Appointment Scheduler: Room setup and maintenance
Rooms display as columns on the Appointment Scheduler. This article reviews setup and best practices for room organization.
Before you start
- Security access to Room Setup dialog
Add a Room
- Lists > Room
- Click New.
- Enter a name for the room. It will display as the column header on the Schedule for Today window.
- Enter or F2/select a staff ID in the Restrict room use to staff member field if this room is to be used exclusively for a specific staff member.
- Select the Add new room to all suites check box If this room should be displayed in all appointment suites by default.
- To change the order of the room as they display on Room List and Scheduler windows, click the room and use onscreen arrow buttons to move the room within the list.
- Click OK.
Update a Room
- Lists > Room
- Select room from list, click Update.
- Do any of the following:
- Modify the room name
- Remove or change the staff ID in the Restrict room use to staff member field
- Change the display order
- Click OK.
Delete a Room
A room cannot be deleted if a patient is either currently checked in or there are scheduled appointments for that room. Support assistance is required to delete a room that has been used.
To delete a room created in error that has not been used:
- Lists > Room
- Select room from list, click Delete.
- Click Yes or No to confirm the deletion.
- Click OK.
Additional Information
Adding rooms to Appointment Suites
- Adding new rooms will automatically add them to the bottom of all suites, but will not be selected to display unless the Add new room to all suites is selected at time of creating the new room.
- Rooms can be also set to display by updating applicable suites. To do this go to Controls > Appointment Scheduler > Suite Setup.
- The Default Suite automatically includes all rooms to display. The name of this suite cannot be changed and this suite cannot be deleted. Rooms can be selected to display or not display and the order of rooms can be changed.
Room Restriction
- If a doctor name is used as a room name, it’s recommended to use the Restrict room use to staff member field. Restricting the room use will automatically fill in the staff member for this appointment and prevent you from having to select the staff. When restricting room use, the staff ID field cannot be changed to another staff.
- Reason for Visit defaults can be set with a ‘performed by’ staff as an alternative to restricting room use. The performed by staff can be modified whereas a restricted room staff ID cannot be changed when scheduling an appointment.
- If moving an appointment to a restricted room, a message appears to notify you that this room is restricted to the specific staff member. The original staff member on the appointment will be changed automatically to the designated staff member for this room.
Overbook rooms
- To accommodate overbooking, create a separate overbook room (column) per doctor. Ex: Create a Dr. Jones room and a Dr. Jones –Overbooks room. Arrange them to display next to each other from the Schedule for Today window.
Related Reports
- Appointments Report
- Appointments Report – Summary
- Appointment Audit report
- Checked-in Census report
- Scheduled vs. Goal report
