How do I open more than one appointment book at the same time?

To open more than one Appointment Book:

You can have up to four Appointment Books open at once. This can be achieved by selecting Module - Appointments - Appointment Book 1-4 (as required).

If you have more than two Appointment Books open at the same time you may need to manually move them. To do this, click your mouse on the Title Bar of the Appointment Book window (the blue area at the top of the window), and whilst keeping your finger on the left mouse button, drag the window to its new position and let go of the mouse.

How do I make an appointment for an existing patient?

Making an appointment for an existing patient:

1. Open the Appointment Book.
2. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons.
3. Select the provider required from the Provider dropdown list.
4. Click the cursor into the time slot required (refer to the Navigation or Find free appointment topics in this section). The time slot field will be highlighted in yellow.
5. Enter the patients' surname (or part thereof) into the highlighted field and press tab or click the ellipsis button. The Search Patient / Company window will be displayed.
6. Highlight the patient required from the list displayed.
7. Click OK or press Enter. The patient will be displayed in the selected time slot.
8. To make a note (if necessary), highlight the Note cell next to the patients' appointment. The cell should be yellow.
9. Type the note directly into the Note field and press Enter.

How do I make an appointment for a new patient?

To make an appointment for a new patient:

1. Open the Appointment Book.
2. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons.
3. Select the provider required from the Provider dropdown list.
4. Click the cursor into the time slot required (refer to the Navigation or Find free appointment topics in this section). The time slot field will be highlighted in yellow.
5. To make an appointment and add the patient to the database follow option a. To make an appointment without adding the patient to the database, follow option b.

a. Enter the patients surname into the highlighted field and press tab or click the
ellipsis button.

Ensure the patient isn't present in the Search Patient / Company window.

Click Add.

Complete the Patient Registration.

Click OK or press Enter. The patient will be added to the database and the
appointment will be made.

b. Enter the patients surname and first name into the highlighted field and press
Enter. By pressing Enter rather than tabbing, the patient will be placed in bold
font rather than be searched for in the database.

When ready to add the patient in the database, highlight the patient in the
Appointment Book and press tab, this will activate the Patient Search window
and allow the patient to be added to the database by clicking the Add button.

6. To make a note (if necessary), highlight the Note cell next to the patients' appointment. The cell should be yellow. Type the note directly into the Note field and press Enter.

How do I make an appointment for a sales rep?

To make an appointment for a sales rep:

Please follow the instructions for "How do I make an appointment for a new patient?"

How do I extend the duration of an appointment?

To expand an appointment duration:

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Select Appointment Book - Open, Ctrl+O, click the View an existing appointment icon or double click the highlighted appointments associated time slot. The View Appointment window will be displayed.
4. Modify the appointment duration by over typing the existing duration details with the new appointment duration in minutes.
5. Click OK or press Enter. Should the new appointment duration result in overlapping with another appointment, a Confirmation window will be displayed.
6. If a Confirmation window is displayed click Yes or press Enter to proceed with the modification. If the duration specified is greater than the duration set in the appointment template, the duration will be displayed on the second line of the appointment.

Can I move an existing appointment from one time slot to another or from one provider to another?

To move existing appointment:

Using standard windows functionality, it is possible to move appointments from one appointment slot to another and from one provider to another. Two methods are described below; the Drag and Drop method and the Cut and Paste method.

Drag and Drop

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Click the highlighted appointment until a circle with a diagonal line through it appears (editing cursor).
4. Continue holding the left mouse button down and drag the appointment (the cursor will now have a little box attached to it) to the required timeslot.
5. The patient will be displayed in the new appointment slot.

Cut and Paste

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Select Edit - Cut, Ctrl+X or right-click the mouse on the highlighted appointment and select Cut. A Confirmation window will be displayed.
4. Click Yes or press Enter. The appointment will have been removed.
5. Click the mouse in the appointment slot required.
6. Select Edit - Paste, Ctrl+V or right-click the mouse on the highlighted appointment and select Paste. The patient will be displayed in the new appointment slot.

