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Wait List Set up

  • Updated

Overview

This article illustrates how we have set up the Wait List Function within Profile EMR. 

Enable Wait List feature - Roles Segment

  1. Log in as Sys Admin
  2. Go to Organization > Roles.                                                  
  3. Expand the Role group that you desire.  For example, Administrative User, then click CSC/CA.            
  4. In the Find field, type in “wait” and then click on Go to start search. 
  5. Select Organization\Work Centre\Work\Wait List. Click on the Grant button. Then click OK.
  6. Repeat steps 3-4 for any other user that you want to have the Wait List Module enable for. 
  7. When you have completed making all your Role changes, click Ok.

Create New Wait List Types using Short Code functionality

  1. Go to Maintain, Short Codes.
  2. Scroll down the type list on the left until you find Waitlist Type.
  3. Click on the New Icon.  A window should appear.
  4. Add Code and Description. 
    • For example:  
      • Code: Intake       
      • Description: Intake Waitlist
      • Code: PHY_NP
      • Description: Physician NP Waitlist 

Create New Wait List Outcome using Short Code functionality

  1. Go to Maintain, Short Codes.
  2. Scroll down the type list on the left until you find Wait List Outcome.
  3. Click on the New Icon.  A window should appear.
  4. Add Code and Description. 
    • For example:  
      • Code: Completed Description: Completed Appointment
      • Code: Noresponse Description: Non Responsive
      • Code: Noshow Description: No Show
      • Code: Redirect Description: Re-Directed Care Elsewhere

Waitlist POS Restriction Macro  

During our pilot days for the Wait List module, we created the following macro to restrict clinics from using the Wait List module.  We no longer use this macro but it still lives in Profile EMR. 

This macro still lives under Maintain, Templates, Macros: 

Code: Waitlist_Onpen

Description: VCH-Waitlist On Open Macro

Only the POS's that are added to this macro are able to use the Wait List Module. 

POS's that are not listed in this Macro will get a message box stating, "Wait list is not enabled for this clinic!"

mceclip0.png

Set up Instructions

  1. Go to Work Centre > Wait List. Ensure the Waitlist window is open.
  2. Then go to Edit > Defaults…
  3. Tick the downward arrow beside Role: field, select each role you want to apply this macro to.
  4. Click OK and then click on the Macros Tab.
  5. Go to OnOpen and scroll down to find VCH-Wait List On Open Macro. Click Ok to apply changes. mceclip6.png

Remove POS Restriction Macro

  1. Go to Work Centre > Wait List. Ensure the Waitlist window is open.
  2. Then go to Edit > Defaults…
  3. Tick the downward arrow beside Role: field, select each of the following roles listed below. Administrative User
    Appointments Only
    CSC/CA
    Health Records
    Specialty CSC/CA
    Specialty CSC/CA - STI
    Super User
    Clinical User
    Allied Health
    Clinical Readonly
    Counsellor
    Nurse Practitioner
    Pharmacist
    Physician
    Psychiatry
    Registered Nurse
    Specialty Allied Health
    Specialty Nurse - STI
    Specialty Other HA - STI
    Specialty Physician
    Specialty Physician - STI
    Specialty Registered Nurse
    Specialty Research - Provision of Care
    HelpDesk
    Support Analyst
  4. Click on the Macros Tab.
  5. Go to OnOpen and delete the VCH-Waitlist On Open Macro. Click Ok to Apply mceclip2.png

Waitlist Object Macro

The other macro that we created is the Waitlist Object Validation Macro.   This macro was created to restrict our users from creating or deleting wait list entries any POS that is not the one they are logged into.  The idea is that they are only allowed to create wait list entries for the POS they are currently logged into.  If they want to create a wait list entry for another POS they will need to log out and back into the POS they wish to create the wait list entry for. 

