LibreHealth EHR Calendar and Flow Board

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Contents

Introduction

This document discusses the configuration and use of the Calendar and Flow Board modules in LibreHealth EHR. The Calendar and Flow Board are central to maintaining order of the flow of patients through a practice’s workday. They both should be configured to the practice’s preferences.

This document will give an administrator’s view of the basic Calendar and Flow Board settings. These procedures will require Administrative privileges.

Maggie Negm, LibreHealth EHR Volunteer, July 2019


Procedure

LibreHealth EHR has three tools that affect the Calendar and Flow Board:

  • Calendar and Flow Board Settings in Globals
  • Calendar Administration Tool
  • Appointment Statuses List


Calendar and Flow Board Settings In Globals

To access the Calendar and Flow Board settings in Globals:

  1. Select "Administration" from the main menu
  2. Select "Globals"
  3. Select the "Calendar" tab
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Global Settings determine the fundamental operational parameters of the Calendar and Flow Board. Under the "Calendar" tab, you can hover over each setting property for more information.

These are the property settings and their default values:

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Disable Calendar

The Calendar can be disabled by selecting the checkbox.

Calendar Starting Hour & Calendar Ending Hour

The starting and ending hours of the Calendar chosen by a practice’s management team will determine the time duration in which calendar events can be scheduled.

Check Selected Appointment Time

Patient appointments cannot be registered with appointment times outside a clinic’s hours.
Deselect the checkbox to turn off this setting.

Use Appointment Status Colors in the Calendar

There are two color schemes available for use in the Calendar: Appointment Status Colors and Appointment Category Colors.
Deselect the checkbox to choose the Appointment Category Colors scheme.

Calendar Refresh Frequency

How often the Calendar refreshes itself to display the most up-to-date information. Please keep in mind that refreshing the Calendar does stress the server, so it’s recommended that a longer refresh interval is used in large practices with many appointments.
This feature can be disabled by choosing the “No refresh” option.

Resource Title

The format in which resource titles are displayed can be chosen from a drop-down list of available formats.

Calendar Interval

Patient appointments in the Calendar are scheduled in time blocks, whose length depends on the time interval chosen within this setting. Appointments can take up one or more blocks, depending on how many blocks make up its duration.

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Default Calendar View

How many days of appointments are displayed at a time in the Calendar can vary from one day to one month.

First day in the week

What day is considered the first day of the week in the Calendar can be chosen from the available options in the drop-down list.

Your weekend days

What day(s) are considered the weekend in the Calendar can be chosen from the available options in the drop-down list.

Appointment Display Style

The format of how patients’ names are displayed in the Calendar can be chosen from the provided list.

Appointments – Patient Summary – Number to Display

The number of patient appointments that are displayed in the “Patient Summary” screen can be chosen by entering a number into the text field.

Appointments – Onsite Patient Portal – Number to Display

If the Onsite Patient Portal is configured, the maximum number of appointments that can be displayed in this portal can be chosen by entering a number into the text field.

Appointment Overbook Statuses

Specific appointment statuses can be double-booked by entering the appointment status characters into the text box.

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Appointment Display Sets – Ignore Display Limit (Last Set)

The display limit of patient appointments can be overridden and allow all patient appointments to be shown in the last display set in the Calendar.

Appointment Display Sets – Colors 1-4

Four different colors can be chosen to add better visibility to appointment listings when there are multiple appointments in the calendar. Each appointment display color represents a different appointment set.

Past Appointment Display Widget

The number and order of the past appointments displayed in the "Past Appointments" widget in the Patient Summary screen can be chosen by entering a number into the text field.

  • If a positive number is entered, the display widget will show that number of past appointments in ascending order.
  • If a negative number is entered, the display widget will show that number of past appointments in descending order.

Appointment/Event Color

The color schema for displaying appointments and events in the Calendar can be chosen from a list of available color schemas.

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Providers See Entire Calendar

A provider’s calendar can be restricted to only show their patient appointments or expanded to show other provider’s appointments in addition to their own. It’s typically turned off for confidentiality reasons.

Display Canceled Appointments in Calendar

Canceled patient appointments are displayed in the Calendar.
Deselect the checkbox to disable this feature.

Auto-Create New Encounters

Encounters will be automatically created when an appointment status is changed to "@ Arrived."
Deselect the checkbox to manually create encounters.

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Patient Flow Board: Disable

The Flow Board can be disabled by selecting the checkbox.

Patient Flow Board: Show Visit Reason

The corresponding visit reasons for each scheduled patient appointment are visible in the Flow Board.
Deselect the checkbox to disable this feature.

Patient Flow Board: Show Patient ID

The corresponding patient IDs for each scheduled patient appointment are visible in the Flow Board.
Deselect the checkbox to disable this feature.

Patient Flow Board: Show Exam Room

The corresponding exam room numbers for each scheduled patient appointment are visible in the Flow Board.
Deselect the checkbox to disable this feature.

Patient Flow Board: Show Visit Type

The visit types for each scheduled patient appointment are visible in the Flow Board.
Deselect the checkbox to disable this feature.

Patient Flow Board: Show Patient Encounter Number

The corresponding Patient Encounter Number for each scheduled patient appointment are visible in the Flow Board.
Deselect the checkbox to disable this feature.

Patient Flow Board: Flag Double Booked Appt

If this setting is enabled, the Patient Flow Board will flag double-booked appointments by highlighting the appointment time in orange to alert users of such instances.
Deselect the checkbox to disable this feature.

Patient Flow Board: Allow Date Range

If this setting is enabled, the number of patient appointments shown in the Flow Board can be manually chosen through a range of dates.
Select the checkbox to enable this feature.