Can I print out the Appointment Book?

To print out the Appointment Book:

There are two options when printing the Appointment Book:

Option A

1. Open the Appointment Book.
2. Right-click the mouse in the Appointment Book and select Print To. The Printer Details window will be displayed.
3. Select the orientation required from the Orientation dropdown list.
4. Select the printer required from the Printer dropdown list.
5. Click OK or press Enter. The report format is displayed below.

Option B

1. Open the Appointment Book.
2. Select Appointment Book - Print Appointment Book or Ctrl+P. The Appointment Book will print to the default printer.
The format includes the following columns; Time, Duration, Arrival Status, Patient, Medicare, Medicare Expiry, Phone Number and Note.

I have arrived the wrong patient! Can I reset the appointment?

To reset an appointment:

If the incorrect patient has been arrived or placed into consultation, the appointment can be reset.

1. Open the Appointment Book.
2. Highlight the appointment to be reset.
3. Select Appointment Book - Reset or click the Reset appointment icon . The contents of the Stat column will be cleared.

How do I book more than one appointment into the same time slot (ie: Double Book)?

To book more than one patient at the same time:

1. Ensure the patient that needs to be double booked is active on the palette.
2. Open the Appointment Book.
3. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons.
4. Select the provider required from the Provider dropdown list.
5. Click the cursor into the time slot required that is already reserved. The time slot field will be highlighted in dark blue.
6. Select Appointment Book - Make Appointment, Ctrl+M or click the Make appointment for patient on the palette icon . A Confirmation window will be displayed.
7. Click Yes or press Enter. The patient on the palette will be dropped into the appointment book in the highlighted slot. The double booked appointments will be displayed in yellow.
8. To make a note (if necessary), highlight the Note cell next to the patients' appointment. The cell should be yellow. Type the note directly into the Note field and press Enter.

I have cancelled / deleted the incorrect patient's appointment! Is there any way I can get it back?

To retrieve an appointment deleted or cancelled by mistake:

Should an appointment be cancelled in error, Medtech32 provides a function which will reverse the last cancelled appointment.

1. With the Appointment Book still open from the last cancellation, select Appointment Book - Undo Cancel. A Confirmation window will be displayed.
2. Click Yes or press Enter. The appointment will be inserted into the time slot it was cancelled from.

Can I place a patient In Consultation from the Appointment Book?

To place a patient In Consultation from the Appointment Book:

A patient can be placed In Consultation by using the Waiting Room function (generally used by providers).

However, this function can also be completed from the Appointment Book if necessary.

1. Open the Appointment Book.
2. Highlight the patient to be placed into consultation.
3. Select Appointment Book - In Consultation or Ctrl+I. An image of a stethoscope will be displayed in the Stat column indicating the patient is In Consultation.

NOTE
The patient must first be arrived before they can be placed into consultation.

Am I able to view a patients appointment history?

To view a patients appointment history:

Medtech32 has the ability to produce a list of patients' appointments, both in the future and in the past. This is very handy for those patients who have trouble remembering when their appointments are!

1. Open the Appointment Book.
2. Highlight the required patient in the Appointment Book.
3. Select Appointment Book - Patient Visit History.

The Patient Visit History window will be displayed and the highlighted patient will be placed onto the palette.

Appointments in the Patient Visit History window are colour coded:

Black - Future appointment.
Red -Patient has left the practice without being invoiced.
Green - Patient has been invoiced.
Blue - Booked appointment that was not arrived.

NOTE
The Patient Visit History window can also be accessed by having the correct patient on the palette and selecting Module - Appointments - Patient Visit History or Ctrl+F7.

4. To view details of an individual appointment, highlight the appointment in the list and select Patient Visit History - Open, Ctrl+O or click the Open an existing visit icon .

The View Appointment window will be displayed. For further information on when the patient was arrived, consulted or invoiced, click the Details tab.

