The Reschedule Queue allows users to manage appointments that need to be rescheduled. The Reschedule Queue includes actionable features such as Book, Delete, Edit, Go to Chart, Add an Appointment Note, and Create Updated Memos. It also provides details of the last appointment, upcoming appointments, and treatment codes attached to the appointment. The features include enhanced tools for organising patient appointments in the queue and improved tracking of cancelled appointments.
Topics Covered
- Reschedule an Appointment
- Access Reschedule Queue
- Actionable Features on Reschedule Queue
- Utilise Template to Send Text/Email
- Enable Permissions to Clear Queue
Let's get started.
Watch this video for a quick walkthrough.
Reschedule an Appointment
To reschedule an appointment:
- On the intended appointment, change the status of the appointment to Cancelled. This will open a modal.
On the Missed Appointment modal,
- Under the Appointments Details sections you can view the count for:
- Previous Cancellation by Patient
- Previous Cancellation by Practice
- Previous No Shows
- Previous Reschedules
- To reschedule right away, click Reschedule Now which will take you to the diary to book another time slot.
- To find a new time, click Find New Time. This will open the Find Slot slide-out panel. Click here to learn more.
- To add the appointment to the Reschedule Queue, click Add to Reschedule Queue.
- To cancel and remove the appointment from the diary, click Cancel & Remove Appt. (Appointment).
Access Reschedule Queue
- To access the reschedule queue, navigate to Lists > select Reschedule Queue.
- Alternatively, users can quickly access the Reschedule lists from the Appointment window under Find Patient from Scheduling Lists > click Open next to the Reschedule Queue option.
Actionable Features on Reschedule Queue
Watch this video for a step-by-step explanation.
Once you have rescheduled an appointment, it will be listed on the Scheduling List of the rescheduling queue. Here, you can take action for rescheduled appointments as explained below.
- You have the option to sort the queue either from oldest to newest (up arrow) or from newest to oldest (down arrow) by clicking the arrow next to the Appointment Date & Time.
- Filter appointments in the Reschedule Queue by their Status and Reason.
- This helps users to know if a particular appointment was a cancelled or a failed to attend appointment.
- You can also cross-check the Reason which indicates if the appointment was rescheduled by the patient or the practice.
- To book an appointment for a rescheduled item, click Book Appointment on the intended entry. This will take you to the Diary.
- You can also filter the queue based on patients with No Future Appointments or With Future Appointments.
- Click on the desired patient's Future Appt. on the Reschedule Queue to view details regarding the Date and Linked Codes of all Future Appointments.
On the Reschedule Queue, users can make the most of the following capabilities:
- View upcoming Future Appointments.
- Extended view for the patient's Phone number.
- You can view and edit a Patient Memo.
- Edit Appointment Notes.
- Choose Clear Queue to erase all selected entries.
- Ability to Print after applying the desired filters.
- Multi-select the desired patients and apply Delete.
- Download the Reschedule Queue in CSV or PDF format.
- Actions under More Options to Find Slot, Go to Chart, Send Text/Email & Delete per patient.
| Note: If the clear queue permission is not enabled, users will not have access to the option to clear the queue on the Scheduling List for the Reschedule Queue. |
Check below to see more information on sending text or email.
- 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 CareStack Support at support.uk@carestack.com. |
Utilise Template to Send Text/Email
Explore this video for a thorough walkthrough.
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 Reschedule 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 the Ability to Clear Queue permission under Lists to set it as active.
Practices can use this guide to effectively handle appointment rescheduling by utilising the key features of the Reschedule Queue.