APPOINTMENT VIDEO TRANSCRIPTS BELOW

Once we have clients in our system we can create appointments. Similar to create client links we also have create appointment links. The first step is to find our client. We can search by name, phone, or address. We must click the client from the drop down that appears when searching. Once we do this we can see the client phone numbers, and some fields will auto fill from the client information. Next is caller name, if someone other than the client is calling in the appointment. Next is total additional seats. This is how many guests are going. If we have guests, we must also know their restrictions. For example, if we have 3 guests, and 1 of them is wheelchair, we choose 3 additional seats, 1 wheelchair, and 2 ambulatory. The client pickup location will auto fill as the client home address when we choose the client. If the client is being picked up from a different location, for this appointment only, we can easily change the pickup location. This box is also a google helper, but we can type any address in case google does not have it. It is recommended to use the google suggest address when possible. If the client has moved we can change the appointment address here, and then change the client address after adding the appointment, or we can change the client address first and then create the appointment. The next step is to fill out the client arrival location. This is the location of their appointment, or where they are going. This box is also a google helper, and can be used the same as any other google box, except we can take advantage of doctor and place names. Another way to add the client arrival location is to use the rolodex. This will use internal information and add necessary billing information to the appointment notes. Sometimes clients will have stops before or after their appointment. For example, a pharmacy stop after the appointment, or a bank stop before the appointment. For these situations we can use the add legs buttons. There is 1 button for legs before appointments and 1 button for legs after appointments. Each leg location can be google searched, or searched with the internal rolodex. Each leg also has an estimated time length which is usually a best guess and defaults to 15 minutes. The next step is to pick the appointment date and time. The next step is to choose the appointment restrictions. In most cases this will match the client restrictions and will auto fill when we choose the client above. Appointment notes are used internally. Next is the appointment time length. We may not know how long an appointment will be. Based on this information the system is built around a 1 hour default. If we know how long the appointment will be, or have a better guess, we can change this time. The estimated return time will show below and is regenerated each time we choose a time length. Next is the create return trip option. The default value is yes, which means we are taking the client back home after their appointment, or after their last leg, if they have legs after the appointment. If this is a 1 way trip, or ends at the last leg without taking the client back home, then we choose no. Next is the appointment billing code. Billing codes will appear after choosing a client based on what billing codes the client has. If the client only has 1 billing code it will auto fill. If the client has multiple billing codes we have to choose which billing code to use for this appointment. It is important to note below the add appointment button we have a list of existing appointments for this client. Please use this feature to check if an appointment exist to prevent duplicate appointment entries. It can be very common to receive duplicate appointment information. Sometimes we know the pickup time and not the appointment time for trips. In these situations please use the add discharge appointment button. Everything is the same as adding an appointment as above except we do not have the option for a return trip, and the client address auto fills in the arrival location not the arrival location. If this is a round trip please set the pickup location as normal, then add a leg as the destination, and set the arrival location the same as the pickup location. It is essential that all information is correct. The system will calculate travel times, pickup times, vehicle type and capacity needed, and more, based on the information from clients and appointments.

If an appointment does need changed we can use the all appointments link search box. Usually we will want to choose the date and then search.