Community-Wide Scheduling

CWS5.5 Dictionary Training Manual

Community-Wide Scheduling

Dictionary Training Manual

Client Server 5.5

CWS5.5 Dictionary Training Manual

About this Manual

This manual provides overviews and descriptions of the major dictionaries of Community-Wide Scheduling.

We suggest that you use the online Help for information about responding to individual prompts, a glossary of terms, and to take advantage of the hypertext links that indicate related topics.

This manual is current as of the date it was created. For the most up-to-date information about this application, consult the online Help.

CWS5.5 Dictionary Training Manual

TABLE OF CONTENTS:

Resource Group Dictionary ……………………………………………………………………………………………………………………1

Resource Schedule Dictionary ………………………………………………………………………………………………………………2

Resource Schedule Dictionary (‘Overwrite Days Previously Edited?’) …………………………………………………3

Schedule Element Dictionary …………………………………………………………………………………………………………………4

Basic Template Dictionary ………………………………………………………………………………………………………………………5

Copy SCH Resource ………………………………………………………………………………………………………………………………6

Compile Basic Schedule …………………………………………………………………………………………………………………………7

Appointment Group Dictionary ………………………………………………………………………………………………………………8

Appointment Type Dictionary (General Information Tab) ……………………………………………………………………9

Appointment Type Dictionary (Restrictions Tab) …………………………………………………………………………………10

Appointment Type Dictionary (Start Times Tab) …………………………………………………………………………………11

Appointment Type Dictionary (Instructions Tab) …………………………………………………………………………………12

Appointment Type Dictionary (OE Data Tab) ………………………………………………………………………………………13

Copy SCH Appointment Type …………………………………………………………………………………………………………………14

Appointment Set Dictionary …………………………………………………………………………………………………………………15

Sequence Class Dictionary ……………………………………………………………………………………………………………………16

Appointment Conflict Dictionary ……………………………………………………………………………………………………………17

Resource / Appt Type Conflicts Dictionary ……………………………………………………………………………………………18

Resource Schedule Dictionary –Appointment Profile …………………………………………………………………………19

Cancellation/Reschedule Reason Dictionary………………………………………………………………………………………20

Schedule Edit Reason Dictionary …………………………………………………………………………………………………………21

Custom Required Fields Dictionary ………………………………………………………………………………………………………22

Waitlist Category Dictionary .…………………………………………………………………………………………………………………23

Rules Dictionary ………………………………………………………………………………………………………………………………………24

Reservation Dictionary ……………………………………………………………………………………………………………………………25

Patient CDS Map Dictionary ……………………………………………………………………………………………………………………26

Canned Text Dictionary …………………………………………………………………………………………………………………………27

Letter Text Dictionary ……………………………………………………………………………………………………………………………28

Letter Example ………………………………………………………………………………………………………………………………………29

Letter Example ………………………………………………………………………………………………………………………………………30

Program Dictionary …………………………………………………………………………………………………………………………………31

Letters / Forms & Messages Table Dictionary ………………………………………………………………………………… 32-33

Process Screen Level Dictionary ……………………………………………………………………………………………………………34

Access Dictionary (General Information Tab) ………………………………………………………………………………………35

Access Dictionary (MRI Search Tab) ………………………………………………………………………………………………………36

Access Dictionary (Display Preferences Tab) …………………………………………………………………………………………37

Access Dictionary (Screen Actions Tab) …………………………………………………………………………………………………38

Access Dictionary (Branching Preferences Tab) ……………………………………………………………………………………39

Community-Wide Scheduling Parameters ……………………………………………………………………………………… 40-44

Admissions Parameters …………………………………………………………………………………………………………………… 44-45

Customer-Defined Screens in CWS ………………………………………………………………………………………………… 46-54

Letters …………………………………………………………………………………………………………………………………………………55-64

Scheduling to Order Entry Link: Set-Up Guide………………………………………………………………………………… 65-66

Resource Group Dictionary

This dictionary identifies all the groups of resources you can use to schedule an appointment.

When staff members book appointments, the SCH Module searches for available resources within one or more resource groups.

In the Appointment Type Dictionary, the site defines the resource groups that are involved in a particular search.

