Action buttons for allied health appointments

Lumary AH - This article explains the different action buttons on the appointment.

Action buttons on the appointment enable to perform actions that update the appointment and trigger other actions to occur, such as completing the appointment and generating billing records. Actions available are dependent on the status of the appointment. 

This article explains:

• appointment action availability based on the appointment status, and
• appointment action guidance
  • Edit, 
  • Completing Appointment,
  • Reset/Reinstate Appointment,
  • No Show Cancellation,
  • Change Telehealth link, and
  • Change Billing

Appointment action availability based on the appointment status

The following provides a list of the actions that are available during each appointment status:

Status	Actions available
Draft	Edit Roster - Sets appointment to a "Rostered" status. End and Create New Series New Case Note Change Telehealth Link Delete
Pending	Edit Reset Appointment New Case Note Delete
Rostered	Edit End and Create New Series Change Telehealth Link Complete Appointment New Case Note Cancel Appointment Delete
In Progress	Edit End and Create New Series Complete Appointment Reset Appointment No Show Cancellation Cancel Appointment New Case Note Delete
Complete	Edit Reset Appointment Change Billing New Case Note Delete
Cancelled	Edit Reinstate Appointment New Case Note Change Billing Delete

 

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Appointment action guidance

This section will provide guidance for the following actions on an appointment:

• Edit, 
• Completing Appointment,
• Reset/Reinstate Appointment,
• No Show Cancellation, and
• Change Billing

Edit Appointment

This button provides you general appointment details for you to modify including the subject, start and end dates and times, comments, appointment location, assets associated to it.

1. Navigate to the appropriate appointment.
2. Click Edit button at the top of the appointment
3. Make required changes
4. If appointment is part of a recurring series, select where to make the changes in the series:
   • This session only
   • This and all following sessions
5. Click Save

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End and Create New Series

This button allows you to end the current recurrence and create a new one. When you click this button, the current recurrence will end on the date of the appointment where you press the the button. Subsequently a new recurrence will be created based on the fields you populate on the "End and Create New Series" model.

1. Navigate to the appointment you wish to end the series on. Ensure the appointment is in a recurrence and the status is either Draft, Rostered or In Progress. 
2. Click the End and Create New Series button at the top of the appointment. 
3. Populate the fields on the End and Create New Series Model. 
4. Click Save Series and Roster. Based on the values you populated on the End and Create New Series Model, a new Recurrence will be created. 

Example

Imagine you have a recurring appointment every Tuesday for 10 weeks. If you navigate to the appointment in the second week and click the "End and Create New Series" button, the recurrence will cease after the appointment in the second week. Then, a new recurrence will be created based on the choices you make on the "End and Create New Series" modal.

Scenarios where this button may be used include

• If your client wants to pause appointments and resume them on a future date.
•  If you would like to adjust the frequency of your appointments (e.g., change from weekly to bi-weekly).

If you decide to completely stop future recurrences, it is recommended to navigate to the client session and delete the session directly.

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Completing Appointment

1. Navigate to the appropriate appointment.
2. Choose an appropriate Worker (if the appointment has multiple)
3. Update the Actual Start and End times (if they differ from the scheduled time).
4. Toggle Capture Travel To or and or Capture Travel From (if travel was incurred as part of the appointment) and capture the relevant details.
5. Click Next

 

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Reset/Reinstate Appointment

In order to make changes to the appointment, the appointment needs to be in a certain status. Previously it was difficult or impossible to modify the status of the appointment to make these changes. We have introduced a new way to force that appointment back into a Rostered status so those changes can be made.

1. Navigate to the appropriate appointment.
2. Click on the Reset Appointment or Reinstate Appointment button at the top of the appointment page.
3. Click Confirm button on the confirmation screen - noting that Lumary will delete any billing, clear any cancellation details and/or any "actuals" data and revert the appointment back to a Rostered status.
4. The page will refresh and you can proceed with making the required changes.

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No Show Cancellation

When a therapists arrives at a client's clients home or a client doesn't arrive for their in-clinic appointment, we now provide a quick an easy way to cancel the appointment, marked as a No Show and charge the client 100% of the appointment cost. This action also allows for the capture of any travel time to the appointment to be captured and claimed in a single action. This is also available through the phone app for a worker.

1. Navigate to the appropriate appointment.
2. Click on the No Show Cancellation button on the top of the appointment page.
3. Ensure the Cancellation date/time is accurate.
4. Add Cancellation Comments about why the appointment is being cancelled.
5. If travel to the appointment occured, set the Travel To Incurred toggle to true and capture any Time or Kms associated to the travel.
6. Click Next

7. A cancellation confirmation screen will appear, review confirmation message
8. Click Confirm.
9. The appointment will update to a Cancelled status and cancellation Service Delivered records will generate.

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Change Telehealth Link

This function enables you to update the link on an appointment for the telehealth call. Useful if there are multuple workers on an appointmet and a specific worker link is needed, if you have a custom link to provide for the call, can also be useful for non-billable internal calls that require a specific link to be used.

Note, this feature is only avalible on appointments with a location of Telehealth.

1. Navigate to the appropriate appointment.
2. Click on the Change Telehealth Link button on the top of the appointment page (note this may only be visible by clicking the drop down button).
3. Choose the method to change the telehealth link, then click Next:
   • Select from a Worker
     1. Choose the worker and the link to use.
     2. Click Next
   • Enter Custom Link
     1. Enter the link into the field provided
     2. Click Next
4. Depending on if the appointment is part of a series, you'll get the following options:
   • Single Appointment
     1. No Further steps, appointment will save with this update.
   • Part of a Series
     1. Choose what to update:
        • This appointment only
        • This and the following appointment in the series

 

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Change Billing

This function enables you to make simple changes to the Service Delivery (billing) generated on an appointment without needing to set the appointment status back to Rostered. This function you can adjust the quantity of f2f delivered, the claim type or any travel. Changing these details will not update the appointment or the data associated to the appointment, only the billing records.

1. Navigate to the appropriate appointment.
2. Click on the Change Billing button on the top of the appointment page.
3. Adjust the required fields.
4. Click Save Changes button

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