5. Click OK or press Enter to go back to the Patient Visit History window.

Can I print all future appointments for a patient?

To print patients future appointments:

1. Make the required patient active on the palette.
2. Select Module - Appointments - Patient Visit History or Ctrl+F7. The Patient Visit History Window will be displayed.
3. Select Patient Visit History - Print, Ctrl+P or click the Print a reminder slip for the selected appointment icon . A reminder slip will print listing the patients' future appointments.

Can Medtech display patient alerts / warnings when booking a patient into the Appointment Book?

To display patient alerts when making an appointment:

1. Select Setup - Location.
2. Double click the mouse on your location.
3. Select the Codes & Defaults tab.
4. Select the Non-Palette Alerts tick box and click OK.

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I know a patient has been registered within Medtech32 but I can't seem to find them. Do you have any hints on how to find the patient other than via surname?

To search for patients not using their surname:

To search for a patient using both their surname and first name, separate the details with a space (not a comma). For example, Trump D would search for any patient with the surname of Trump and the first initial of D.

If you are unsure of how a surname has been entered you can perform a wildcard search by using an asterix (*). To do this type in the first letter (or first few letters) of the patients name, an asterix, the last letter of the patients name, and another asterix eg MC*DOUG*. You must place an asterix at the end of the patients name or the search will fail.
To search for a patient by first name only, place a space in the search window followed by the first name (or initial).

You can search via the patient's file number or Medicare card number by placing the number into the search window and clicking OK.

There are also more advanced ways of searching that can be accessed via selecting the Advanced tab in the Search Patient window. This will allow you to search using the following criteria: Previous Name, Street Name, Date of Birth, Phone Number, Invoice or Payment Reference Numbers and Assignment Form Number.

And last but not least, try searching with the Include Inactive tickbox selected. This will search for all patients - including those that have been made inactive in the database (as the patient may have been inactivated in error).

How can I search via cheque number in Medtech?

To search for a cheque number:

At this stage a cheque number search can only be performed via the Query Builder.

1. Select Tools - Query Builder.
2. From the Table drop down list select Invoices / Payments.
3. Highlight the Cheque Number option and click the top red arrow to move the option into the Where box.
4. Double click on Condition Undefined, ensure the Condition field displays Equal To, enter the required cheque number into the Value field and click OK.
5. From the Table drop down list select Patient.
6. From the grid select the data headings that are to be displayed on the report, for example Name Surname, Name First Name, Patient Number etc, and move the selected options one at a time to the Select box (using the red arrow under the Select box).
7. If the query is to be saved, enter the title of the query into the Name field, click the Query Store button and select Save this Query.
8. Click the Run Query button and view or print the retrieved data as desired.

How can I search for all family members at once?

To search for all family members:

Medtech32 regards families as those patients who all have the same Family Number.
To find all family members of the patient on the palette

1. Select Patient - Family, press Shift+F2 or click the Find Family icon .

The Search Patient / Company window will be displayed, listing all patients with the same family number.

Alternatively, if the family number of the patient / s is known, press F2 (or click the Find Patient icon) and type the 'at' symbol (@) followed by the family number eg @3, then click Search.

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Can I clear patient's details form the palette?

To clear patient details from the palette:

For privacy purposes it is possible to close the patient displayed on the palette. Patient details will be removed completely from the palette and all patient related windows will be closed. Any setup related windows will remain open.

To clear the palette, select Patient - Close active patient or Shift+Ctrl+F12. The palette will display the Medtech32 logo and title.

To open the last active patient on the palette, select Patient - Open last active patient or Shift+Ctrl+F12. The palette will display the last patient that was active on the palette. Any windows that were open for that patient when the palette was closed will not be re-opened.

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What is the thick line that goes across the window in the Appointment Overview?

The thick line that goes across the window in the Appointment Overview:

The thick line in the Appointment Overview performs two functions; it assists the person using the overview to keep their eye focused on the correct line, and it also changes colour depending on the location the provider is working at.