Resource Schedule Dictionary

This dictionary allows you to create and customize your Resources’ schedules. A resource is any person, place, or piece of equipment that has a schedule and limited availability. The system checks these resources’ schedules when searching for particular appointment types to determine when and if a resource is available.

Resource Schedule Dictionary (‘Overwrite days previously edited?’ prompt)

After filing, and compiling a resource’s schedule, the system displays the ‘Overwrite days previously edited’ prompt. Basically, if the resource has previously existed, the system asks if all EDITS to the resource’s schedule done on the front-end (i.e. for vacation, half-days, etc.) should be overwritten with the default entries in the Resource Schedule Dictionary you are now compiling. By doing so, the system will erase and replace those edits with the fresh, new schedule you compile.

It is important to say NO to this prompt if you would like to save all edits that exist from the front-end on a Resource’s schedule.

For example, suppose you edited and closed-downCTRM01’s schedule from Process Resource Schedule Routine because it needed room maintenance on Wednesday and Friday. And then someone needed to make a permanent change to its schedule, so they went into Resource Schedule Dictionary, filed and compiled the appropriate changes. By saying NO to the ‘Overwrite days previously edited’ prompt, the system would still respect and display CTRM01’s closed-down schedule. However, by saying YES to the ‘Overwrite days previously edited’ prompt, the system would REPLACE next Wednesday and Friday’s closed-down schedule with the default schedule from the dictionary.

*Note: If creating a resource, filing and compiling for the first time, the ‘Overwrite days previously edited’ prompt does not affect anything.

Schedule Element Dictionary

This view-only dictionary defines all the possible days and frequencies that you can use to build your schedule.

Basic Template

This dictionary allows you to create schedules that can later be pulled into the Resource Schedule Dictionary at the ‘Init W/Sched’ field.

Copy SCH Resource

This dictionary allows you to copy resource schedules that were previously made in the Resource Schedule Dictionary.

Compile Basic Schedule

This dictionary allows you to compile resource schedules in the background

Appointment Group Dictionary

This dictionary collects the various appointment types into groups. Each appointment type must be performed at a particular facility that is defined here. This dictionary also defines departments and resource groups that each appointment group uses to build the appointment types.

Appointment Type Dictionary (General Information Tab)

This dictionary identifies all appointments you can schedule at your health care organization. It determines which resource groups and resources are necessary for these appointments to occur, when they are needed, and for how long they are needed.

*The General Information Tab is the only tab in this dictionary that is required.

Appointment Type Dictionary (Restrictions Tab)

Enter any age, insurance, patient type, or authorization conflicts or restrictions that you would like the system to consider when booking patients for the exam.

Appointment Type Dictionary (Start Times Tab)

Enter any start time restrictions that you would like the system to consider when booking patients for the exam. It is not necessary to exclude times that you already know your resources are not available for.

Enter specific start times on specific days of the week. On the example above, the Cat Scan of the Abdomen can take place any time during the week when resources are available, but can only be booked at 10:00 am and 11:00 am on Tuesday and Wednesday.

Appointment Type Dictionary (Instructions Tab)

Fill out specific instructions for your scheduler or for your patient to be aware of during the scheduling of the appointment. F5, your ‘Get’ Key, and F9 will pull in any Canned Text that has been created. Also, you can use your toolbar to copy and paste documentation within these fields.

Appointment Type Dictionary (OE Data Tab)

This tab is only accessible if your organization is using the Order Entry module. You can link an appointment to an order, so that, if the SCH/OE link is set up, the order will automatically flow over to the Order Entry module in a ‘Verified’ status upon pre-registering, or registering the patient’s account.

Copy SCH Appointment Type

Copying appointment types can be used as a short cut to create new appointment types by copying existing appointment type entries. It may be easier to copy and make necessary edits to the new appointment type rather than building the appointment from scratch.

Appointment Set Dictionary

Use this dictionary to establish a series of appointment types that need to be:

Scheduled in a particular sequence.
Booked within a certain time frame.

For clinical reasons, some types of exams need to be performed together or in a special order. Appointment sets can help ensure that patients and staff schedule appointment types in the correct order.

Note: Users can create a set on the fly at the time of booking as well; sets do not have to be defined within the Appointment Set dictionary.

