Retaining an Appointment

If	Then
The new appointment is for the same event as the No Show or Cancelled appointment and within a reasonable period of time (no more than 6 months). Example: If a patient missed a contact lens fitting two months ago, and then calls for a contact lens fitting, that appointment can be flagged as retained.	Select Yes to flag the appointment as retained.
The patient's new appointment is for a different event or beyond a reasonable time period for the same event as the No Show or Cancelled appointment. Example: If a patient missed a contact lens fitting two months ago, and then calls for a refractive consultation, that appointment is not considered retained because it is for a different event.	Select No to not flag the appointment as retained.

Help Guide for NextGen® Enterprise PM 8

Appointment Scheduling

The following are the basic appointment scheduling functionalities in NextGen® Enterprise PM: Schedule appointments Modify appointments Reschedule appointments Cancel appointments Search and view appointments Print appointments The following additional functionalities may be included depending on the practice's workflows: Appointment Reminder Letters Appointment Waitlists Recall Plans Group Scheduling Add an Appointment You can schedule an appointment for an event or event chain for a selected resource. View Existing Appointments for a Patient Resizing the Add or Edit Appointment Window Mark an Appointment as Kept You can mark an appointment as kept either manually or through the auto-flow process. Modifying an Appointment Rescheduling an Appointment Removing an Appointment Retaining an Appointment Linking Appointments Confirming Appointments Scheduling Conflicts Parent topic: Appointments

Help Guide for NextGen® Enterprise PM 8

Appointment Statuses

All appointments have one of the following statuses at a given point in time: Expected: The appointment is scheduled for the current or future date and is not in the Kept state. Kept: The appointment moves to the kept state in the following ways: When you select the Checkin/Create Encounter option for an appointment, it follows the autoflow process, which automatically selects the Appointment Kept option in the Add Appointment or Edit Appointment window. You can open the appointment, and select the Appointment Kept option manually without going through the Checkin/Create Encounter autoflow process. Cancelled: The appointment is cancelled. No Show: When the patient does not check-in or cancel the appointment, and if the Appointment Kept option was not automatically or manually selected, then the appointment status automatically changes to No Show after midnight on the scheduled day. Pending: The appointment is attached to the NextGen® Enterprise PM email and sent to the user requesting

Help Guide for NextGen® Enterprise PM 8

Recall Plans

In cases where a patient requires a future follow-up appointment and that appointment cannot be scheduled now, a Recall Plan can be entered for the patient instead. For example, a patient that was seen by a provider today to have a specific test performed may need to return next year to have the test performed again. Recalls are used in NextGen® Enterprise PM as a mechanism of sending one or more letters to the patient reminding them that they are due to return to the practice for a particular type of appointment. Recall Plans are set up in File Maintenance > PM Practice Master Files. The set up for each recall plan defines the number of days within which patients are expected to return. The return event, resource and location can be defined for each recall plan, as well as the number and frequency of reminder letters to be sent to patients. Reference: For information on setting up Recall Plans in File Maintenance, refer to the File Maintenance Master Files Guide for NextGen Enterprise

Help Guide for NextGen® Enterprise PM 8

Hide an Event

If you hide an event, the event is no longer available for selection in NextGen® Enterprise PM. For example, a specific procedure is no longer performed in the practice, and therefore appointments should no longer be scheduled for that event. If an event is hidden, all existing appointments for the event are retained. Therefore, they remain in a patient’s appointment history and are still available for appointment reports in NextGen® Enterprise PM. In NextGen® Enterprise PM, select Admin > Scheduling Admin. Note: When you select the Enable Enterprise Appointment Scheduling option in Practice Preferences window, the Scheduling Admin option on the Admin menu displays the following two options: Enterprise Practice The Scheduling Administration window opens. Select the Events tab. Select the event to be hidden. Right-click and select Hide. A message appears asking you to confirm if you want to hide the event. Select Yes to hide the event. The event is removed from the list. Parent topic: E

NextGen® Enterprise EHR Help

Track Reasons for Appointment Cancellations or Stopping Recalls for an Expired Patient

Use this procedure to do the following: Expire a patient Cancel future appointments and stop active recalls Enter a Reason for Cancelling Future Appointments or Stopping Recalls Access the Modify Person/Patient Information Window for the patient that you want to expire. On the Modify Person/Patient Information window, select the Expired check box. The Expired Date field becomes active. In the Expired Date field, enter the date of death for the person/patient. A application message appears, asking if you want to cancel future appointments and stop active recalls. Do one of the following: Select Yes. If Appointment Cancellation Tracking or Recall Plan Stop Reason tracking is enabled in Practice Preferences, you will need to select a reason for the appointment cancellation or the recall plan stop reason then select OK. The Reason for Stopping Recall application message appears if your practice is tracking reasons for stopping recalls. The Reason for Appointment Cancellation application me

Help Guide for NextGen® Enterprise PM 8

Appointment Book

The Appointment Book window in NextGen® Enterprise PM provides an overview of the appointment schedule for the various resources and locations within the practice. The appointment book is used to schedule, reschedule, and cancel patient appointments. You can view appointments for: An individual resource for a specific day, week, or month. Multiple resources at the same time for a specific day. To access Appointment Book in NextGen® Enterprise PM, do one of the following: From the main toolbar, select the ApptBook button. From the Tasks menu, select Appt Book. Appointment Book Toolbar Appointment Statuses You can get different appointment statuses and their description. Category and Location Tooltip You can know more information about the category and location tooltips and where to find them in the appointment book. Custom Tooltip You can get more information about appointments using the custom tooltip. Appointment Book Views You can know more information about the different views that

Retaining an Appointment

Recommendations

Appointment Scheduling

Appointment Statuses

Recall Plans

Hide an Event

Track Reasons for Appointment Cancellations or Stopping Recalls for an Expired Patient

Appointment Book

Appointment Scheduling

Appointment Statuses

Recall Plans

Hide an Event

Track Reasons for Appointment Cancellations or Stopping Recalls for an Expired Patient

Appointment Book