Appointments

Click the Appointments Icon

Quixote defaults to the Workflow view

Workflow View:

Clinic:  Select the Clinic from the drop down, if you have more than one clinic and need to select a different clinic

Provider:  Select the Provider from the drop down, if you have more than one Provider and need to select a different Provider

Note:  Each User selects which Clinic and Provider for their default view.

Calendar:  Select a different date from the calendar, if applicable

4 Columns:

Scheduled: The Scheduled column displays patients that are scheduled

Arrived:  The Arrived column displays patients that have Arrived in the clinic

In Process: The In Process column displays patients that are In Process (being treated or waiting to be treated)

Checked Out: The Checked Out column displays patients that have checked out and today's visit has been recorded

Note:  When a Patient's Name is highlighted, the patient's picture and information about today's appointment will be displayed.

How to Schedule an Appointment:

New Button: Click the New Button to schedule a New Appointment

The Patient Rolodex opens. 

Select the patient from the rolodex and double click the patient's name or click the Open Patient button

Note:  If this is a New Patient, click on the New Patient button and enter as much information as possible

Date and Time:  Select the Date, if a different date than today. Select the Time of the Appointment.  Click the Next Button.

Reason of Visit (ROV): Select the Reason of Visit for this appointment.

Note:  Reason of Visit is configured in Admin / Reason of Visits

Note: 

• If the patient has more than one Active case, select the case for this appointment from the drop down.
  
• Check the box next to Walk In, if this is a walk in patient (for stats)
  
• Click the New Case button, if this is a New Case for this appointment
  
• To schedule multiple appointments, click the Recurring button
  
• Primary Insurance is displayed, including the Authorization information.  (Nice to have before the appointment)
  
• Click the Alerts tab to see any applicable Alerts
  
• Click the Select Time button to change the time
  

Click the Save button 

The New Appointment has been scheduled.

Arrived Button:  When the patient Arrives in the clinic, highlight the patient and click the Arrived button.  Or double click the patient.

The Patient is moved to the Arrived column

Note:

• Quixote tracks how long the patient is in the waiting room (time from Arrived to Check In
  
• The Patient is also displayed in the Provider view in the first column to alert the Provider that a Patient has Arrived in the clinic
  

Check In Button:  To Check a patient in and assign to a room or area, highlight the patient and click the Check In button.  Or double click the patient.

Note: If there is an Alert attached to this patient and this appointment it will display, or the bell will be flashing on the Alerts button

The Check In window opens:

Verify Provider:  Veryify that the appointment is with the correct Provider.  Change if necessary

Select Room: Select the Room or Area

Note: Click the Manage button to edit the Rooms. Rooms is a generic term.  If you have open adjusting describe the areas of treatment in your clinic.  i.e. Table 1, Table 2, or Red Table, Blue Table, etc.

Primary Insurance and Authorization:  Again Primary Insurance is displayed, including the Authorization information.  (Nice to have before the appointment)

Click the OK button.  The patient is now in the "In Process" column

When the Provider "Starts the Appointment", the Patient's name will display as Green, to indicate to the Front Desk that the Patient is "In Process" being treated.

When the Provider "Finishes the Appointment", the Patient's name will display as Blue, to indicate to the Front Desk that the Provide has completed the appointment and the patient is ready for "Check Out".

Note: The Front Desk cannot check a patient out until the Provider has completed the Appointment and the Patient's Name is in Blue.

Check Out Button:  To Check Out a patient, highlight the patient and click the Check Out button.  Or double click the patient.

The Check Out (Edit Appointment) window opens.

Note: If there is an Alert attached to this patient and this appointment it will display, or the bell will be flashing on the Alerts button

Confirm (Review and Approve) the Diagnosis and / or Treatment Plan and SOAP Notes

Charges:  Review and Approve today's charges.  If necessary, click the Edit button

Note:

• Total Charge for this Appointment is displayed
• Total due this Case is displayed
  
• Total Credit this Case is displayed, if applicable
  

Edit Button:  Click the Edit button to Edit (change) today's charges

To Add Charges:  Highlight the Category and click the appropriate button

To Add a Modifier:  Highlight the charge and click the Green plus sign under Add Modifier

To Remove a Charge:  Highlight the charge and click the Red plus sign under Remove

Remove All Charges button:  Click this button to instantly remove all charges

Continue until today's charges are correct.  Click the OK button.

Mapping HCFA 24e:  Click the Mapping button to Map the Diagnosis to Specific CPT Codes

Note:

• Leave checkmark under the diagnosis next to the CPT code, if applicable. 
  
• Remove the check mark under the diagnosis next to the CPT code if the Diagnosis does not apply to this CPT code
  

Example:  Remove a Cervical Diagnosis from a Lumbar X-Ray.

Post Patient Payment:  Click the Post Patient Payment button to post a payment

Payment Posting Date:  Veryify the date of payment

Clinic:  Verify the Clinic the payment is for

Include in next Deposit Slip:  If you are using QuickBook deposit slips (and it highly recommended), make sure there is a check mark next to "Include in next Deposit Slip"

Select Payment Type:

• Cash
  
• Check - Enter Check Number
  
• Credit Card - Select Credit Card type and enter additional info
  

Save as Credit:  If the Patient is PrePaying or paying more than is due, select "Save as Credit"

Comments:  Enter comments, if applicable

Click the Next button.

The Post Patient Payment window opens.

Place a checkmark next to charges to apply payment to, or if the patient has paid the total amount, place a checkmark in the checkbox next to the "Post: and Quixote will automatically apply the payment.

Note: Payment Remaining reflects the amount of money left to post.  When the amount is zero, click the Post Payment button.

The Verify Payment window opens.

If everything is correct, click the Post Payment button.

If the patient does not have a future appointment, "Needs Appointment" is displayed in blue and as a hyperlink.

Click the "Needs Appointment" hyperlink and schedule the patient appointment.

Patient Receipt:  Click the Statements Icon 

The Quick Bill window opens:

Select:

• Patient Receipt
  
• Itemized Statement (Superbill)
  
• Patient Statement
  
• HCFA 
  

Clinic: Verify the Clinic

Date Range:  Verify the Date Range  (Defaults to today)

Day:  Verify Date (Defaults to today)

Print Button:  Select the Print button to print

View Button:  Select the View button to view before printing

Note: Detailed Receipts and Statements can be printed under Reports.  The Receipts and Statements found here are using the most common filters.

Example:  The Patient Receipt also includes future appointments, eliminating the need for appointment cards.  The patient isn't likely to lose their receipt, therefore, they will not lose their appointment schedule.

Review:  Highlight a Patient in the Check Out column and click the Review Button, to review / edit today's information

Reschedule:  Highlight a Patient in the Scheduled column and click the Reschedule Button, to Reschedule an appointment

Note:  Quixote's reschedule wizard allows an appointment to be marked as rescheduled, the