Sequence Class Dictionary

Use this dictionary to build a sequence that can be linked to appointment types and used when building appointment sets. The dictionary defines the steps of a specific appointment. For example, with a Bone Scan appointment set, the injection is always step 1 and the actual scan is always step 2. At the value prompt, define the value or step number. For example, 1 = step 1.

Appointment Conflict Dictionary

This dictionary allows you to define appointment type conflicts. There are four types of conflicts that can be created:

Before/After Not Scheduled
Before/After Scheduled
Within Not Scheduled
Within Scheduled

The example above reads “If the (Barium Enema) appointment type is (Scheduled) within (2 Days) (After) the (Ultra Sound of the Abdomen), than (WARN) the scheduler.”

So if the scheduler tries to book a BE appointment type anywhere from 0-2 days after the patient is already scheduled for an USABD2 appointment type, then the system will stop and warn the scheduler.

Resource/Appt Type Conflicts Dictionary

This dictionary allows you to define conflicts between appointment types that occur for specified resources. For example, a doctor may not be allowed to perform two complex appointment types in succession.

Note: When setting unique book minutes and/or durations, the system will only respect the resource specific settings if the scheduler identifies the resource at the time of booking. If the scheduler does a search for availability across all resources, the system will look to the default duration/book minutes defined in the Appointment Type.

Resource Schedule Dictionary – Appointment Profile

This dictionary allows you to profile specific times in the resource’s schedule by including or excluding during certain time increments. This profile can than be released within a specific amount of time if the profiled appointment has not been scheduled.

In the example above, CT ROOM 01 has every Monday blocked off from 8:00 am through 10:00 am specifically for the CTABD exam, since it is ‘INCLUDED’. If there have been no Cat Scans of the Abdomen booked 24 hours before the specified time, the system will release this profile and open the resource up to any appointments.

Cancellation/Reschedule Reason Dictionary

This dictionary allows you to create cancellation reasons; any reason why an appointment would not proceed as planned. Often, a patient will call to cancel an upcoming appointment. This dictionary allows your organization to track and run various reports on cancelled appointments.

Some cancellation examples are:

Doctor Requested
Car Problems
Machine down
Inclement Weather
No Reason Given

Schedule Edit Reason Dictionary

Use this dictionary to create reasons why anyone might edit a resource's schedule.At the time of manually editing or excluding time on a Resource’s schedule, a reason for the edit can be captured. This reason can also be viewed along with the user’s mnemonic, date/time of edit on the Resource Schedule Edits report, which can be a helpful troubleshooting tool.

Custom Required Fields Dictionary

An optional dictionary used to require certain fields within the scheduling process. At the time of scheduling an appointment there are three standard required fields: Patient’s name, age, and sex. The Custom Required Fields Dictionary allows sites to require additional patient information at the time of scheduling an appointment.

The following fields are available to be made required:

EmpCity
Emp Phone
EmpState
Emp Street 1
Emp Street 2
Emp Zip
Employer
Insurance #1
Insurance #1 Authorization
Insurance #1 Policy #
Ordering Doctor
Social Security Number
Waitlist Category
Short Notice
PatCity
PatHome Phone
PatState
Pat Street1
Pat Street2
Pat Zip
PCP
Reason for Visit
Visit Dx 1
Edit Reason

Note: This dictionary governs the entire SCH database. It will be important for all departments to reach an agreement regarding required fields.

Waitlist Category Dictionary

Use this dictionary to create user-defined waitlist categories for PENDING appointments.

If a PENDING appointment is created, users can enter a waitlist category. PENDING appointments with an associated waitlist category of ‘triage’ appear in the Triage Waitlist Routine.

Rules Dictionary

Performs customized checks when booking appointments.
Requires an understanding of MAGIC Programming.

Use this dictionary to write customized rules that help prevent conflicts from occurring in the booking process for your Community-Wide Scheduling Module. These rules, written in the MAGIC programming language, establish criteria for making appointments. You can attach rules to appointment types in the “Restrictions Tab” of the Appointment Type Dictionary.

Reservation Dictionary

This dictionary designates non-patient appointment types as Meetings or Reservations.

Meeting and reservation types are not associated with specific patients. Like regular appointments, meetings and reservations block off time on a resource’s schedule. For example, a Radiology Staff Meeting could be defined so that the system blocks off a selected time for all Radiology staff to attend the meeting.