This macro still lives under Maintain, Templates, Macros: 

Code: WAITLISTVALID

Type: Object Validation

Description: VCH-Waitlist Object Validation Macro

Set up Instructions

  1. Go to Organization > Preferences > Organisation …mceclip1.png
  2. Click on VCH/PHC EMR Organization Node and then click on Object Macros tab.mceclip2.png
  3. Under the Object Macros tab, scroll down to the bottom and locate Waitlist. Add Validation Macro to each action: change, creation, deletion.mceclip3.png
  4. Then click on the Synchronises all object change macros to all child nodes button.mceclip4.png

Create Filter

Important note: The order you tick the items in the Presentation tab will determine how they appear in the order you ticked the items as columns in the Wait List module.

Intake Waitlist

  1. Go to Work Centre > Wait List.
  2. Click on Edit … beside the View filter.
  3. Click the Selected Roles… radio button. Select Clinical User, Sys Admin, and Administrative User checkbox.  Then Click OK.
  4. Select Default Filter, rename View Description to: Intake Waitlist
  5. Under Base Filters Tab, tick Filter By and Intake Waitlist
  6. Click on the Clinician Radio button and select None in the dropdown
  7. Click on the My Current POS radio button
  8. Set the Appointment Filter field to Any
  9. Click on More Filters Tab tick checkbox beside Date Off, then set Condition to is Null.
  10. Click on the Presentation tab, un-tick all current items, and then click on the following items in order.  
    • Date On
      • Width: 74
    • First Name
    • Last Name
    • Preferred Name
    • City
      • Width: 100
    • Cell Phone
    • E-Mail
    • Age
      • Width: 50
    • DOB
      • Width: 100
    • National Num
      • Name: PHN
      • Width: 100
    • Master Client Index
      • Name: PARIS ID
    • Reason
      • Name: Reason/ Notes
      • Width: 500
    • Wait
      • Name: Days Waiting
      • Width: 80
    • Appt Icon
    • Appointment Booked Time
      • Name: Most Recent Booked Appointment
      • Width: 150
  11. Click Apply to save changes.

Physician NP Waitlist

  1. Click Intake Waitlist and then click on the New button.
  2. Click on the New Waitlist you created “Intake Waitlist (1)”.
  3. Modify the following:
    1. View Description: Physician NP Waitlist
    2. Under Base Filters tab, tick Filter By, remove tick for Intake Waitlist and tick off Physician NP Waitlist.
  4. Then click Apply to save changes.

Closed Intake Waitlist

  1. Click Intake Waitlist and then click on the New button.
  2. Modify the following:
    1. View Description: Closed Intake Waitlist
    2. Under More Filters tab, tick Date off and set Condition to “is not null”
    3. Under Presentation, select Outcome Description.
      1. Set Width to 150.
      2. Set Name to Outcome Description
    4. Then click Apply to save changes.

Create Closed Physician NP Waitlist

  1. Click Closed Intake Waitlist and then click on the New button.
  2. Click on the New Waitlist you created “Closed Intake Waitlist (1)”.
  3. Modify the following:
    1. View Description: Closed Physician NP Waitlist
    2. Under Base Filters tab, tick Filter By, remove tick for Intake Waitlist and tick off Physician NP Waitlist.
  4. Then click Apply to save changes.

Enable Wait list in Client Preferences

  1. Go to Organisation, Preferences, and Client.
  2. Modify Role field to Administrative User.
  3. Click Other Tab and then tick Wait List under Show in Client Forms segment.
  4. Repeat step 1 -3 for Super User, Physician, and Registered Nurse role.
  5. Then click Ok to save changes.mceclip7.png

Enable Client Waiting Pop Up Window

  1. Navigate to Organisation, Perference, Appointments.
  2. Click on the Closing tab. Ensure the Request Earlier Appointment, Look at Wait List, Look at Request Earlier Appointment Checkbox are all ticked (3).
  3. Click Ok button to apply your changes. mceclip0.png

Create Priority 

  1. Navigate to Maintain, Short Codes.
  2. Under the Type segment, navigate to Wait List Priority.
  3. Create the following Wait List Priority Short Code, by clicking on the Add new short code button.
    • Code: High
      Description: High
    • Code: Low
      Description: Low
    • Code: Normal
      Description: Normal
    • Code: Urgent
      Description: Urgent
    • Code: Very Low
      Description Very Low                                             mceclip1.png