The Clipboard feature in CareStack is a robust communication tool that helps the front office users and clinicians of a practice communicate when an appointment should be scheduled for another patient. It provides an opportunity to create a preset appointment on the clipboard that can be used later to convert it into an appointment once scheduled. That is not all; it has another useful functionality that allows users to move an appointment to the clipboard when rescheduling.
Highlights of Clipboard:
- The ability to move appointments helps practices to effectively reschedule them as intended.
- Reduces the time taken to create appointments from scratch.
- Helps in the retention of appointment information of the desired patients.
- Finding a new date and time to reschedule the appointment is easier with clipboard assistance.
- Works well to move all family members to the clipboard and find a new date all at once.
- Multiple access points to assist practice users in various patient workflows.
Topics Covered
- Navigation & Basics
- Add Preset Appointments to Clipboard
- Communicate with Clipboard Notes
- Convert Clipboard Items into Appointments
- Move your Appointments
- Clear your Clipboard Periodically
- Access Points & Useful Scenarios for Clipboard
Let's get started!
Here is a walkthrough of the navigation and basics of the clipboard.
- Select the Diary.
- Click on the Clipboard button from the bottom of the screen to expand the queue.
The items in the clipboard are dependent on the selected Provider, Production Type, and Location setting. You can see the selection on the left side of the clipboard.
To select a patient,
- Search for the Patient using the Global Search Bar.
- Click Add Appointment.
When a patient is selected, an independent clipboard queue displays the designated items only for the selected patient.
Each clipboard item has the information needed to quickly identify the entered information, such as the Name of the Patient, Date of Birth, Age, Gender, Duration of the present appointment, Location, Patient ID, and Production Type.
- The clipboard queue displays 7-10 items depending on the screen size. Scroll over to the left or right to view all items in the clipboard.
- The latest added item will show up first on the left.
You can add a preset appointment which can be converted into an actual appointment later with the preferred date and time. To do this, perform the steps below.
- From the clipboard, click +Add to Clipboard.
- Select the Patient from the search bar on the left.
- Select the Location, Production Type, Duration, and Provider for the preset appointment:
- To add another provider, click +Add Provider.
- Enter Clipboard Notes if needed to relay any message.
- Click Save to Clipboard to add the preset appointment to the clipboard queue.
Clipboard notes help you communicate with other front office staff who may use the appointment later. They also act as reminders when converting a clipboard item into an appointment.
- While creating the preset appointment, you can add the intended Clipboard Notes.
| Tip: You can use the Notes function to set a reminder to find a suitable date for the patient. |
- The note will appear on the added clipboard item.
- To update a note, select the clipboard item and make the required changes.
To convert preset clipboard items into future appointments, perform the steps below.
- Select the intended Date from the Diary.
- Click on the clipboard item (on the Patient Name) and drag it into the preferred time slot on the Diary.
- The clipboard preset item will be converted into an appointment. You do not have to enter any new information.
- Click Book Appointment.
- You can also click on the Three-Dotted Menu from a clipboard item and select the Find Slot option.
- This will open the Find Slot modal where you can Search for Appointments with intended filters.
- Once the clipboard item has been converted into an appointment, it will be reflected on the Diary.
- The Duration of the newly converted appointment will be the same as you have set up on the clipboard irrespective of the selected production types, chosen time slots, or linked codes.
| Note: When you try to book an appointment with a provider who has been marked as unavailable, a Provider Working Hours modal will appear. Select the preferred option. |
You can move your appointment while retaining the same information on the clipboard. This moved appointment can be used to book for a later date whenever needed. Your moved appointment is stored safely on the clipboard queue. Perform the steps below to complete the steps effortlessly.
There are two ways:
- Right-click on an appointment from the Diary, and click Move to Clipboard.
Or
- Open the clipboard queue, drag the intended appointment, and drop it into the clipboard queue.
| Tip: You can move an appointment of multiple family members to the clipboard. |
- The appointment will be removed and will be stored in the clipboard queue with a scope for later use.
The clipboard queue fills up as you add items to it. You can clear the queue using either of the following methods.
- If you want to delete a preset appointment or clipboard item from the queue:
- Click on the three-dot menu and click Remove from Clipboard.
- If the clipboard item is not a copied appointment:
- Click on the three-dot menu and click Move to Reschedule Queue.
- If the clipboard item is not going to be used immediately, it is better to move it to the Rescheduled Queue.
- Click on the three-dot menu and click Move to Reschedule Queue.
| Note: If the Move to Reschedule Queue option is greyed out, it means the clipboard item is not an appointment yet. |
Using these methods, you can clear your clipboard queue on a weekly or daily basis!
Let's explore the various touchpoints to the clipboard and their related use cases.
1. Patient Overview
- Search for the patient using the Global Search Bar.
- Click Add to Clipboard.
- A Clipboard Queue modal will show up if there are already other items for the same patient.
- To proceed with an existing clipboard item, click Edit, where you can add or update Treatments or Clipboard Notes.
- Click Proceed to Add New Clipboard to start anew.
- With this action, you can start creating a preset appointment right away from the profile and add notes mentioning the intended timeline for an actual appointment.
2. Patient Appointments
- From the selected Patient's Overview page,
- Click Appointments.
- Select the Clipboard tab.
- Here you can see all clipboard items of the selected patient.
- Click on any of the items to update clipboard information as needed.
- You can utilise the filters to sort by Patient, Provider, Location, or Production Type.
- To book an appointment right away with the preset information,
- Click Book Appointment.
- The Diary will open up.
- Select the intended time slot from the diary to book the actual appointment.
- On the Clipboard tab, click the three-dot menu on any of the clipboard items to see line-level actions: Find Slot, Move to Reschedule Queue, and Remove from Clipboard.
3. Recalls
- Click Clinical from Patient Overview of the selected patient.
- If there are any Pending Recalls, you can see a box alerting you to the same information.
- Click Add to Clipboard for the required recall if needed.
- With this option, you can convert the recall into a preset appointment or use an existing clipboard item as per the user's preference.
- Enter the required information. The treatment codes will already be filled from the recall under the Treatment Summary section.
- Click Save to Clipboard.
- Open Diary.
- Expand the Clipboard queue.
- The latest clipboard item is your preset appointment that was converted from a recall. You can see the Recall Icon, which signifies that the appointment has a linked recall.
4. Appointment Recalls
- Click Appointments.
- Select Recalls.
- Under Manage Recalls, click on the three-dot menu for any recall.
- Click Add to Clipboard.
- Follow similar steps from the Recalls section above to proceed.
5. Chart
- Click Clinical from the Patient Overview.
- Click Add to Clipboard.
- All the treatment codes from the selected phase will be carried forward to the clipboard item.
6. Appointments List
- Navigate to the System Menu > select Appointments List.
- Select the Clipboard tab.
- Here you can see all clipboard items of all patients.
- Utilise the filters to sort by Patient, Provider, Location, or Production Type.
- Click Book Appointment to convert a clipboard item to an actual booking.
- Click on the three-dot menu on any of the clipboard items to see line-level actions: Find Slot, Move to Reschedule Queue, and Remove from Clipboard.
Practices can use this comprehensive guide to learn all about the clipboard feature in CareStack!