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© University Health Network SIMS Education

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TELEPHONE HELP: Call H-E-L-P (4357) from any phone at UHN. The UHN Customer Care Centre is available 24 hours, 7 days a week.

For additional resources visit the UHN intranet site to access the PHS manual and FAQ

http://intranet.uhn.ca/departments/sims/phs/index.asp


PHS Pathways Healthcare Scheduling

The Pathways Healthcare Scheduling application provides healthcare professionals with immediate access to patient scheduling records.

August 2008


Table of Contents

Logging on to PHS 3

Launching the Appointment Book 3

Toolbar Icons 4

Creating an Appointment 5

Step 1: Select a Patient 6

Step 2: Enter the Appointment Details 7

Step 3: Enter the Visit Details 7

Available Times Scheduling 10

Direct Scheduling 11

Finding an Appointment 12

Rescheduling an Appointment 14

Canceling an Appointment 15

Procedure Sets 17

Types of Blocks 20

Creating Quick Blocks 21

Viewing/Printing Reports 23

Patient Itinerary 23

Appendix A— Appointment Fields 26

Adding Insurance Information 8

Additional Options 21

Scheduling Grid & Colour Codes 14

Appointment Book: Desktop Overview 4

Updating an Appointment 16

Configuring the Appointment Book 24

Blocks 20

Rescheduling Procedure Sets 17

Canceling Procedure Sets 18

Working with the Inbox 19

Creating Procedure Sets 17

Page 27 © University Health Network SIMS Education

Notes


Item Details

Unit Enter the first few letters of the unit, and {Click} the magnifying glass button. Select the appropriate clinic and {Click} the OK button.

Note: If you wish to narrow the choice of resource units, enter the facility name first. When you go to select a resource unit, only those from that facility will be displayed.

Facility Will default to the correct facility

Procedure Select the appropriate procedure, being aware of the overbooking restrictions for each type of patient.

A default duration for the procedure will appear.

A clinic may enter extra information in the procedure comment box, since that information will be displayed on the Unit List in the comments field.

Practitioner Some resource units will require a practitioner to be selected. If one is selected, PHS will only show availability for that practitioner, rather than for the whole resource unit.

There will be no practitioner for medical imaging procedures.

Referring Physician

(not always filled in)

DO NOT CLICK THE MAGNIFYING GLASS

This is mandatory field for UHN. Search for the physician by using the first few letters of his/her last name, and selecting the magnifying glass button. In the case where there isn’t a referring MD (whether it is not applicable, or it is unknown) use “UNKNOWN” as the physician name.

Attending Physician



This is a mandatory field for some units. Search for the physician by using the first few letters of his/her last name, and selecting the magnifying glass button. In the case where there isn’t a referring MD (whether it is not applicable, or it is unknown) use “UNKNOWN” as the physician name.

Appointment Class



Appointment classes are resource-unit-specific classifications that are assigned to appointments such as follow up or new patient. They may then appear in the schedule as different colours, allowing the scheduler to differentiate between types of appointments at a glance.

Appendix A—Appointment Fields


1. Launch the PHS program by {double-clicking} on thePHS icon

2. Type in your User ID and Password3. {Click} on the OK button

or press Enter.

The PHS program will be displayed The appointment book is used to create, edit and view patient appoint-ments.

1. Maximize the Programs window.2. {Double-click} on the Appointment Book icon

3. Maximize the Resource Focus window

Logging on to PHS

Launching the Appointment Book

To close the program:

1. Open the Security Server window

2. {Click} Exit

Logging on to PHS


Toolbar Icons

New: Opens the Patient Search and Patient Scheduling windows so you can enter a new appointment.

Cancel: Cancels appointments, and allows user to reschedule cancelled appointments.

Find: Allows you to locate all appointments for a patient.

Exit: Closes the appointment book.

In: Shortens the time intervals displayed in the Appointment Book grids.

Pool: The Pool View displays the availability of all resources for one unit, one day at a time.

Out: Lengthens the time intervals displayed in the Appointment Book grids up to a maximum of two hours.

Week: The Week View displays the availability of one resource for an entire week.

User: Opens the User Configurable View window where you can assign the resources you want displayed in the Resource Focused Grid

Help: Opens Pathways Healthcare Scheduling online help menu.

Inbox: Stores unsched-uled appointments, sched-uling requests from other resource units.

Waitlist: Stores unsched-uled appointments for scheduling at a later date.

Appointment Book: Desktop Overview

Scheduling Package

Date/Time columns Scheduled

Appointment

Resource and Resource Unit


Item Option Description

Scheduling Form Defaults

Last Resource Unit Saved

Displays the resource unit from the last saved appointment on the Patient Scheduling window.

