Calendar Guide- How to set up the provider calendar

Recommended Reading

This article provides a quick guide on how providers can set up their calendar to manage patient appointments in their Elation EHR. If you plan to use the Booking Site feature with Elation, we recommend reading the Patient Booking Site Guide first.

 

Contents

• Accessing the Calendar Settings
• Managing Appointment Types
  • Adding
  • Editing
  • Removing
  • Sorting
• Managing the Calendar View
• Managing Exam Rooms
• Automated Appointment Reminders
• Frequently Asked Questions

  Watch the Booking Site videos here.
 

Accessing the Calendar Settings

Managing Appointment Types

Appointment types are the different appointment options you can utilize in the Elation Calendar. By default, Elation will load the following Appointment Types to new Elation accounts to start you off:

• Follow-Up
• Office Visit
• Physical Exam
• Walk-in
• New Patient
• Procedure

 

To create a new appointment type: 

1. Navigate to "Settings"
2. Click "Calendar and Booking" in the Settings options
3. Click "Add Appointment Type"
4. Fill out all of the sections as described in the images below

5. Click "Save"
6. Reload your Practice Home to allow your updates to display 

 

 

To edit an existing appointment type:

1. Click “Edit” on the appointment type that you wish to edit
2. Enter the changes to the appointment type
3. Click "Save"
4. Reload your Practice Home to allow your updates to display

 

To remove an existing appointment type:

1. Click “Delete” on the appointment type you wish to remove
2. Reload your Practice Home to allow your updates to display

   

To sort appointment types:

Click and drag the handle  on the left hand side of the appointment type to re-order it. The order of your appointment types in Settings will be reflected in the "Appointment Type” drop-down menu in the “Create an Event” window in the Elation calendar.

 

 

 

Managing the Calendar View

To edit the way your calendar displays information, go to the Calendar view tab under the Calendar & Booking settings page.

• Appointment Time Block Intervals: Set the duration of the appointment time block intervals in the Calendar for everyone in your practice. For example, if you set the block interval at 15 minutes, the scheduler will display times throughout the day in 15-minute increments.
• Hide the durations under the patients name on appointments and on events: If you wish to hide durations that show up on appointment and events, move the toggle to appear green. 
• Show Canceled Appointments: If you wish to see canceled appointments in the calendar, move the toggle to appear green.

 

Managing Exam Rooms

To add, edit, and delete exam room names that you can use from the Elation Calendar, go to the Rooms tab in the Calendar & Booking settings page. You will be able to select from your list of exam rooms after you select one of the "In Room" options for the appointment's status.

 

To create a new exam room:

1. Click "+ Add room"
2. Fill out the room name
3. Click "Save"

 

To edit an existing exam room:

1. Click "Edit" on the room that you wish to edit
2. Change the room name
3. Click "Save"

 

To remove an existing exam room:

• Click "Delete" on the room that you wish to remove.

Automated Appointment Reminders

Your practice can choose to send up to 3 appointment reminders to patients ahead of a scheduled patient visit. Elation’s automated appointment reminders help ensure that your patients have the information they need to attend their visit and will decrease the number of no shows on your schedule.

To turn on appointment reminders, go to the "Reminders" tab and add the reminders you wish to use. Learn more about automated appointment reminders in the Automated Appointment Reminders.

Elation’s automated appointment reminders will contain key details about the appointment including appointment date and time, primary practice phone number and provider name. If an appointment will be conducted virtually, the appointment reminder will specify that the appointment is for a “virtual visit”.

For text and email appointment reminders, patients will be able to confirm and, if enabled for your practice, cancel their appointments directly through the reminder to give your practice more insight into your schedule. Additionally, details entered into the ‘Virtual Visit Instructions’ field within an appointment will be automatically sent to your patients in their virtual visit appointment reminders. 

Our system uses the following logic to determine which notification to send:

1. Preferred contact method. If not, then:
2. SMS Text to the mobile phone number. If not, then:
3. Email notification to the email address. If not, then:
4. Phone call to a home or main phone number.

 

Frequently Asked Questions (FAQ)

 

Can I add additional time block intervals to the settings?

The time block intervals options cannot be adjusted at this time. Elation will notify you if this changes in the future.
 

Can I add additional colors for appointment types?

The appointment type color options cannot be adjusted at this time. Elation will notify you if this changes in the future.


 

 

 

Related Articles

• How to use Elation Calendar
• Patient Booking Site Guide
• Automated Appointment Reminders
• Introduction to Google Calendar Sync
• Elation Integrated Video- Connecting with patients using video