Converted Data Guide: Handling Converted Treatment Appointments

Description

This quick guide goes through the steps for handling converted appointments that contain procedures from a patient's treatment plan. 

Note

Every conversion is different, so there are a few ways converted treatment plan visits may display. This guide goes through the most common scenarios.

Additional note: The focus of this guide is specific to appointments for planned treatment rather than recare. To learn how to handle converted recare appointments, click Converted Data Guide: Updating Converted Recare.

Steps

The following topics are covered in this quick guide:

• Section 1 - Understanding the Converted Appointment
• Section 2 - When Procedures Are in the Converted Appointment
• Section 3 - Adding Procedures from the Charting Module
• Section 4 - Adding the Appointment from the Sidekick

Section 1 - Understanding the Converted Appointment

1. To check how an appointment converted, double click the appointment to open it.

2. The appointment may have procedures already attached. These will appear in the Procedures section of the appointment.

3. Sometimes the procedures are listed in the appointment description line. 

4. They also may be listed in an appointment note.

5. The procedures may show in one of these areas, in two areas, or in all three.

Section 2 - When Procedures Are In the Converted Appointment

1. If there are procedures in the Procedures section, they are already attached to the appointment. If this is the case, click the description line.

2. Type something to indicate the appointment has been checked and is correctly set up. This is especially important for offices that do not color their appointments by type.

3. Click Add tag.

4. In the dropdown list, click to select the correct appointment tag for the procedures in the appointment (More than one tag can be added if there are different types of procedures in the appointment). 

Note: The appointment and recare tags in the list were added during the conversion period. Every practice is given the opportunity to approve this setup before they go live in Curve Hero.

5. Click outside the list to close it. 

Note: Some appointment tags may include procedures, such as New Patient tags, Consultation tags, and Emergency tags. If the tag does include procedures, adding the tag will duplicate the procedures. To delete the duplicates, hover over the them one at a time, and click the trashcan that appears.

6. The appointment can be deleted if desired. Right click the appointment note, and click delete note.

Note: The user must have the permission Edit / Delete note with Appointment Tag or this action will not be enabled.

7. Add additional notes, procedures, and/or edits to the existing procedures as needed. Click Update appointment when everything is correct.

8. The appointment displays with the description line, the appointment tag, and the procedure codes. If the appointments in the database are colored by type, the tag will determine its color.

Section 3 - Adding Procedures from the Charting Module

1. If there are no procedures in the Procedures section, do not add the listed procedures into the appointment by New Line Item. Doing so will duplicate the procedures, since they are already in the patient's treatment plan.

2. Take note of what procedures are listed in the description line or appointment note, then click Cancel to close the appointment. 

3. There are two ways to handle this correctly. Option one is to go to Charting to access the patient's treatment plan. Click Charting in the Sidekick.

2. The appointment and the visit in Charting are mirrors of each other, so whatever is added to the appointment on the schedule will also be added to that visit on the treatment plan card. 

3. The first thing to do is to identify the current day's visit. It will say Scheduled for... and the current date. 

4. Click the visit to expand it. There are no procedures in it, which is why the appointment doesn't have any procedures. 

5. Another visit has today's procedures in it. To locate it, explore the other visits and treatment plan cards in the patient's treatment plan(s). If there are multiple treatment plan cards, click the tab of another treatment plan to view it.

6. Click each visit to expand them and view their procedures. 

7. If there are multiple treatment plan cards, separate them. Click the treatment plan tab, and drag it upward.

8. In many cases, the treatment plan card may not display all the visits. It can be enlarged to make them visible. Click the resizing tool in the upper left corner of the treatment plan card, and pull it upward.

9. Identify the procedures that are listed in today's visit.

10. Click, drag, and drop the procedures one by one from the unscheduled converted visit into the visit that says Scheduled for . . . with today's date.

11. When all the procedures are in the scheduled visit, if the original converted visit is empty, right click the visit and click Delete Visit.

Note: Return the treatment plan card to its original size by dragging downward on the resize tool. Return the treatment plan card to its original position by dragging downward on the treatment plan card tab.

12. Hover over the visit that is scheduled for today, and click Tags.

13. In the dropdown list, click to select the appointment tag that matches the procedures in the visit (more than one tag can be added). Then click outside the list to close it. 

14. Click Today in the mini calendar to return to the schedule.

15. The appointment on the schedule contains the procedures, and is correctly tagged. If the database is set to color appointments by type, the appointment tag determines its color.

16. For offices that color their appointments by provider, it can be helpful to add a description line as a visual that this appointment is ready. To do this, follow Steps 1-2 in Section 2. To delete the appointment note, follow Step 6 in Section 2. 

Section 4 - Adding the Appointment from the Sidekick

1. There is another option for updating converted appointments do not have any procedures in them. Make sure the correct patient is selected, and click the Charting summary triangle.

2. All the unscheduled treatment planned visits display. 

3. Click the visits to expand them. 

4. Each visit displays the procedures within it. Identify the procedures that are listed in the appointment that is scheduled on the current date. 

5. This visit can be pulled from the Sidekick and dropped onto the schedule. First, right click the original appointment, and click Delete appointment.

6. Click Yes to confirm the appointment deletion.

7. Click and drag the appointment from the Sidekick, and drop it onto the schedule in the empty spot.

8. The appointment is scheduled with the correct procedures. Double click the appointment to open it.

9. Click Add tag, and select the correct appointment tag for the visit. Follow steps Steps 1-2 in Section 2 to change the description line. To delete the appointment note, follow Step 6 in Section 2. Click Update appointment.

10. It is important to go into the Charting module, and delete the empty converted visit. Deleting an appointment from the schedule, does not delete it from the treatment plan. Click Charting in the Sidekick.

11. Locate the empty converted appointment. Right click it, and click Delete Visit.