Adding a Visit

The OfficePro service is visit-centric in that everything revolves around visits. There are several ways to add a visit to your schedule. 

• From the Add Menu
  • Choose the [Add Visit] or [Add Meeting] button on the [Add] menu. The select date window will appear.
• From the Schedule Views
  • Double-click on a space on the schedule. This will open the add visit window with the day and time that you clicked already specified.
• From the Patient Detail Page
  • On the left-hand column in the Patient Related Tasks area, you will see an option for Adding a Visit.

Depending on where you click to add a visit, some of the details of the Add Visit form will be filled out for you.  For example, if you click on the Add a Visit link from the patient detail page the patient will already be specified on the form. If you double click on an empty space in your calendar's graphical views the Add Visit form will have the date and time of the visit already set and if you are logged in as a provider the visits will be assigned to you as the provider. 

The Add Visit Form

In order to add a visit you will need to specify its details including the Patient, Provider, CC (chief complaint or chief concern), Visit Type, Date, Time, Duration, and Visit Notes. You can also specify if you want to alert the patient about the visit via email and text once the visit is saved. 

Note: When updating the visit type the visit duration is automatically updated to the default duration set for that visit type. 

Rooms & Resources Tab

If your practice has multiple rooms or other resources set up, you can assigned them to the visit. From the Add window you can only specify one room for the visit. To add more rooms click the Add and Edit Visit button once the details have been set and you can assign further resources to this visit from the Edit Visit window. 

OfficePro offers several convenient ways to add visits to your schedule, allowing flexibility from various screens.

Methods for Adding a Visit

1. From the Add Menu: Hover over the Add menu at the top of the screen and select Visit from the drop-down list.
2. From the Schedule Graph: Double-click any empty space in the schedule under an available provider or resource to add a visit.
3. Using the Search Box: Start typing the patient’s name in the search box located in the upper-right corner of the screen. Once the matching names appear, click the first add icon next to the patient’s name to create a visit.

If you haven’t selected a date from the schedule, you will be prompted to choose one from the pop-up calendar. If the calendar or Add Visit window does not appear, ensure your pop-up blocker is disabled.

Completing the Add Visit Window

Once the Add Visit window appears, you can fill out the essential appointment details.

• For an Existing Patient: Begin typing the patient’s first or last name, then select the correct patient from the drop-down list of suggestions.
• For a New Patient: Click the + icon next to the ID field to open the Add Patient window. After entering the patient’s information, click Add Patient to save and return to the Add Visit window.

Next, follow these steps:

• Provider: Select the provider for the visit from the drop-down list.
• Date: The selected date will be shown here. If you need to change the date, click the field to open the calendar and select a new date.
• Time: The Time field displays the day in five-minute increments, with times outside of 6:00 AM to 10:00 PM greyed out and unavailable for selection.
• Duration: The duration is automatically set based on the visit type you choose (e.g., a consultation may default to 15 minutes). You can adjust the duration manually as needed.
• CC (Chief Complaint): Enter the patient's chief complaint, if applicable, for this visit.
• Visit Type: Select the visit type from the drop-down list. New visit types can be configured in the settings.
• Notes: You may enter a brief note for this visit, but remember this field is not for chart notes.

Rooms and Resources Tab

In the Rooms and Resources tab, you can adjust how the visit is displayed on both the provider’s and room’s schedules.

• Provider Schedule: Modify the time and duration on the provider's schedule. This doesn't affect the patient’s appointment time but can be used for preparation or reducing time if the provider is only required for part of the appointment.
• Room Assignment: Select a room for the appointment. If no room is chosen, the system will use the provider’s default room.
• Room Schedule: You can also change the appointment time and duration on the room’s schedule, such as allowing for setup or cleanup time.

If you need to add additional rooms or resources to the visit, you can do so in the Edit Visit window after saving the appointment.

Finalizing the Visit

Once all the necessary details are entered, click Add Visit.

• Handling Scheduling Conflicts: If any scheduling conflicts arise (e.g., the provider is not available, or the room is already reserved), a pop-up window will display the conflict details. You can either save the visit regardless of the conflict, edit the appointment to resolve the issue, or close the window without adding the visit.
• Successful Addition: If there are no conflicts, you will see a confirmation message, “Visit Added Successfully,” and the Add Visit window will close.

Post-Visit Actions

Once the visit is added, it will appear on your schedule. From here, you can:

• Edit the visit details
• Send visit reminders or intake forms via email
• Create chart notes and encounter receipts

For more details on configuring visit types, providers, rooms, and resources, refer to the first three Configuration videos. To learn about scheduling recurring visits, please see the Knowledge Base article titled “How to Schedule a Recurring Visit.”