Last Facility Saved

Displays the facility from the last saved appointment on the Patient Scheduling window.

Last Practitio-ner saved

Displays the practitioner from the last saved appointment on the Patient Scheduling window.

RF (Resource Focused) gird into first date

Displays the date from the last saved appointment on the Patient Scheduling win-dow.

Grid Column Width

Narrow Displays narrow width columns in the scheduling grid.

Normal Displays normal width columns in the scheduling grid.

Wide Displays wide width columns in the scheduling grid.

Display Field Rank Type • Patient Name/Group Capacity

• Procedure Abbreviation

• Practitioner Abbreviation

• Appointment Classification

• Resource Unit

• Facility

• AnesthesiaThe numbered order determines the orderin which the information is displayed in thepatient appointment on the scheduling grid.

Workflow Options Preferred Time Cancel Search

Automatically search for appointments that have preferred time information whenever you cancel an appointment in the preferred time slot.

Patient Scheduling Default Fields

Resource Unit Places the cursor in the resource unit field, allowing the user to use keyboard shortcuts to quickly select the resource unit, without having to tab or use mouse.

Procedure Places the cursor in the procedure field, allowing the user to use keyboard shortcuts to quickly select the resource unit, without having to tab or use mouse.


Configuring the Appointment Book

You may wish to reconfigure your appointment book to suit your needs. You can change such things as the position of the scheduling package, the size of the columns etc. When you make changes here they will be permanent until you change them again. Please note the changes will not be initiated until you log out of Appointment Book and back in and save the first appointment

1. From the Appointment Book, select Options, ConfigureThe Configure Appointment dialog box appears

2. Change any of theoptions. (see details intable below)

Item Option Description

Default Grid View Weekly Displays, by default,, weekly view for resource unit and/or practitioner.

Pool Displays, by default, pool view for resource unit and/or practitioner.

Weekly Schedule Res. Unit DOW (Day of Week)

Sunday Grid will show days with Sunday at far left.

Monday Grid will show days with Monday at far left.

Scheduling Package Size

Small Small view

Large Large view

Scheduling Package Position

Top Scheduling package is displayed above scheduling grid.

Bottom Scheduling package is displayed below scheduling grid.

Hidden Scheduling package is hidden.


Creating an Appointment

New Patients to UHN

A patient visit is created directly in Pathways Healthcare Scheduling (PHS.) A temporary medical record number (MRN) and visit number are created. The system will then send visit and demographic infor-mation to the Electronic Patient Record (EPR), where the temporary number will be consolidated within a queue. The EPR will reassign/update the MRN and visit number where necessary, and send that information back to PHS, where it will cross-reference with the old visit number to update the system.

New Patient to PHS

The patient will already have an MRN. A visit can be booked directly into PHS, and the interface will ensure a visit is created in EPR.

Creating an Appointment using the NEW Button

Note: There are 3 steps to creating an appointment:

• Patient details

• Appointment details and

• Visit details

1. {Click} the New button.

The Patient Scheduling and Patient Search windows are displayed:


Creating an Appointment (con’t)

2. Step 1: Select a patient:

Perform a patient search entering the patient’s name (i.e., Last name & First fields) -OR- search using the patient’s Health Card (i.e., Health Card Number field)-OR- search using the patient’s MRN (i.e., Enterprise person number field) (Best Practice) andclick on the Search button.

The Patient Search Results window is displayed:

3. Highlight the desired patient and click the OK button.

The Patient Scheduling window inserts the patient information in the Patient section:

DO NOT CLICK THE MAGNIFYING GLASS Add partial details first.


Viewing/Printing Reports

There are a number of reports available for you to use.

1. In the Program window, {Double-click} the Standard Reports icon.

• The Standard Reports Window appears2. Select the report type from the Report Type drop-down menu.

3. Indicate a date range for your report.

4. Specify the required parameters (e.g., practitioner name, resourceunit).

5. {Click} the View button to preview the report

A print preview window appears. To print the report, {Click} the Print button on the toolbar. To close the report, {Click} the Close button.

- OR -

6. {Click} the Print button to print the report

PATIENT ITINERARIES

Apart from the reports window, you can view/print patient itineraries from the Scheduling Grid:

1. {Right-click} on appointment onScheduling Grid

2. Select Print, Patient Itinerary

Report Type Description

Unit/Practitioner Provides a list of appointments ordered by date for an entire clinic or specifically for one practitioner.

Itinerary Reports A custom itinerary for the specified patient.

