An Overview of the Short Call Feature

CareStack offers incredible features and convenient workflows to book appointments for patients who request appointments on short notice. The Short Call feature allows users to add patients to a queue who may be available to come in for an appointment on short notice. This is particularly useful for filling in last-minute cancellations or gaps in the schedule. CareStack provides an array of remarkable features and streamlined workflows designed to swiftly schedule appointments for patients, particularly those seeking urgent bookings.

Let's explore the effortless functionality enabled by the short call features.

Topics Covered

• Access Points to Short Call Queue
• Add a Patient to the Short Call List
• Actionable Features on Short Call Queue
• Utilise Template to Send Text/Email
• Enable Permissions to Clear Queue

Let's get started.

Access Points to Short Call Queue

To view the short call list, on the Dashboard,

• Navigate to the Lists > select Short Call.

• In case you accidentally selected the Reschedule Queue instead of the Short Call, users can still navigate to the Short Call Queue by selecting the second tab to the right of the Reschedule Queue on the top left.

• Users can quickly access the Short Call lists from the Appointment window under Find Patient from Scheduling Lists > Click Open next to the Short Call Queue.

Add a Patient to the Short Call List

To add a patient to the short call list from the short call queue:

• Click +Add Patient from the short call queue.

• Enter the required details as described below.
  • Patient Name: Select the patient to add to the short call list.
  • Location: Enter the location for the short call appointment.
  • Clinician: Select the intended Clinician.
  • Production Type:  Select the production type for the short call.
  • Surgery: Select the Surgery for the short call.
  • Preferred Slot: Enter the intended time slot.
• Click Save.

To add a patient to the short call queue from the appointment slide-out:

• From the appointment slide-out, set the Short Call option to Yes.
• Enter the Preferred Slot.

Actionable Features on Short Call Queue

On the Short Call Queue, users can make the most of the following capabilities: 

• Filter by Patient name, Appt.(Appointment) Date & Time, or Clinician.
• Ability to set a Preferred Date & Time while setting the short call on the appointment modal.

Tip: By default, the most recently added items appear at the top of the list. Click the sort icon next to Appt. Date & Time to sort the appointments based on the appointment date and time.

• View the patient’s phone number, click Call to contact the patient directly.
• To book an appointment from the short call queue, click Book Appointment on the corresponding short call entry.
• View upcoming Recalls.

• Bulk Text/Email: You can choose a set of patients to send messages in bulk through the Bulk Text or Email feature.

Note: Enabling the message-sending option necessitates a modification to your contracts. For further details, please get in touch with the support team.

• Ability to Add a Patient directly on the Short Call Queue.
• Download the Short Call Queue in CSV or PDF format.
• Ability to Print after applying the desired filters.
• Choose Clear Queue to erase all entries.
• Multiselect the desired patients and apply Delete. 
• Ability to Edit Notes when you add an appointment for Short Call directly from the Diary.
• The three dot menu lets you Find Slot, Go to Chart, Send Text/Email & Delete per patient.

Utilise Template to Send Text/Email

To utilise templates to send text, follow the steps below:

• Click Send Message > select Text.

On the Send Text Message pop-up,

• Select a message template from Saved Templates on the left as needed.
  • Click the Bin icon or Delete  to delete the existing templates.
• To write a message from scratch, enter the content in the Edit Message field.
• Under the Sample data for preview, you can preview the message as on a phone screen.

• To save the changes to the existing template click Save Changes.
• To save the modification as a new template click Save as New.

• On the Save as Template pop-up, Add Template Name and click Save.
• Click Send Message once your message is ready.

To utilise templates to send email, follow the steps below:

• Click Send Message > select Email.

On the Send Email pop-up, 

• Enter the Subject and Description for the email.
• Select a template from the Saved Templates on the left as needed, Or enter new content in the field.
• To save the changes to the existing template, click Save Changes.
• To save the modification as a new template, click Save as New.

• On the Save as Template pop-up, Add Template Name & Description and click Save.
• Click Send Email.
• Click Send Sample to preview the email and send a test email.
• Click Cancel to discard the action.

Enable Permissions to Clear Queue

Here is what you need to do, if you would like to use permissions to clear the queue.

• Navigate to the System Menu >select Practice Settings > Administration > Profiles.

• Click on the appropriate profile to select Manage Permissions.

• Select Scheduling > checkmark Ability to Clear Queue under Lists to set it as active.
  • Click Save.

Note: If the clear queue permission is not enabled, users will not have access to the option to clear the queue on the Scheduling Lists for the Short Call Queue.

Practices can leverage this guide to efficiently and promptly manage urgent bookings, utilising the exceptional capabilities of the Short Call Queue.