 

Can I view more than four provider's appointments at the same time?

To view more than four providers appointments at the same time:

Medtech32 provides the functionality to present up to eight providers appointments in a single window; this is known as the Appointment Pad and can be accessed via Module - Appointments - Appointment Pad, Shift +Ctrl+F7 or by clicking the Appointment Pad icon .

I am trying to book a patient into the Appointment Pad but there is a little capsule displayed in the Status column and I cannot make the appointment! Why?

To remove the capsule from the Status Column of the Appointment Pad:

1. Open the Appointment Book.
2. Select the Prov dropdown list; select the provider whose column displays the capsule in the Appointment Pad.
3. The Appointment Book will display an R in the same timeslot that the capsule is displayed in the Appointment Book. Right click on the R and select Unreserve. The capsule will now be removed from the Appointment Pad.

 

I am trying to inactivate a patient and receive the following error message "This person is the account holder for other active patients. This person cannot be made inactive". How can I make the patient inactive?

To inactive the patient:

The error message "This person is the account holder for other active patients. This person cannot be made inactive" means that the patient you are trying to inactivate cannot be inactivated until they are removed as an account holder for any other patient. Please follow the below instructions to remove the patient as an account holder for other patients and to inactivate the patient.

1. Ensure the patient that is to be inactivated is on the palette and select Module â–º Patient Register (F3).
2. To find out whom the patient is the account holder for select Patient Register â–º Account Members. Make a note of the patients displayed in the Account Members window and then close the window.
3. Place the patient that was displayed in the Account Members window (in step 2) onto the palette.
4. If the patient on the palette is to be their own account holder, select the A/c Holder tick box in the Name tab of the Patient Register, and then select the Self radio button in the Account tab of the Patient Register. Ensure the Account Group field displays the correct account group for the patient (eg Patient). Once complete click OK.
5. Repeat step 4 for any other patients that were displayed in the Account Members window (step 2).
6. Place the patient that is to be inactivated onto the palette.
7. Select the Inactive tick box in the Patient Register and click OK.

How do I enter an International Address into Medtech?

Entering International Addresses:

At this stage there is no set area within Medtech where you are able to enter International Addresses. However you can add additional address information into the Res/Building field which is found in most windows that contain address fields. Data that is entered in this field will be displayed between the data entered in the name field and the data entered into the street field.

How do I link family members together?

To link family members:

There are two scenarios for linking family members; the first is that all family members have been created in Medtech to start with; the second is when a new family member needs to be created in Medtech and linked to the family at the same time. Both of these methods are described below.

Scenario 1:

Patients that require linking are already created in Medtech32.

1. Open the Patient Register of the main patient eg the parent.
2. Select the Family Members / Notes tab and make a note of the number in the Family No field.
3. Open the Patient Register of the patient to be linked to the patient in Step 1 eg the child.
4. Select the Family Members / Notes tab and enter the family number that was noted in Step 2 into the Family No field (you may have to delete the existing number).
5. Click OK or press Enter.

Scenario 2:

A new family member needs to be created in Medtech and linked to the family at the same time.

1. Open the Patient Register of the main account holder eg the parent.
2. Select Patient Register â–º Family Add. Fields specific to an individual are cleared, however, common information fields such as Surname, Address, Phone Numbers and Medicare Card details are retained.
3. Enter in relevant information such as First Name and Date of Birth.
4. Click OK or press Enter.

How do I unlink family members?

To unlink family members:

If one patient no longer wishes to be linked with another they can be unlinked.

1. Open the Patient Register of the family member to be unlinked.
2. Select the Family Members / Notes tab.
3. Replace the number in the Family No field with the word NEXT.
4. Click OK or press Enter.

How do I create a patient or family number if the fields are blank?

Creating Patient or Family Numbers:

If you need to create a Patient or Family Number due to the fields being blank, type the word NEXT into either the Patient or Family Number fields. Once the OK button is clicked, Medtech will automatically generate the next number in the sequence.