Procedure Reports pertaining to procedure-specific information

Schedules Reports pertaining to schedule-specific information


3. In the Block Maintenance window, selectResource Unit as theowner type from the dropdown list.

4. Next, select your unit as the ownerabbr. from the drop down list

5. Switch to the Block Creation tab.

6. {Click} the Add Resources button.

7. The Reserved Resources window will appear

a. Under “Resources Type” select “Staff”

b. Under “Staff to Find” enter the practitioner abbrev and{click} the magnifying glass to complete the search

c. {Click} the Search button

d. {Click} the Add Resources button

Repeat steps b and c to add additional resources

e. {Click} the Save button

f. {Click} the Define Pattern button

8. {Click} the Define Pattern button.

9. The Define Pattern window will appear.

a. Under “Frequency” select thecorrect frequency

b. Under Duration select date, thenend date or duration

c. {Click} the OK button

10. In the main block Maintenance window, under Block Creation,complete the following

a. Start Time

b. Stop Time

c. Reason (ie closed,holiday)

11. Under Block Type, select Please,Must or Do Not type.


Creating an Appointment (con’t)

4. Step 2: Enter the Appointment details:Please review Appendix A for appointment field information.

• Indicate the following information in the Patient Scheduling Window:

• Unit

• Facility (defaulted with Unit)

• Procedure

• Practitioner

• Referring Physician

• Attending Physician

• Appointment Class (if applicable)

• Click on each Magnifying Glass button to select appointmentinformation.Note: DO NOT CLICK THE MAGNIFYING GLASS BUTTONS beside theOrdering Refering or Attending physician fields. The list of physiciansfor these fields is too extensive.

• Start with entering the first 4 letters of the physician’s last namefollowed by the first 4 letters of the first name.For example entering SMITMICH may locate a Dr. Michael Smith.

5. Step 3: Enter the Visit details:• In the bottom right corner of the Appointment Scheduling screen,

select the Find Visit button.


6. Click on the New button to create anew visit.

The Visit Editing screen appears:

PHS Field Data to Enter

Admit Reason (non-mandatory) Diagnosis

Patient Type (mandatory) CP,OP,SP,NOVISITRQ

7. The followingfields need tobe completed:Admit Reason,Patient Type,InsuranceDetails

Insurance Information

Note: Please complete the following steps to enter in mandatory insurance information:

a. Click the OK button (located on the right, top corner ofVisit Editing screen) then OK again on the pop up window.

b. Click on the Plan magnifying glass button (this willallow you to automatically enter both the Carrier and Planat the same time).

c. Select the insurance plan and click on the OK button.

8. Once all the visit information has been entered, click on the OKbutton.

9. At the Patient Scheduling window, click on the Save button(in toolbar at top of window).


Creating Quick Blocks:

1. {Right-click} on the resource column for which you wish tocreate a blockThe Create Block dialog box appears.

2. From the “Owner type” drop-down list, select “PRACT.”

3. From the “Block owner” drop-down list, select your resourceunit.

4. Enter the start and stop time for the block

5. Select the appropriate block type

6. Enter the Block reason and comment (if required)

6. Click} the OK button.The block will now appear on the scheduling grid.

Blocks: Additional Options

Use the following procedure to create recurrent blocks. You will probably be in the Appointment Book. You need to switch to the defini-tions windows to create and edit blocks.

1. Open the Pathways Healthcare Scheduling window. 2. Select Definitions, Block Maintenance from the Menu Bar.


Blocks

Blocks are created in PHS to either indicate where a patient should or must be booked, or where he/she should not be booked. Blocks do not replace scheduling rules, which are built into the resource units.

Types of Blocks

Do Not blocks indicate that appointments should not be scheduled to the selected resource(s) during the blocked time. An appointment con-flict message will be displayed if an appointment is scheduled to the selected resource(s) during the specified time period.

Please blocks indicate that appointments for the block owner should be scheduled to the selected resource(s) during the specified time period if possible. Note: There is no conflict checking for Please blocks.

Working with the Inbox

When you are in your resource unit schedule, you will notice that there may be a red box around the Inbox icon on the toolbar. As well, there will also be a number beside the button, indicating the number of appoint-ments sitting in the Inbox.

1. If there are new appointments in the Inbox, {click} the Inbox icon.2. A list of all appointments currently inboxed will be displayed.

3. Select the appointment for scheduling.4. Click on “View/Edit” button to check comments.5. Click “OK” and Click “Schedule”6. Click “OK” to acknowledge reminder that the appointment is part of a

set.7. Continue with the same process of rescheduling or canceling.