Patient Flow Board: Ending Date

The ending date can be chosen for the Flow Board’s date range, which will limit how much information is displayed in the Flow Board. This setting is only applicable if the "Patient Flow Board: Allow Date Range" setting is enabled.

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Patient Flow Board: Timer Interval

How often the Flow Board refreshes itself to display the most up-to-date information can be chosen from the provided list of times. Please keep in mind that refreshing the Flow Board does stress the server, so it’s recommended that a longer refresh interval is used in large practices with many appointments.
This feature can be disabled by choosing the "No automatic refresh" option.

Patient Flow Board: Default Status

A specific appointment status can be chosen to be the first appointment status searched for in the Flow Board.

Patient Flow Board: Number of Minutes to display completed checkouts

The length of time (in minutes) that completed checkouts will be displayed in the Flow Board can differ.
If zero is entered, completed checkouts will be on continuous display.

Patient Flow Board: Enable Random Drug Testing

This setting allows the Flow Board to randomly choose a patient to drug test. This is for clinics who do random drug testing on their patients.

Percentage of Patients to Drug Test

If drug testing is turned on, the percentage of patients to randomly drug test can be chosen by entering a number into the text field.

Maximum number of times a Patient can be tested in a year

If drug testing is turned on, the maximum number of times in a year a patient can be drug tested can be specified by entering a number into the text field.
Zero represents no limit.

Select the "Save" button in the upper-left corner of the "Edit Global Settings" window if any changes are made to the Calendar and Flow Board Settings.

Calendar Administration Tool

The Calendar Administration Tool can be used to create new or edit existing time block categories that can be added to the Calendar. To access the Calendar Administration Tool:

  1. Select "Administration" from the main menu
  2. Select "Other"
  3. Select "Calendar Administration"


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Calendar Time Block Categories

Calendar Time Block Categories allow you to group specific appointments together within the Calendar. The existing time block categories are shown within the drop-down list under the Calendar Administration Tool.

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Creating a New Calendar Time Block Category

To create a new category:

  1. Go to the Calendar Administration Tool
  2. Choose "New Category"
  3. Fill out the form with the new category’s information, then select the "Update" button


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As shown in the picture above, each category has its own:

Name

Color

The category's color is used to visibly distinguish it from other categories.

Duration (Minutes)

All Day option

If the category’s duration is all day or there is no allotted duration, the "Yes" button should be chosen and "Duration (Minutes)" field should be left blank.
Otherwise, "No" should be chosen, and a duration should be given in the "Duration (Minutes)" field.

Description

Type

The category type chosen determines where and how a category can be used within the Calendar.
There are three category types available:

  • Patient: This can be used when creating patient appointments
  • Provider: This can be used when setting up a provider's calendar or creating time block categories within a provider’s calendar
  • Clinic: This can be used when setting up a provider's calendar

Setting Up a Provider’s Calendar

When a facility is first established, all the providers’ calendars must be set up by a user with administrative privileges before scheduling patient appointments. During setup, specific time-block categories can be configured within a provider’s calendar to create an efficient and accurate scheduling process. Users can use existing time-block categories or create new ones.
The following are the existing categories that can be used:

  • In Office & Out Of Office
The "In Office" and "Out Of Office" categories don't have a duration; duration is a flag that indicates when to start and stop the provider's day
  • Lunch
  • Reserved
  • Vacation


To create a new category, follow the steps outlined under "Create a New Category" under the "Calendar Administration Tool" section.

Setting Up a Category Within a Provider's Calendar

After choosing which category to set up:

  1. Select anywhere within the column under the provider's name in the Calendar
  2. Select the “Provider” tab in the window that pops up
  3. Within the form, choose the calendar category that is being configured from the drop-down menu next to "Category"
  4. Fill out the form, then select the "Save" button


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Appointment Statuses List

The Flow Board and Calendar configurations have all of the same settings, except one. The Flow Board additionally includes appointment status displays.

Appointment Statuses

An appointment status allows users to quickly discern the status of an appointment within the workflow. To view what controls an appointment status display:

  1. Select "Administration" from the main menu
  2. Select "Lists"
  3. Choose the "Appointment Statuses" drop-down option


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After loading the Appointment Statuses screen, the existing appointment statuses within the system will be already be within a table on the screen.
If any of these appointment statuses are not needed, deactivate them by deselecting the checkbox under the “Active” column within the status' row.

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Creating an Appointment Status

You can create your own appointment status by filling out the following columns within the Appointment Statuses table:

ID

Each appointment status has an ID, which must be a unique character in the existing list.

Title

Each appointment status has a title that must have the ID character in the beginning of its title.

Order

The order of an appointment status is represented by a number that determines the numerical order of the appointment statuses when displayed in a drop-down list.
The order numbers can be changed as needed without affecting the other properties.

Default

A default appointment status can be automatically assigned to patient appointments if no appointment status is selected.

Active

This property represents whether a specific appointment status is active or inactive.
Select the checkbox to make an appointment status active.

Color

Each appointment status has a unique display color in the Flow Board, which can be chosen using a color picker tool.

Alert Time

This property determines how many seconds an appointment with a specific appointment status waits before it blinks to get a user’s attention.

Check In & Check Out

These properties can be used to indicate to users if a patient is checking in and checking out of their appointment. This also helps the system keep track of the appointment’s duration.
To turn on these settings, select each respective checkbox.

Codes(s)

Any applicable medical codes can be entered here.

Select the "Save" button underneath the Appointment Statuses table if any changes are made or new statuses are added.

Summary

This is document showed to set up and customize the Calendar and Flow Board modules in LibreHealth EHR.