Reason for Visit: Adding and updating

Estimated reading: 6 minutes

Reasons for Visit are used throughout the Appointment Scheduler, to check in patients, to monitor inpatients on the Electronic Whiteboard, and can be bookmarked into documents.

Before you start

  • Security access to Appointment –Reason for Visit, Appointment – Reason for Visit Setup, Reason for Visit, and Reason for Visit Setup dialogs

Important!

  • A Reason for Visit cannot be deleted if it is linked to a patient or client record. Reasons for Visit can be inactivated in these cases.

Reason for Visit setup overview

Complete Reason for Visit setup is accessed in two parts, the list and the associated default settings. Here’s where you can find each setup option:

Controls > Reason for Visit:

  • Add/update primary and secondary Reasons for Visit
  • Add Alert notes to pop up when scheduling or checking in a patient
  • Default the referral recheck and inpatient checkboxes at check-in
  • Default check-in/out documents

Controls > Appointment Scheduler > Reason for Visit:

  • Add usual amount charged
  • Add/Update appointment and text colors
  • Default Performed by staff
  • Default appointment units for the expected length of appointment
  • Default Dr/Asst Time if using overbooking alerts

Add a new Reason for Visit

  1. Controls > Reason for Visit
  2. Click New in the Primary reason for visit or Secondary reason for visit area.
  3. For primary reason for visit, complete the following as needed:
    • Enter a description.
    • Enter an Alert note.
    • Select Referral recheck to have visit counted as a recheck upon check in.
    • Select Inpatient to have patient checked in and added to the Electronic Whiteboard.
    • Link check-in/out documents
      • Enter or change Doc ID or F2 and select.
      • Click door icon to indicate as a check in (red arrow) or check out (green arrow) document.
    • Click OK to save changes and return to the Reason for Visit List.
  4. For Secondary reason for visit, enter a description and click OK to save changes and return to the Reason for Visit List.
  5. Repeat steps as needed for additional reasons for visit.

Update a Reason for Visit

  1. Controls > Reason for Visit
  2. Select a reason from the primary or secondary reason for visit areas and click Update.
  3. For Primary reason for visit, modify the following as needed:
    • Description
    • Select Inactive, if needed
    • Alert note
    • Referral recheck
    • Inpatient
    • Linked Check in/out documents
      • Click door icon to change between check in (red arrow) or check out (green arrow)
      • Enter or change Doc ID or F2 and select
      • Remove a document by using Ctrl + D in Doc ID field
    • Click OK to save changes and return to the Reason for Visit List
  4. For Secondary reason for visit:
    • modify the description
    • Select Inactive, if needed
    • Click OK to save changes and return to the Reason for Visit List.

Delete a Reason for Visit

  1. Controls > Reason for Visit
  2. Select the reason from the Primary Reasons for Visit list (if it has not been used) or Secondary Reasons for Visit list.
  3. Click Delete.
  4. Click Yes or No to confirm the deletion.

Reason for Visit defaults

  1. Controls > Appointment Scheduler > Reason for Visit
  2. Select from list and click Update.
  3. Enter a value in Usual amount. This is only necessary if you are going to set sales goals and monitor progress with the Scheduled vs. Goals report.
  4. Click Set Color or double click in Appt Color field to choose a background color.
  5. Select Black text or White text, based on color choice in previous step.
  6. Select a staff for Performed by to save steps if this reason for visit is only ever performed by one specific staff member.
  7. Choose a value for Number of units to set the appointment length. The maximum is 25 units.
  8. Select which Dr/Staff time units the appointment staff is required to be with the patient if using the overbooking scheduling alerts.

Additional information

General

Secondary Reason for Visit

Alert Notes

Reason for Visit colors

Time Units and Overbooking

Inactivating a Reason for Visit

Related Reports

  • Appointments report
  • Appointments report – Summary
  • Census report
  • Checked in Census report
  • Whiteboard Patient Treatments Report
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