The Appointment Book will be your first port of call when planning out your clinic days. The appointment book allows you to view all bookings, open patient files and create patient letters among many other things.
- Appointment: Shows the patient name
- Dur.: Shows the length of the appointment e.g. 00:15 is for a 15 minute long appointment
- Confirmed: Displays whether a patient has been marked as confirmed for the appointment. Can be done by rightclicking on the patient's appointment and selecting Mark as Confirmed. If you use Genie SMS Reminders, the patient's reply will be inserted here
- Notes: This will show any notes relating to the patient or appointment. You can manually edit this by right clicking on the appointment and selecting Edit Appointment
- Chart: If there is a chart number listed in the patient demographics for this patient it will show here
- Phone: Patient’s primary contact number
- Type: Appointment Type e.g. New Patient, Follow up
- Acct Type: Will show the account type for the patient as listed in the patient demographics. E.g. Private, BulkBill
- Invoice: Will show either the item number to be invoiced as selected by the providing doctor, or the invoice amount. This will depend on whether the patient has been invoiced yet or not
- Arr.: will show the arrival time of the patient, if they have been marked as in the waiting room
- Wait: Shows the wait time of the patient based on their appointment time or arrival time, depending on what you have selected in the Appointment Preferences for Calculate Waiting Times from. You can also elect to never show the waiting time of the patient
- Room: Room location that the appointment has been booked into
- Created: Date the appointment was created
- By: The user that created the appointment
You can use the Tab key, the arrow keys, or mouse clicks to move to different appointment times. Alternatively, you can use the Page Up and Page Down keys to scroll vertically.
To add notes to the Notes or Name fields, click on the Notes area for the patient’s appointment and hit the Enter key on the numeric keyboard and this will bring up a text input box.
Hitting the Enter key again will confirm these additional notes, and hitting the Esc key will cancel these changes. An ellipsis (...) will appear in the patient's Notes column if a second line of text exists but the appointment booking only covers one line because the appointment text cannot extend beyond the appointment cell.
You can expand the note to view the entire text of the note by clicking into the Notes cell and hitting the Enter key:
If you would like to copy these notes, or any other text in the Appointment Book fields, you are able to use copy (Ctrl+C) and paste (Ctrl+V) commands in the Notes window.
Opens the Appointment Preferences Window
Opens up the Referral/ Reply letter window
Opens a new patient window
Opens the Edit Patient Window
Opens the Merged Letter Templates window
Opens the Labels module
Allows you to make an appointment for another family member, provided they have the same account holder in their demographic window
Marks the patient as In Waiting Room
Allows you to toggle the Name and Notes display in the Appointment Book
Used to create Repeating Patient Appointments
Opens the Procedure Window
Opens the patient’s Clinical Window
Allows you to delete patient and non-patient Appointments
Creates a ‘quick invoice’. Prints an invoice for the item number selected from the drop down list of commonly used items
Prints the appointment Book. Learn more about this feature in our article on Printing the Appointment Book.
Opens up the Invoice Window
Allows you to Show or Hide appointments. The colour will disappear when not displaying the appointments.
Allows you to Show or Hide the Appointment Schedule. The colours will disappear when not displaying the schedule. You can read more about using this feature in Genie in the Appointment Schedules article.
Opens the Recalls Due window
Opens the Patient Correspondence window.
The button opens up the Genie manual as a PDF document. Alt + clicking on this button will open the web-based Genie manual in your default internet browser.
The box underneath the Appointment Book buttons is a text box allowing you to add notes.
In each of the views above (Providers, Dates, Rooms, and Simplified respectively), you can choose to view the appointments for all the providers in a practice, or just the one provider, by using the tabs across the top of the Appointment Book.
The width of your appointment book columns can be adjusted using the slider below the icons, which is available in the All Providers view, the Dates view, and the Rooms view.
The navigation palette keeps track of any windows you have open in Genie and alerts you to any outstanding tasks, results etc.
Appointment Preferences can be set by going to Appt > Appt Preferences or clicking the Appointment Preferences button. For more information on Appointment Preferences, please refer to the comprehensive Knowledgebase article on Appointment Preferences.
You may notice that the text colour of the appointments change throughout the day. The colour of the appointment text indicates the status of the appointment, as below:
For example the default colour for a patient appointment is black and a non-patient appointment is brown. When the patient is added to the Waiting Room by clicking on the Coffee Cup icon, the status is automatically changed to red for 'In Waiting Room'. You can quickly check what each colour represents by clicking on the drop-down menu. You can manually change the Status of an appointment by simply selecting the status from the Status drop-down menu.
The eight status items which are installed with Genie are used by the program for various tasks, and therefore cannot be deleted.
You can modify the original eight statuses' colours, and add or delete any new items you wish by selecting Modify in the Status drop-down menu.
Note: If you double click on a patient that has a status of 'Ready to Invoice' it will open an invoice for the patient. If you double click on a patient that has a status of 'In Waiting Room' it will open the patient's Clinical Window. Double clicking on a 'Non-Patient Appointment' will allow you to edit the appointment. Double clicking on all other appointment statuses will open the patient's demographic window.
If you think somebody else would appreciate reading this article feel free to email them a link.