The patient’s appointment will now appear on the scheduling package, you are now ready to schedule the appointment into the appro-priate clinic.

10. Drag the appointment to an available time in the grid. You arelooking for GREEN CELLS on the schedule, which indicatesavailability, or orange cells, which indicates availability based oncertain criteria met (i.e, Some appointment cells may only allowspecific visit types scheduled to them.) See pp 17 for moreinformation about blocks. See pp 14 for more information aboutColour codes.

Click… To…

Explain/Detail Open the Appointment Conflict Detail window where you can view detailed information about the conflict.

Goto & Accept Accept the conflict(s), schedule the appointment(s), and go to the appointment that is generating the selected conflict in the Resource Focused grid. This button is spe-cifically intended for cyclical appointments that can cause conflicts for more than one date.

Undo Return the appointment to the Scheduling Package.

Accept Accept the conflict(s) and schedule the appointment.

11. If there is an overbooking, or other conflictS in the schedule, theConflicts/Appt Summary window is displayed; do one or more ofthe following:


Available Times Scheduling

Often a patient has limited availability for appointments, due to distance from the facility or other restrictions. It is possible to check for available times within a two-week range. This will allow you to find the appointment time that best meets the patient’s needs.

1. Create a new appointment as you normally would, making sureyou have filled in the patient, appointment and visit details.

2. In the Patient Scheduling window, {Click} the Available Timesbutton.

The Next Available Times dialog box is displayed.

3. Enter the first date and the last date in the search range.Note: The duration cannot exceed 14 days.

4. Click the Search button. A list of Available times with inyour search range will display.

5. Select the most suitable time, and click the OK button. Ifnone of the times are suitable, click the Next button. Youare returned to the Patient Scheduling window.

6. Click the Quick Save button on the toolbar.


1. If you are canceling a telehealth appointment, notify the telehealthdepartment by sending an email to [email protected]

2. Once confirmed by a staff member from the telehealth departmentthen use PHS to cancel the appointment set.

Canceling a set through PHS:

1. {Right-click} on the appointment in PHS and from the menu select“Cancel Appointment…”

2. Select the appropriate cancellation code and canceler abbrevia-tion.

3. Select option two: Cancel all appointments in this scheduling set

{Click} OK

Canceling a procedure set


4. {Click} “OK”5. The Inbox is displayed. Enter comment: Please schedule appoint-ment for...7. {Click} “OK”

Book your clinic appointment 1. Double-click on the Doctor’s appt. to get available slots for scheduling. 2. Drag the appt to the scheduling grid

Note: Once Telehealth schedule their appointment, the appointment will appear with vertical lines to indicate that it is Tentatively booked. These lines will disappear after the appointment has been confirmed.

** If you are rescheduling a telehealth appointment, you must first cancel the telehealth appointment set in PHS.

1. {Right-click} on the appointment in PHS and from the menu select“Cancel Appointment…”

2. Select the appropriate cancellation code and canceler abbrevia-tion.

3. Select option two: Cancel all appointments in this scheduling set

4. {Click} OK5. * Once you have canceled both appointments using the above proce-

dure, you must create a new telehealth appointment.

Note: Once Telehealth schedule their appointment, the appointment will appear with vertical lines to indicate that it is Tentatively booked. These lines will disappear after the appointment has been confirmed.

Rescheduling a procedure set


The window provides a summary of the appointment.

7. {Click} the OK button to save the appointment.

The appointment will now be saved directly onto the schedule.

Direct Scheduling

When scheduling appointments, you can double-click on an open cell in the appointment grid to open the Patient Scheduling window. This method saves time by avoiding unnecessary data entry and bypass-ing the Scheduling Package.

1. Go to the appropriate clinic and select the pertinent resource(ie practitioner)

2. {Double-click} the cell in the

appointment grid that represents where

you want to schedule the appointment.

2. Perform a patient search.

3. Enter the appointment details.Note: the Unit, Facility and Practitioner are already completed.

4. {Click} Find Visit

5. {Click} New and complete the following: Admit Reason, PatientType and Insurance Details and then {click} OK

5. {Click} the Save button.

The Patient’s schedule will appear (dialog box)


The Find button is used to locate, cancel, reschedule and review patient appointments

To Find a visit:

1. {Click} on the Find button.

2. Search for appointment (s) by:

• Resource Unit (I.e. clinic) or

• Practitioner within a specific period or(Note: When entering a practitioner's name type the firstfour letters and then select the magnifying glass)

• Patient’s Name, Medical Record Number or Health CardNumber using the following procedure:

3. {Click} the Find Patient button. The Patient Search window willdisplay.

