The following frequently asked questions provide details on the most commonly asked about pieces of the Provider Appointments feature. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
To delete a form included in a provider appointment record, you must access the relevant record from the data entry mode and click the Delete Form button within the record. Once an included form has been removed, you can then include a different form if needed or re-include the same form if you'd like to start from scratch.
NOTE: The "Delete FormBuilder Form" permission is not required to complete this process as it is when deleting forms from some other AWARDS locations.
NOTE: Form deletions are recorded in the audit trail.
Total appointment time is an auto-calculated value that looks at both the appointment duration, and any travel time recorded when a staff escort has been specified. For example, if the appointment duration is 1 hour and there is a travel time to of 15 minutes and a travel time from of 30 minutes, the total appointment time will be reported as 1 hour 45 minutes using this variable in the Provider Appointments ReportBuilder.
End time is automatically determined based on the appointment start time and duration. For example, if an appointment that starts at 1pm and has a duration of 1 hour will have an end time value of 2pm in the Provider Appointments ReportBuilder.
Once an appointment date has passed, the provider appointment record in AWARDS must be updated in order to indicate whether or not the appointment was kept. Until that is done, reminder messages will continue to be sent regarding the appointment. The reminders will state "DATA ENTRY MISSING FOR APPOINTMENT KEPT/NOT KEPT" in order to indicate what must be done. For more information on updating provider appointment records, click here.
In some instances appointments will be recorded in two places:
Within the Medical module Provider Appointments feature. If the status of an appointment recorded here is not entered, PROVIDER APPOINTMENT REMINDER notification messages are sent out.
Within the Services - Individual module's Charting Timetable feature. If a done date for an event recorded here is not entered, CHART REVIEW REMINDER notification messages are sent out.
In the event that you receive a reminder for an appointment or event you feel you have completed the data entry for, it may be that the reminder is regarding the second of the two data entry points. To see whether that is the case, check the subject line of the message to determine where in the application the reminder is being generated from. Once you have made that determination, go to the corresponding feature in AWARDS and check the record in question to check on whether it is complete and make updates as necessary.
The provider list in the Provider Appointment Form feature is designed to list each provider only once. As a result, if there are two providers with the same name at the same agency (recorded with the provider), that name will only be included once in the list. Likewise, if there are two provider roles with the same name, only one of the providers in that role will be included in the list. In order to ensure that all providers are included when making a selection during the provider appointment data entry process, each provider's name and role should be unique.
If there are two providers with the same name, or if there are two provider roles with the same name, the system will pull the address for the first of those providers/roles because it sees both entries as being for the same person. To avoid problems such as this, be sure to a unique name and role for each provider entered using the Medical module Providers feature, or the Update Support Services Contacts section of the face sheet.
By default, once an appointment date has passed, its reason for consultation information can no longer be updated, and the appointment itself cannot be deleted. If it will be necessary to regularly delete past appointment records, there is an option that will allow you to do so. That option, which is only available upon request, is applied to all programs when turned on and makes a delete checkbox visible to all users for past appointments. For more information or for assistance in turning this option on, contact the Help Desk.