Introduction to Waiting Room Manager (WRM) Contents What WRM does WRM basics

1. Introduction to Waiting Room Manager (WRM) • Contents • What WRM does • WRM basics • WRM operates in either Single or Group Mode • When you choose Group Mode • Configuring WRM • adapting WRM to your practice • setting display defaults • Making appointments • Using the Waiting Room Form

2. What Waiting Room Manager (WRM) does • WRM is: • A patient appointments scheduler • Designed for use with Patient Pro • WRM can be used: • Within Patient Pro • Independently of Patient Pro: • Your receptionist(s) can make appointments on behalf of you and other practitioners • Your receptionist can add new patients to the Patient Pro database and enter basic data • Your receptionist does not have access to consultation data • Your receptionist can issue invoices and receive payments on your behalf. (Click to proceed)

3. WRM Basics • WRM operates in either Single or Group Mode: • You can switch between Modes at any time by clicking on the Mode combo • In Single Mode: • The appointments for a single practitioner are displayed. You can change to a different practitioner by clicking on the Name combo • Appointments for up to 31 days can be displayed (Click to proceed) Click on this combo to temporarily change the duration of timeslots. To change the default duration, click on the Setup button • Click on the Setup button to: • Configure WRM for your practice • Set defaults for the way WRM appears Click on this Button to open the Waiting Room Form, which lets you graphically manage the patients in your waiting room. Click on this button to open Patient Pro’s Edit Patient Data Form, where you can enter data for a newly-presenting patient. Click on this button to display the previous day’s appointments. Click on this button to display the next day’s appointments. Having selected a timeslot in the appointments grid, click on one of these buttons to create, edit or delete an appointment. Click on this button to print a copy of the appointments grid. Use the date picker to display the appointments for any day. Click on this button to open the Patient Pro Invoice Control Module, from which you can issue invoices, receive payments, etc. If more than one person is using WRM, click on this button to update the appointments grid before making a new appointment. On startup, WRM always displays the current date at the left side of the appointments grid. Click on this button to increase the height of the rows in the appointments grid. Click on this button to decrease the height of the rows in the appointments grid. You can change the way dates are displayed by clicking on the Setup button.

4. When you choose Group Mode: • The schedules for more than one practitioner can be displayed • Schedules can be displayed for just one day at a time (Click to proceed) Click on this button to display the schedules for other practitioners. A dialog box will open that lets you choose which schedules to display. Click on the ‘OK’ button to display the schedules. To hide a schedule from view, click on a timeslot in the schedule and then click on this button. To share an existing appointment with another practitioner, click on the appointment to select it, and then click on this button. A dialog box will appear that lets you select the practitioner(s) who will share the appointment.

5. Configuring WRM • 1. Adapting WRM to your practice • In the scheduler, click on the Setup button: the dialog shown below will appear • In the grid, enter details on the practitioners in your practice. (This step will be unnecessary if you have already configured Patient Pro.) (Click to proceed) Click on this tab to delete the sample data from the grid. Practitioners’ initials are used in the numbering of invoices and receipts. It is not necessary that their actual initials be used. Click on this button to insert a new record (line of data) into the grid. Information in these fields are used when printing invoices and receipts.

6. On the ‘Delete Staff’ tab, follow the instructions below to remove the sample data on practitioners (Click to proceed) Click on these tabs to change the way WRM operates and appears each time you start it. Double-click on the name of the practitioner whose information you wish to be removed from Patient Pro and WRM. The selected name will appear in this box. Click on this button to complete the removal of the selected practitioner’s information.

7. Configuring WRM • 2. Setting display defaults • On the ‘Operating Defaults’ tab, click on radio buttons to indicate: • default use of Single or Group operating mode • default duration of appointments • number of days to display in Single mode (Click to proceed) Note that you will need to close WRM and re-start it in order for changes made here to take effect.

8. On the ‘Display Defaults’ tab, click on radio buttons or change other settings to influence the way WRM appears (Click to proceed) Alter this value to change the default row height in WRM’s appointments grid. Click on the ‘Set’ button to store any change you make. Alter these values using the designated format to reflect your practice’s normal business hours. Then click on the Set button to save the information. Click on one of these radio buttons to get WRM to use the Window “Short” or “Long” date format when displaying dates in the appointments grid. Click on one of these radio buttons to instruct WRM to display a full 24-hour day in its appointments grid, or restrict its display to your “Business Hours”. If you use the Windows “Long” data format, you will probably want to display dates over two lines in the appointments grid. To conserve space in the grid, click on the “Single line” radio button. If your practice has more than one practitioner, it is recommended that you leave the ‘Yes’ radio button checked. Otherwise, click on the ‘No’ radio button,

9. Making appointments 1. In the appointments grid, locate and select the date and starting time of the appointment 2. Double-click on the timeslot: the following dialog box will appear (Click to proceed) Click on this button to open a ‘Locate patient’ dialog box, in which you can quickly search for any of the patients in Patient Pro’s database. Having located the patient, click on the dialog’s OK button: the patient’s name will be pasted into the ‘Description’ box. Under most circumstances, you will not need to alter any of these values. Please note that WRM’s alarm features are not enabled in the current version. Anything you type into this box will appear in the appointments grid in the timeslot allotted to the appointment. Entering the name of the patient is recommended. Click on the OK button to complete the scheduling of the appointment, and to paste the contents of the ‘Description’ box into the appointments grid.

10. Making appointments (Cont’d) 3. The picture below shows the completed appointment (Click to proceed) If you select the appointment (by single-clicking on it), it will appear like this. You can click-and-drag the top grey border to move the appointment to another timeslot. You can click-and-drag the bottom grey border in a downwards direction to extend the appointment into the next timeslot. You can double-click on the appointment to edit any of its properties

11. Using the Waiting Room Form • This provides practitioners with a graphical representation of the patients in your waiting room • It is designed to be maintained by your receptionist (Click to proceed) When a patient arrives, your receptionist opens the form and clicks on the ‘Select patient’ button. This opens a dialog box which can be used to quickly search for the patient’s name. When located, click on the dialog’s ‘OK’ button. In a multi-person practice, another dialog will open that requests identification of the practitioner that the patient has come to see. (This step can be disabled using WRM’s Setup form.) When this dialog’s “OK’ button is clicked, the patient’s name and other information is inserted into first available seat at the top of the column of chairs in the waiting room. (Click to see an example.)

12. Using the Waiting Room Form • This provides practitioners with a graphical representation of the patients in your waiting room • It is designed to be maintained by your receptionist Having removed a patient from the Waiting Room Form, the next patient you add using the ‘Select patient’ button will occupy the topmost vacant chair in the list. The patient’s name is always displayed, but you can suppress the display of practitioner names using WRM’s Setup Form The timer lets you know how long the patient has been in the waiting room. In a busy practice, the visual position of a patient in the Waiting Room Form might not reflect the time patients have been waiting. To view a list of current patients in order of arrival, click on this button. Click on this button when the patient has left the waiting room. The graphical and textual information on the patient will disappear, and the vacant seat will be available for use by the next patient to arrive. Click on this button to enter details of a newly-presenting patient. Click on this button to remove all patients from the Waiting Room Form.