Appointment details.

Patient name | planned treatment service codes | appointment duration | Appointment Category colour swatch (if a category is set for the appointment) - hover the mouse over the box to see what the category is | Appointment Payor displayed as a colour swatch (hover your mouse cursor over the colour swatch for a tooltip description)

If no category is set for the appointment then only the colour swatch showing payor will be present.

Days preferred.

Initial auto-display of the patient preferences (days and times) as recorded in the Patient Preferences area of the Patient File > Recalls tab:

NOTE: Any modified preferences for this appointment are NOT saved back to the patient file.

Times.

By default the search is set to include (Times Between). You can also opt to search on exclusion (Times Outside of). Use the search Outside these times to find times that avoid the selected times. For example, if the patient works part time in the afternoon, you can search for times Outside of 12pm-3pm, and it would return suggestions in the morning or late afternoon.

Drag the sliders to define a time range per day. EXACT will search within this range if set for Times Between, or outside of this range if set for Times Outside.

Providers (Dentists and Hygienists).

If an appointment is for a specific provider, but no suitable results can be found, the provider selection will allow you to change the search over to be for Any Dentist or Any Hygienist.

However if the appointment started out as being for Any Dentist, then the dropdown will allow you to select between Any Dentist or Any Hygienist or the patient's dentist or hygienist (if they have been set in the patient record).

To search for a different specific provider, you will need to close the search window and select a provider for the appointment.

For coordinated duty appointments the search options will only appear if there is time selected for each provider type. e.g. With only dentist time selected, then only the dentist dropdown menu will appear.

As with non-coordinated duties appointments the dropdowns will only toggle between the dentist / hygienists selected for the appointment and All Dentists / All Hygienists, or if no dentist / hygienist is selected for the appointment, then between the patient's dentist / hygienist and All Dentists / All Hygienists.

As with non-coordinated duties appointments the dropdowns will only toggle between 1) the dentist or hygienists selected for the appointment and 2) All dentists or All hygienists.

Or if no dentist or hygienist is selected for the appointment, then between 1) the patient's dentist or hygienist and 2) All dentists or All hygienists.

In Room.

If the appointment book uses Rooms to book appointments the search preferences will contain a room selector:

If the appointment is already selected to be in a particular room, this will be defaulted, but if not it will be set to Any Room.

Use the dropdown menu to select any specific room, or set it to Any Room.

For practices that use multiple Locations with Rooms, the dropdown menu may include Rooms across two or more Locations. For example:

(See also Multi-location Appointment Search for a Provider)

Times located (Clinics).

If your practice uses clinics, and has set some clinics in the future the search preferences will contain a "Clinics" selector. The default option is Matching Clinics and Open Space.

The available options are shown in the table below. You can select one of these options to adjust the times returned as indicated.

Searching for an appointment with 'green' clinic time will match the following gaps depending on the option selected:

Start Date.

The earliest date from which to find appointments.

If you are searching from the hold list or clipboard, the Start Date will default to today.

If you are searching from the Appointment Workflow departure task list, the start date will be the earliest bookable date for either the recall or the appointment in the treatment plan.

You can change the date by either typing a new date into the box, or clicking on the calendar and selecting a new one. You will not be able to select or enter a date that is earlier than the earliest bookable date.

Change this the date as required, but note these conventions:

• This date can only be after today.
• Recall Appointments default to the recall date, and the earliest selectable date will be configured in the "up to xx days before" setting in the Recall setup.
• Appointments default to the earliest date that the clinician specified (e.g. 7 days time)

Selected date and session, displaying times over 6 hours and the booking button.

The first available session opens immediately to speed booking. It shows available times over six hours for a particular date.

There are four possible six hour-sessions:

Morning (6am to 12pm) Afternoon (12pm-6pm) Evening (6pm- Midnight) Night (Midnight to 6am)

Sessions only show if 1) they have available time and 2) they meet the search criteria.

If you click any other session,

• this current recommendation closes and your selected session opens
• in the background the appointment book shows the selected date and time, so that you can get a more detailed look at the session if necessary.

The display for an open session shows the times over six hours:

Click one of the available times to be ready for booking. In the background the appointment book will centre on this time.

Booking details for the current selections:

For the selected time, these are the options for rooms, providers and clinics.

Normally it is not necessary to use the dropdown menu because the optimum option is already selected by default.

Click the dropdown menu if you need to select an alternative to the default.
As with the grid times, where there is a choice the optimal bookings will be shown in bold, and non-optimal booking (where a gap will be left in the book) are shown in light blue.

If you click a different time the options in this Book Appointment row changes appropriately.

If the appointment is already selected to be in a particular room, this will be defaulted; if not it will be set to Any Room.

Optionally use this Location dropdown to select a Location:

Your selection may be different to the Location specified at top left of the screen. If you select a Location that EXACT calculates is inconsistent (for example, the selected Provider won't be at that Location), you will see a Warning message with a prompt to continue:

Select the Book button when you and the patient agree that all selected appointment options are suitable:

You will immediately see the following:

• the search window will close,
• provided the correct providers are currently shown in the appointment book, you will see the appointment that you booked in the diary at the chosen time.

Available sessions for the displayed dates. Click a session to

• View available start times in the Appointment Search window.
• View that session in the appointment book (in the background).

Click Previous Page or Next Page to display other dates/sessions than are currently on display.