Chapter 6
Objectives
 Understand how to use the MedTrak Scheduler
 Block out a time range in the schedule
 Clear a blocked time range
 Schedule a new patient
 Schedule and existing patient
 Add a note to a patient’s appointment
 Move an appointment to a different time
 Cancel an appointment
Key Concepts










Providers
Family doctor
Primary care
Urgent care
Employee health
Workers’ compensation
Location schedule
Time range
Time increment
Authorization number
•Location structure
•Location level
•Division level
•Staff level
•Calendar button
•Existing patient
•New Patient
•Patient responsibility
•Payers
•Appointment note
Scheduling
Scheduling
 Scheduling system controls patient flow
 Providers plan their days based on seeing certain number






of patients, returning phone calls, meeting with patients
outside office
“No” to a room full of unhappy waiting patients
“No” to long wait times due to overbooking
“No” to no patients for the providers to treat
Scheduling system helps avoid these “No’s”
Providers=physicians, physician assistants, nurse
practitioners, chiropractors, rehab therapists, radiologists
Any health care professional who schedules appointments
with patients is a PROVIDER.
Setting up a schedule
 Set up schedule depending on availability of providers
 MedTrak-one division with three providers-2
physicians, 1 physician assistant, who wee patients for
primary care, urgent care, employee health and
workers’ compensation
Primary Care Physicians
 “Family Doctor”
 Concerned with your health over a period of time
 Also handle the management of chronic illnesses such
as heart disease, diabetes, high blood pressure
Urgent Care
 Immediate health issues such as; colds, bladder
infections, and cuts
 Things that may occur on a daily basis and can be
resolved in 1-2 visits
 Typically done at an urgent care clinic or emergency
department
Employee Health
 Review and preventative care for the employees of
companies through the use of pre-employment exams,
annual physicals, drug testing, TB testing,
immunizations such as flu shots,
Workers’ Compensation Physicians
 Work with employees who are injured on the job
 Can be musculoskeletal injury or exposure to heat,
chemicals
 Physicians contracted by employer to provide care
MedTrak Providers
 Dr. Alice T. Smith-Primary and Urgent Care
 Dr. Mark N. Chang-Urgent Care, Employee Health and
Workers’ Compensation
 Juan O. Garcia-Physician’s Assistant who works with
both of doctors’ patients in Primary Care, Urgent Care,
Employee Health and Workers’ Compensation
Medical Office and Providers’
Schedule
 Medical office schedules appoints in 15-minute
increments
Hours
 Medical Office
 Smith
 Chang
 Garcia
Monday-Friday
Saturday
M, T, Thurs, Fri
Wednesday
M,T,W,Fri
Thursday
M,T,W,Thurs
Friday
Saturday
8am-5pm
9am-1pm
9am-5pm
9am-12pm
9am-5pm
9am-12pm
8am-5pm
8am-12pm
9am-1pm
Do This!
 Setting to Specific Date on the Schedule
Pg. 50
Do This!
 Setting To A Provider’s Schedule
Pg. 51
MedTrak 3 Level Hierarchical
Structure
 1. “Medical Office” Location Level-Physical
Location(name of facility)
 2. “MEDICAL” Division Level-departments within
medical facility-ours has one level, some may have
multiple such as; medical, orthopedics, rehab etc..
 3. Staff Level-Physicians, specialists, other providers
appear
Scheduling Screen-Dr. Chang
Do This!
Pg. 52
 Blocking Out Time In The Schedule At The Location
Level
Do This!
Pg. 55 & 56
Clearing Blocked Time In Schedule
Clear Blocked Time Screen
Block Cleared
 Do This!
Pg. 58
Blocking Out Time In Schedule At
Staff Level
Blocking Out Time In Schedule At
Staff Level
 Do This!
Pg. 61 & 62
Scheduling Existing Patient
Appointments
 Set to appropriate provider’s schedule
 Select the appointment date and time
 Click the Add Appt. button
Selecting Patient To Schedule
Do This! Pg. 64
Selecting Patient/Company
Relationship
Do This! Pg. 65
Confirming Patient’s Payers
Do This!
Pg. 66
Appointment Scheduling
Do This! Pg. 67
Appointment Note
Scheduling Screen
Do This! Pg. 69 & 70
Scheduling New Patient
Appointments
 Scheduling staff sets appropriate provider’s schedule
 Selects the appointment date and time
 Clicks “Add Appt” button
Selecting The Patient To Schedule
Do This! Pg. 72 & 73
Selecting The Patient/Company
Relationship
Do This! Pg. 74
Selecting The Patient’s Payers
Entity/Payers: Select
Patient/Payers
Do This! Pg. 77
Appointment Scheduling
Do This! Pg. 78
Appointment Note
Scheduling
Do This! Pg. 79
Scheduling A Second Appointment
For a New Patient
 Do This!
Pg. 80
Moving An Appointment To A
Different Time
 Place cursor in command field next to current






appointment
Click MOVE APPT button
Click PAGE UP button to set the Scheduling screen for
the Provider
Place cursor in desired time command field
Click TO HERE button
Next to appear is Scheduling: Move Appointment
screen
Review your information
Scheduling Move Appointment
Do This! Pg. 84
Cancelling An Appointment
Printing The Medical Office And
Providers’ Schedules
 Do This! Pg. 87
 Do This! Pg. 89
 Do This! Pg. 90