Patient CDS Map Dictionary

Use this dictionary to do the following:

Designate when PT SCH type customer-defined screens appear.
Set up a hierarchy that determines which customer-defined screen appears.
Determine which CDS appears for each department.

If it has been defined, a customer-defined screen appears when you create a new visit for a patient through either the Process Patient Appointments Routine or the Process Department Appointments Routine. Queries on the CDS can collect more specific patient information at this time.

Please see the Customer-Defined Screen handout on page46 for more information.

Canned Text Dictionary

This dictionary allows you to enter and store information or instructions that you frequently use. Canned Text can also be used as templates (or frameworks) for memos and reports. Instead of retyping a frequently used section of text, you can enter it in this dictionary once, and then insert the entry wherever appropriate by pressing F5 and F9.

Community-Wide Schedule canned text can be used in Schedule Notes, Scheduler and Patient Instructions, and Letter Text.

Letter Text Dictionary

This dictionary defines the text of the letters and messages you send to patients, staff members, or members of the community. This is a free text dictionary that can also make use of data fields and appointment fragments.

How to pull in Data Fields, Fragments and Canned Text into letters

Data fields can be incorporated into the letter using the Get (F5) key:

To get this: / Press these keys in succession:
The Prompt box / <F5
Canned Text Lookup / <F5> <F9>
All Data Fields Lookup / <F5f <space bar> <F9>
Patient Data Fields Lookup / <F5> f <space bar> pt <F9>
Appointment Data Fields Lookup / <F5> f <space bar> appt <F9>
Resource Data Fields Lookup / <F5> r <space bar> <F9>
Query Lookup / <F5q <space bar> <F9>
Group Response Lookup / <F5g <space bar> <F9>
Appointment Fragment Lookup / <F5a <space bar> <F9>

To pull in resource information, users enter [r *] before the data field.

Example: [r *] [f appt res name]

Note: Before beginning to build letters, it may be helpful to print a list of Data Fields. See steps below:

System Management
Miscellaneous
List Text and Rules Fields

Function = APPT

From Data Field = BEGINNING

Thru Data Field = END

Active? = Y

* For more information on Letters, see page55

OakStreetCommunityHospital

123 4th St. SW

Boston, MA 12345

[f today fmt]

[f pt name first/last]

[f pt addr1] [f pt addr2]

[f pt csz]

Dear [f pt name first],

Thank you for choosing OakStreetCommunityHospital as your health care facility. Meeting

your health care needs is our number one priority. Our records indicate that you have

an upcoming appointment scheduled on:

[f appt day of week] [f appt date fmt] at [f appt start time fmt]

[f appt pt instruct]

We look forward to providing you with the highest level and quality of health care. If you should have any questions prior to your visit, please don't hesitate to contact us at (123)456-7890.

Sincerely,

OakStreetCommunityHospital

123 4th St. SW

Boston, MA 12345

July 1, 2007

BETHANY JOHNSON

100 9TH AVE SW

FOXBORO, MA02035

Dear BETHANY,

Thank you for choosing OakStreetCommunityHospital as your health care facility. Meeting

your health care needs is our number one priority. Our records indicate that you have

an upcoming appointment scheduled on:

Monday July 15, 2007 at 9:00am

Please bring a list of all medications to this appointment.

We look forward to providing you with the highest level and quality of health care. If you should have any questions prior to your visit, please don't hesitate to contact us at (123) 456-7890.

Sincerely,

OakStreetCommunityHospital

Program Dictionary

This dictionary allows you to associate multiple types of hardcopy formats and their print criteria for use in the Community-Wide Scheduling Module. These programs define the print format of letters, forms, and lists.

Letters/Forms & Messages Table Dictionary

This dictionary allows you to define when letters are queued to print and where and when messages are sent. The table also allows you to determine who receives messages. You determine when the letters/forms go to the print queue.

Use the CWS Letter Text Dictionary to create the text of a message. Then use the CWS Letter/Form and Message Table Dictionary to define when to automatically generate the message and to whom the message is sent. (Your CWS Application Specialist reviews all steps necessary to create messages in CWS during implementation.)