Finding an appointment

3. Enter the search criteriaand {click} the Searchbutton.

Note: To enter the patient’s record number use the Enterprise person number.


Enter information for Telehealth appt. 1. Be sure to select the Telehealth appt. within the scheduling set

window.2. Complete the following information:

Referring MD Attending MD – enter the Practitioner's name in this field Duration - change if needed

3. {Click} Save4. {Click} OK to dialogue message box.

The clinic appointment has now been selected for you. You must now complete the required information.

1. Enter Practitioner’s name in the Practitioner field2. Change the Duration time, if it was changed while completing the

telehealth appointment.3. Click Save4. Complete the scheduling questions and {click} OK

The schedule grid now appears with both appointments waiting to be scheduled. 1. Select the first appointment (resource unit—Telehealth) and drag itinto the INBOX from the toolbar

3. Select the first option: Inbox this selected appt only(TELEHEALTH appt) (Practitioner name is not displayed on this appt).


Procedure Sets

Updating an Appointment

Use the following steps to update patient appointments information such as changing Physician, Procedure, Procedure Comments etc.

1. Drag the appointment to the scheduling package2. {Right-click} on the appointment and select ‘Update Appointment’3. Edit the information in the boxes4. Select Save5. Drag the appointment back to the scheduling grid.6. If prompted, enter a rescheduling reason and {click} the OK button.

A procedure set is a group of procedures that are grouped together by the scheduler because they must be scheduled together. The main purposes of these sets is to make the scheduling, rescheduling or canceling more efficient. If the procedure must be performed together, then it makes sense to order them as a set rather than individually.

Booking a Telehealth appointment is an example of a procedure set because you also need to book your clinic. This multi-site booking is made easy by the use of the INBOX.

Creating a New Procedure Set

1. Create a new appointment. {Click} the New button2. Select the appropriate Resource Unit3. {Click} the Procedure icon and select a Telehealth procedure

Note: Enter -TE in the Procedure field to narrow the search and click magnifying glass

4. {Click} YES to the standard scheduling set message.5. {Click} NEW to create a new visit6. Select the appropriate Patient Type7. {Click} Save8. Enter the Insurance information. You must enter: Telehealth Insur-

ance as the insurance.9. {Click} OK to close the window.

Note: Both appointments are displayed as a set on the scheduling window.


The appointment is now displayed on the scheduling grid.

Reading the appointment book: 1. Note that overbooked time slots will show the firstpatient appointment with diagonal lines through it.

a. Click the column heading to view allappointments scheduled at that time.

b. All appointments will now be visible

2. Appointments awaiting confirmation willappear with vertical lines through it.

7. Select the desired visit and {click} on the Go To Appt. button toview the appointment on the grid.

5. Select the desired patient and {click} the OK button

6. {Click} the Search button

The Search Results window will display.


Rescheduling a Visit

1. Locate the visit to be rescheduled using the Find buttontechnique.

2. Select the desired visit and click on the Reschedule Appt.button.

3. The appointment will display at the bottom of the appointmentbook. Locate a new date and time in the appointment book and

drag the appointment to the green cell in the grid.

Column and Scheduling Colours

Green Conflict free time (time slot is available for booking appointments)

Pink Patient preferences have been met

Orange An appointment booked in a Must or Please block

Blue On Duty Time

Black Off Duty Time

Yellow On Call Time

Neon Green Block Time (indicating where a patient should, must or should not be booked)

Pink Multiple block in the time slot

Red Conflict Time (i.e. double booking exists)

Status Bar Colors

Scheduling Grid & Colour Codes


You can cancel a patient appointment at any time. It will remain in the database, in case you need to reactive it. Cancellation of appointments will also require a reason. This reason is captured in cancellation reports generated by your manager.

Method 1: Canceling Appointments from the Appointment Search

1. Locate the visit to be rescheduled using the Find button technique.

2. Select the desired visit and click on the Cancel Appt. button.

Canceling a Visit

3. Select the reason and person canceling the visit form theCancellation Code window that displays.

4. Click on the OK button to complete the cancellation.

Method 2: Cancel Tool 1. Drag the appointment you wish to cancel to the Cancel

button on the toolbar.2. When prompted, provide a cancellation reason and

{Click} the OK button.

Method 3: {Right-click} 1. {Right-click} the appointment you wish to cancel.2. Select “Cancel Appointment” from the shortcut menu.3. When prompted, provide a cancellation reason and {click} the OK

button.

Click on the Cancellation Code magnifying glass to enter the cancellation reason.

Click on the Canceller abbr. magnifying glass to identify the person who cancelled the visit.

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