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Appointment Scheduling/Build Clinic Calendar(Frequently Asked Questions)HuBERT - MN WIC Program |
- Would it be possible to have address, telephone number and e-mail addresses listed on the daily appointment listing calendar? CHIP printed this information, making the list useable for calling persons who missed and for sending reminders. Or, is there another tool to use for calling our no-shows other than going into each HuBERT file? (02/11)
- Can we set our system to default to 5 minute increments rather than 15 min increments in the Schedule Appointment for Household screen? (02/11)
- When entering names in the calendar for a family who has a very long last name, I can't view the first name of the child and have to go out of the calendar to see who I am scheduling. Can that field be widened? (02/11)
- We have 4 resource columns and they don't stay in a fixed order. Are the columns supposed to shift? (02/11)
- How will we document walk-ins since there is no longer a check box on the Demographics screen? (02/11)
- If we use Appointment Scheduling in HuBERT, is any other documentation necessary for Walk-Ins/Processing Standard? (02/11)
- The Cert and Recert appointments are dark blue and dark green with black text, which is hard to see. Can we change the color of the appointments? (01/11)
- If a household has more than one member scheduled for an appointment, and if we use the automated email reminder, will just one email reminder be sent to the household? (01/11)
- Does HuBERT print a reminder letter/postcard for the household when more than one member has an appointment or one for each member? (01/11)
- What is the Reminder Interval in Build Clinic Calendar? (01/11)
- We have one main person that answers the phone to schedule appointments for all of our clinics. Does she have to change her clinic each time someone calls for an appointment? Or, should she transfer the participant to the clinic location she is working in on that day?(12/10)
- If a participant belongs to one clinic but wants to go to another clinic for an appointment, can we just change the clinic location in the Schedule Appointments for Household screen? Would this change their clinic location permanently? (12/10)
- Will There Be A Way to Send Appointment E-Mail Reminders in HuBERT? (02/10)
- Will we still be able to toggle participant appointments as "Kept" in HuBERT? (04/09)
- Is there a limit to the number of resources you have in Build Clinic Calendar? (02/09)
- Is there a way to send appointment reminders via e-mail since we collect e-mail address in SPIRIT? (01/09)
- Can time be blocked off in the appointment scheduler? (11/08)
- What happens to an appointment when a transfer has been made? (10/08)
Would it be possible to have address, telephone number and e-mail addresses listed on the daily appointment listing calendar? CHIP printed this information, making the list useable for calling persons who missed and for sending reminders. Or, is there another tool to use for calling our no-shows other than going into each HuBERT file? (02/11)
The Missed Appointment Follow-up allows you to create a list of participants that missed their appointment based on whether the Kept column was checked or not in the View Appointments for Date screen. You enter a date range, select the type of participant, and then click the Apply Criteria button to get a list.
To open, click on the Activities menu in the Participant Search/List screen and select Missed Appointment Follow-up.
The Follow-up button opens a window with the address and telephone and allows you to comment (this information displays in this screen only). Or, you can print the list.
Can we set our system to default to 5 minute increments rather than 15 min increments in the Schedule Appointment for Household screen? (02/11)
No. The default view is 15 minute increments and this cannot be changed. However, when you select the 5 minute increment, this setting is maintained until the screen is closed again.
When entering names in the calendar for a family who has a very long last name, I can't view the first name of the child and have to go out of the calendar to see who I am scheduling. Can that field be widened? (02/11)
Unfortunately, the Member drop-down field is a fixed width. The State WIC ID is displayed to assist with identifying the correct participant from the list.
If you are unable to view the entire name on the schedule itself, you can hover your mouse over the name and the rest of the information displays.
We have 4 resource columns and they don't stay in a fixed order. Are the columns supposed to shift? (02/11)
The system appears to be coded so that the columns adjust to the left based on when the column's first appointment is entered. The assumption was that the appointments would be filled from left to right. Therefore, as each column has an appointment entered into it, it shifts to the left until each column has at least one appointment entered.
An enhancement has been entered for the columns to remain in a fixed order.
How will we document walk-ins since there is no longer a check box on the Demographics screen? (02/11)
The Contact Type field in the Schedule Appointments for Household screen can be used to document walk-ins if your agency uses the Appointment Scheduling software in HuBERT. The default is In person, which allows you to indicate if the participant is a walk-in. In the database, both the Create Date and Time and the date of the appointment are saved.
If your agency is not using the Appointment Scheduling software in HuBERT, you will need to discuss how to document this information with your Program Consultant.
If we use Appointment Scheduling in HuBERT, is any other documentation necessary for Walk-Ins/Processing Standard? (02/11)
No. The only time a walk-in note must be created is to document if a participant's appointment falls outside the required parameters.
The INITIAL CERTIFICATION and SUBSEQUENT CERTIFICATION appointment types are dark blue and dark green with black text, which is hard to see. Can we change the color of the appointments? (01/11)
The color of a scheduled appointment is dark blue or green with black text if the system-defined appointment types are used. However, if your agency creates its own appointment types, the appointments will be scheduled in yellow with black text.
