Appointments

Last updated: May 22th, 2019

The 'Appointments' page is synced with your practice management system and is the main page from which you will create ACC claims and invoices. 'Appointments' can be viewed either as a list or in the form of a calendar. Use the tabs shown below to alternate between the two.

Views

List View

The list view is the best place to add a claim to a patient and an appointment and to create ACC invoices.

Additional appointment items - appointment note, purchase order number, appointment type and attendance can be viewed by clicking the button. This will also show the claim details for all active claims that a patient has.

Appointments can be sorted into a column by clicking on a column heading. You can also filter the view across all fields using the search box.

List view actions
  • This button is for selecting all the claims that are in the current view, which are ready to invoice to ACC. The total number of selected appointments will show at the bottom of the list view. Please be aware that this could also select appointments that are on another page of the view, if there are more appointments in the current range than are showing
  • This button de-selects all selected appointments
  • Used for adding additional services to the calendar eg COPY, XRAY. Setting service items
  • Sets all single active claims for appointments. Setting multiple claims
  • Submits all selected appointments to ACC

Calendar View

The calendar view is useful if you are working with SubmitKit on a daily basis to add claims. The calendar view also allows you to view non-ACC appointments, and change a non-ACC appointment to an ACC appointment.

Details for an appointment can be viewed by clicking on an appointment. Clicking in an empty space on the calendar allows the adding of service items eg COPY or STPR.

Appointment status

The icons in the right hand corner of an appointment indicate the following:

  • An invoice has been submitted for this appointment
  • Patient has no claims
  • No claim has been set for the appointment
  • There is a note on the appointment
  • Appointment has a purchase order number

Sync appointments

Your appointments sync with Cliniko overnight. Appointments from the start of the current week up to two months in advance will be updated to SubmitKit each night. If you make any appointment additions or updates in Cliniko after the overnight sync, and you need to view them in SubmitKit on that day, use the button. The Sync button will pull through additions and changes to appointments from the start of the viewed date range to one month in advance.

Any changes to clients eg. if you change the their date of birth, will not be pulled through on appointment syncs. Patient changes can be re-synced from the claim pop-up form or the edit page for the client. Learn more about managing patients.

Appointment Actions

Set claim to appointment

The 'SET CLAIM' column shows which claim number you will be using for the treatment; if blank then no claim has been set yet. The 'CLAIMS' column contains all the active claims for a patient. If a patient has no claims, the claims column will be blank. If the patient has one active claim, then a button will be displayed. If there are more than one active claims, a drop-down menu will be displayed. Clicking the button or selecting from the drop-down menu will set the claim against the appointment.

To remove a claim from the appointment click the button next to the set claim.

Set single claims simultaneously to appointments

Patients may have only a single active claim. These single claims can be set simultaneously for all appointments within the displayed appointment range. By clicking the button in the table header, all single active claims for the date range you are viewing will be set for the patient's appointments. This is recommended to be used only when you know that there are no new claims to be added that relate to appointments in the current date range. If you do add a new claim that needs to be set to an appointment, which already has a claim set, you should un-set the previously set claim, then choose the correct claim.

Change service

The 'service' column will be set to the default service for that practitioner. If the practitioner provides more than one service, a drop-down menu can be used to set the service for this appointment.

Change duration

To alter the duration of an appointment, use the drop-down menu in the 'MINUTES' column. If you bill ACC per hour this will alter your bill duration. Changes to the duration will not be reflected in your practice management system.

Appointment type

Th appointment type can be changed. If you set the appointment to a non-ACC appointment type, the appointment will disappear for the list view, but can be shown on the calendar view by clicking the 'show non-ACC' check box. Changes to the appointment type will be reflected in your practice management system.

Attendance

Setting an appointment to 'unattended' will remove the appointment from the list and calendar views. Change to attendance will be reflected in your practice management system. To reset an appointment to 'attended' you will need to go back to your practice management system.

Note

Adding a note:

A note must be in the form {your note...} in your practice management system

A note can be added to an appointment for your own reference in two ways:

  1. In SubmitKit - click the button next to the note item
  2. In your practice management system - In Cliniko, open an appointment dialog by clicking an appointment, then click edit. There is a 'Note' text box that can be populated. To make a note for SubmitKit place the note within curly brackets eg. {your note}.

    Cliniko note example

    screenshot
    Check a note

    If an appointment has a note there will be a icon next to the appointment date (list view) or in the top right of the appointment entry (calendar view). You can read a note by hovering the mouse over the note icon, or clicking into the appointments further details.

Add purchase order number

ACC may provide you with a purchase order number for certain requested services. This can be added by clicking the button next to the purchase order number label.

Service Items

Service items are service codes that may not be an appointment, they are additional services or products that you need to bill ACC for. eg. COPY, splinting, x-ray, orthotics

Adding service item related to an appointment

Service items may be related to an appointment, ie the item shares the same: practitioner, appointment date, and patient. To add related service items:

  • Click the button to the left of an appointment that the item will relate to
  • Under 'Service Items', select the service item that wish to add
  • Click the 'add' button
  • The service pop-up form will be shown
  • Add in any other details that are needed eg, Custom amount, Duration or Units
  • Save the item

Adding non-related service items

If you need to bill ACC for a particular service, like writing a report, making copies of your notes, or getting an xray, this can be done by adding a service item.

Head to Appointments.

On the list view click the button from the menu:

On the calendar view click in a free spot on the calendar.

The add service item pop-up form will open.

  • Select the practitioner
  • Select provider type
  • Select the service you are adding
  • Select the billing method. There may be only one billing method for a service
  • Select the date for the service. If you opened the pop-up from the calendar a date and time will be auto-populated
  • Select a time. The time is not used by ACC, only by SubmitKit to place the item within your appointments
  • If the service has a hourly billing rate, you will also need to select a duration, which will be in minutes. If the billing method is units, enter the number of units
  • Use the auto-complete to find the patient the service belongs to
  • Save the item

In order to invoice ACC for the service item, a claim from the patient will have to be set for the appointment first.

Editing service items

Appointments that are service items will have a button, which will open the pop-up form for editing.

Invoicing service items

Before invoicing ACC for a service item you need to set a claim number for the appointment as above. If you need to you can set a purchase order number. Once set you can invoice like any other appointment.