Setting up your scheduler for walk-in patients

To use the Walk-in Quick Book option in the scheduler, you must create a dedicated walk-in appointment schedule and configure its hours. Also, your Wolf EMR administrator must create a “walk-in” provider in Wolf EMR, which requires an additional provider site key. To request an additional site key for a walk-in schedule, contact the TELUS Health (see Contact us).

Once set up, staff can book walk-ins (see Booking walk-in appointments) and then providers can claim the patients (see Claiming walk-in patients (providers)).

Steps

1. Create a “walk-in” provider user in Wolf EMR:
a) Contact TELUS Health to request a site key.
b) From the Wolf EMR home page, click Configuration .
c) From the View menu, choose Physicians/Service Providers > Office Service Providers. The Physicians/Service providers in Clinic window opens.
d) Click New Clinic Physician .
e) Click the Name/Address tab, and then enter information into the entry fields described in the following table. You can ignore the fields that are not described below.
Field Description

Family

Type Walk in.

Resource Type

Choose Practitioner.

Primary Location

If your clinic has multiple clinic locations, choose the schedule’s location.

Alternate Location

If your clinic has multiple clinic locations, and more than one location will be using a walk-in schedule, you can assign the walk-in user to multiple locations, and then create separate schedules for each location.

1. At the top of the Physicians/Service Providers in Clinic window, click Save .
2. In the Alternate Locations area, click Edit. The Edit Locations window opens.
3. In the All Locations list, click the location you want to assign the resource to, and then click Add>. The EMR adds the selected location to the Assigned Locations list.
4. When you are done, click OK. The EMR displays all locations the resource is assigned to in the Alternate Locations area.

Provider Label Name

Type Walk in.
a) Click the Other Data tab, and then enter information into the entry fields described in the following table:
Field Description

Appointment Style

Length: Select the normal length for walk-in appointments. This determines the default appointment slot time intervals on the schedule.

Patients per Appointment: Enter the number of booking slots for each time interval. Most clinics leave this field set to 1. When booking, you can click Add Line, to manually add more booking slots as needed.

Tip: You can also change these settings from the scheduler > Configure > Physician Appointment Styles.

Time Definition Type

Choose Office Hours.

Walk-in Physician

Select this check box.

Working in Clinic

Start: Enter the date the schedule should first appear. Defaults to today.

Up To: Leave blank.

Uses Appt Scheduler

Select this check box.

Uses Wolf Work Desk

Clear this check box.

Accept HL7 Data

Clear this check box.

Usage Metrics

Select the Collect check box.

Include in Reporting

Select to include this schedule's appointment data in trend reporting. (Not common for walk-in schedules)

Default Appt Reason

(Optional)

To enter a default appointment reason for patients booked on the walk-in schedule, in the Search field, type part or all of the appointment reason name and press Enter. In the Reason list click the default appointment reason. You can customize this list (see Configuring appointment reasons).

Show Sat on Scheduler

Show Sun on Scheduler

Select to show Saturday or Sunday in the walk-in schedule.
b) Click the Billing tab, and then complete one of the following actions:

To send appointments booked on the walk-in schedule to billing, select the Bill to Physician check box.

To not bill patients booked on this schedule (for example, if you copy walk-in appointments to the schedule of the provider who takes the appointment), clear the Uses Billing check box.

c) Click Save .
5. Set the clinic hours for the walk-in schedule. See Setting provider booking hours.
6. Add the walk-in schedule to your scheduler view:
a) From the scheduler menu, click User Preferences > Schedule Display Settings > Set Max Displayed.
b) Type the maximum number columns to display in the scheduler to one more than the number of providers working that day. For example, if there are four providers, type 5.
c) Set the far right column to be the walk-in column: In the far right schedule column, in the provider list, click Walk in.

 

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