If a household has more than one member scheduled for an appointment, and if we use the automated email reminder, will just one email reminder be sent to the household? (01/11)
No. An email will be sent for each household member individually. The email will specify both the date and time scheduled for that member.
Does HuBERT print a reminder letter/postcard for the household when more than one member has an appointment or one for each member? (01/11)
No. The system currently prints a reminder letter or postcard for each member individually. However, as a work-around, you could print the reminder letter for the first appointment scheduled for that date and add everyone's name to it who also has an appointment scheduled.
What is the Reminder Interval in Build Clinic Calendar? (01/11)
The Reminder Interval field is a required field when adding or editing Appointment Types. It refers to the number of days before the scheduled appointment that the automated e-mail reminder should be sent.
The default for the system-defined appointment types is 7 days and cannot be changed. If you are not going to use the e-mail reminder feature, simply enter 0 into the field.
We have one main person that answers the phone to schedule appointments for all of our clinics. Does she have to change her clinic each time someone calls for an appointment? Or, should she transfer the participant to the clinic location she is working in on that day?(01/11)
No, the person answering the phone doesn't have to change clinics. S/he will need to search for the participant in the Statewide database. In order to schedule the appointment, the participant will need to be transferred into the Local database. Then when scheduling the appointment, she can choose the location the participant wants to go to for their appointment.
When the participant goes to that clinic for their appointment, they will be listed in the View Appointments for Date screen and can also be searched for in either the Statewide or Appointments for Today databases. However, the participant will again need to be transferred into the current Local database in order to complete the appointment.
If a participant belongs to one clinic but wants to go to another clinic for an appointment, can we just change the clinic location in the Schedule Appointments for Household screen? Would this change their clinic location permanently? (12/10)
You can schedule a participant at any of your agency's clinics in the Schedule Appointments screen. Selecting a different clinic is this screen does not change their clinic location. You can change a participant's clinic in two ways: select a different clinic from the Clinic drop-down in the Demographics screen which initiates a transfer or open their Participant Folder from the Participant Search/List screen when they belong to another clinic, which initiates a transfer.
Will There Be A Way to Send Appointment E-Mail Reminders in HuBERT? (02/10)
Yes. You will be able to collect a household’s email address in the Demographics screen. The email field can be used in conjunction with the HuBERT appointment scheduling to send reminder appointment email notices for participants.
The email notice is sent a specified number of days prior to an appointment. The number of days is determined when you specify an appointment type’s Reminder Interval and can be designated when you build your master calendar. However, the system-defined appointment types of certification, recertification and midcertification are set to 7 days prior, a value that cannot be changed.
Once email notices are sent, HuBERT will generate a note to indicate an email appointment reminder has been sent.
Will we still be able to toggle participant appointments as "Kept" in HuBERT? (04/09)
Yes, in HuBERT you will be able to mark appointments as "Kept" in the Appointments for Today panel. To do this, click on the appointment to highlight and double click the checkbox in the Kept column to insert a checkmark.
In HuBERT, there is an additional function called Toggle Applicant/Participant On-site. When a participant comes into the clinic you can indicate they are on-site by highlighting their name on the Participant List, clicking the Participant List menu and selecting Toggle Applicant/Participant On-site.
The following pop=up will open. Click the Applicant/Participant is On-site checkbox and click the OK button.
To view the participants that have been toggled on-site, click the On-site radio button in the Where to Search section of the Participant Search panel. Clicking the Search button will display the list of participants currently toggled as on-site. Each participant will have an On-site Time associated with when s/he was checked in or "toggled on-site".
Participants are removed from the On-site panel during the End of Day processes that run on the server each night.
Is there a limit to the number of resources you can have in Build Clinic Calendar? (02/09)
There is no limit to the number of resources you can define in Build Clinic Calendar. The resource name field has a maximum of 50 characters and accepts entry of alphanumeric and special characters.
Can time be blocked off in the appointment scheduler? (11/08)
Similar to CHIP functionality you can not block off time slots in the appointment scheduler. However, users with the appropriate permissions level will be able to edit their resources at any time in Build Clinic Calendar using any machine they are logged into that is currently connected on-line. You can also write a note for the day. For example, if you had a staff person that needed to go to a meeting from 1-2:30 on a particular date, you could indicate this in the note for that day.
What happens to an appointment when a transfer has been made? (10/08)
When a participant transfers out of your local agency the appointment is not automatically removed from the appointment scheduler. Not having an appointment automatically removed from appointment scheduling can be beneficial when a participant is accidentally transferred into another agency. If the participant had an appointment scheduled, the appointment would be retained in the appointment schedule until you delete it. You can run "View Participant Transfer History" in the Activities menu of the Clinic application to view a list of everyone who has transferred in and out of your agency during a specified date range. You can use this list to verify whether participants who have transferred out have appointments scheduled.
