Navigate to the folder containing the sound you want to use and double-click the folder. The sound files in the folder are displayed. Select the sound file you want to use and click Open.
Click the speaker icon to play the sound you have selected.
See OrthoTrac Appointment Types for information on setting up the New Patient appointment types that trigger the alert sound.
This section enables you to set up the appointment types in Patient Flow that are considered New Appointment types — which trigger the New Patient Alert to sound when a patient checks in — as well as emergency appointment types.
To set up New Patient appointment types:
In the New Patient Appointment Types field, click the pull-down menu button and select <Add/Remove Appt Types>. The Select New Patient Appointment Types window is displayed.
Move appointment types from the Available Appointment Types section to the Selected Appointment Types section using one of the following methods:
Select the appointment type and click the single-arrow button to move the appointment type into the Selected Appointment Types section. Repeat for each additional appointment type.
Double-click on an appointment type.
To move all of the appointment types into the Selected Appointment Types section at the same time, click the double-arrow button.
Click Apply to save your changes and close the window.
Click OK.
To set up emergency appointment types:
In the Emergency Appointment Types field, click the pull-down menu button and select <Add/Remove Appt Types>. The Select Emergency Appointment Types window is displayed.
Move appointment types from the Available Appointment Types section to the Selected Appointment Types section using one of the following methods:
Select the appointment type and click the single-arrow button to move the appointment type into the Selected Appointment Types section. Repeat for each additional appointment type.
Double-click on an appointment type.
To move all of the appointment types into the Selected Appointment Types section at the same time, click the double-arrow button.
Click Apply to save your changes and close the window.
Click OK.
Related Topics
Setting Up OrthoTrac Patient Flow Module Options