Checking Patients In and Out from the Schedule, Encounter and Chart Note

Every visit carries a small check-in icon that shows whether the patient has arrived and left. You can see it, and change it with a click, on the schedule and at the bottom of the encounter, the chart note and the treatment plan. Point at the icon to see the times the patient was checked in and checked out.

What the Icons Mean

Checking in, checking out and undoing a check-out each ask you to confirm first, and the time is recorded in your practice's own time zone.

Check a Patient In or Out from the Schedule

1. Find the visit on today's schedule. In the list views the icon sits at the end of the visit's row of buttons. On the graph schedules, point at the visit to open its details; the icon is at the end of the buttons there.
2. Click the icon and confirm. The schedule reloads with the new icon.

The icons appear on today's visits. The yellow warning is the exception: it appears on any day, so a visit changed after the appointment still stands out.

Check a Patient In or Out from the Encounter or Chart Note

• In the encounter, the icon is at the bottom of the window, just before Leave.
• In the chart note and the treatment plan, it is at the bottom of the window, just before Leave.
• Click it and confirm. The icon changes straight away and the page stays as it is, so nothing you have typed is lost.

Clicking Check Out (Save) in the encounter also checks the patient out, if they have not been already, and saves the encounter. Checking out with the icon records the time only; it does not save the encounter.

When a Checked-Out Visit Changes

When a visit is checked out, OfficePro notes its services and products. If one is added or removed, or its quantity, price, discount or tax changes, the icon turns into a yellow warning, and the encounter shows Changed since check-out above its services and products.

1. Open the encounter.
2. Click Check Out (Save), or click the warning icon at the bottom of the encounter and confirm. This records the changes.
3. The warning clears and the icon returns to the green check mark.

From the chart note, clicking the warning icon opens the encounter. Putting a change back the way it was also clears the warning. Changes to diagnosis codes, CPT codes or modifiers, and insurance payments posted to the visit, do not count as changes.

On the graph schedules the warning shows for visits from the last 60 days. The list views, the encounter and the chart note show it for a visit of any age.

Editing a Checked-Out Visit

• The Edit Encounter Service, Edit Encounter Product and Add Encounter Product windows show a note at the top when the visit has been checked out, as a reminder to use Check Out (Save) afterwards.
• Deleting a service or product from a checked-out encounter with its red delete icon asks you to confirm first.

Good to Know

• The icon cannot undo a check-in. Undoing a check-out leaves the patient checked in.
• Visits checked out before this feature arrived, and visits checked out at the check-in kiosk, show the yellow warning only after the encounter has been saved once with Check Out (Save).
• Meetings have no check-in icon on the schedule.