The suburb / postcode I am trying to enter doesn't exist in Medtech32. Can I create a new suburb / postcode?

To add a post code and suburb:

New suburbs and postcodes can be created in Medtech in a variety of areas. The main way of adding a new suburb and postcode is listed below.

1. Select Setup - Patient Register - Post Code. The Post Code window will be displayed.
2. Select Post Code - New, Ctrl+N or click the Add a new post code icon . The New Post Code window will be displayed.
3. Type the name of the suburb into the Locality field.
4. Enter the post code into the Post Code field.
5. Select the required state from the State dropdown list.
6. Click OK or press Enter.

How do I add a patient's referral details?

To add patient referral details:

You are able to add a referral for the patient on the palette whilst in the Patient Register. Referrals can also be added via Module - Accounts - Referrals and whilst in any invoice window.

1. Open the Patient Register.
2. Select Patient Register - New Referral or Ctrl+R. The New Patient Referral window will be displayed.
3. The Date field defaults to today's date. If the patient was referred to the practice prior to that date, either manually type the date or select the relevant date from the calendar dropdown list.
4. In the Referred By field, type the surname of the referring provider, click Search or press the tab key. The Find Address window will be displayed. If the provider is displayed in the list, highlight them and click OK. If the provider does not appear in the list, click Add, enter the referring providers' details and click OK or press Enter.
5. Select the referral duration from the Duration dropdown list. If a duration is required that is not listed, type the number followed by the duration type eg 5w = 5 weeks. Alternatively, if the referral duration is indefinite, select the Indefinite Period tick box.
6. By default referrals are flagged as being a standard referral for Medclaims, however if this referral is not standard, deselect the Standard Referral tick box.
7. Any notes applicable to the referral can be entered into the Note field.
8. Click OK or press Enter.

Can I update the address and / or Medicare Card details for all family members at once?

To update all family members details at once:

All patients that share the same family number can have their address and Medicare card details updated at the same time.

To update Address details of all family members:-

1. Open the Patient Register of one of the family members.
2. Change the address as required.
3. Click OK or press Enter. A Confirmation window will be displayed, click Yes to continue. The Copy Address To window will be displayed.
4. Leave a tick in the family members who are to have their address changed. Un-tick the family members that are not to have their address changed.
5. Click OK or press Enter, and close the Patient Register when ready.

To update Medicare Card details of all family members:-

1. Open the Patient Register of one of the family members.
2. Change the Medicare Card details as required.
3. Click OK or press Enter. A Confirmation window will be displayed, click Yes to continue. The Copy Medicare Card To window will be displayed.
4. Leave a tick in the family members who are to have their Medicare details changed. Un-tick the family members that are not to have their Medicare details changed.
5. Click OK or press Enter, and close the Patient Register when ready.

Can I customise any fields in the Patient Register?

To customise fields in the Patient Register:

The third field through to the sixth field in the Various pane of the More tab in the Patient Register can be customised.

1. Select Setup - Reference Nos. The References window will be displayed, defaulting to the Main tab.
2. The Keyword Name fields (one through to four) refer to the titles of the User Definable Fields in the Patient Register. The titles can be typed directly into the associated fields. The actual contents of the keywords are created via Setup - Patient Register - 1 - 4.

How do I delete a patient / company from the Medtech database?

To delete a patient / company:

A patient / company cannot simply be deleted, they must be inactivated or merged with another entry (please refer to "Can I merge two or patient's / companies together?" for information regarding merging data)?

1. Select Patient - Search, press F2 or click the Find Patient icon . The Search Patient / Company window will be displayed.
2. Enter the search criteria.
3. Double click the mouse on the record required, or highlight the record and click OK. The selected record will be displayed on the palette.
4. Select Module - Patient Register, press F3 or click the Patient Register icon . The Patient Register window will be displayed.
5. Select the Inactive tick box.
6. Click OK or press Enter to save changes and then close the window when ready.