This chapter explains how you can use the Calendar module to schedule, modify and print appointments. The Calendar screen (Fig. 1) ‘Week’ and ‘Day’ tabs are color-coded to reflect the appointment status, services or doctors for each time slot. New patient profiles entered when setting up appointments in the Calendar screen will be added automatically to the database.

On the top right hand section of the screen, you could post notes to remind you of important things for the selected day.

You should specify your business hours in the ‘Calendar’ tab of the Company Information setup screen. If you tried to book an appointment outside those business hours, you would get a warning message when you OK the appointment.

Time slots during which a doctor or resource is not available are marked with an availability exception reason or “N/A” if a reason was not specified in the schedule for that doctor or resource. You could change the availability for a physician or resource in the Physician/Resource Setup screen. For more information, refer to the Physician/Resource Setup section of Chapter 1. You could also specify availability exceptions for the entire office from the ‘Calendar’ tab of the Company Information setup screen. For more information, refer to the Company Information section in Chapter 1. If you tried to book an appointment during a time when the office or the physician or resource selected is not available, My Vision Express would show you a warning to that effect.

To access the Calendar screen, go to File > Calendar on the main menu or click the Calendar button in the main application toolbar. The top left corner of the screen is dedicated to the filtering and date navigation controls. You could filter appointments by ‘Location’ and ‘Physician/Resource’. You could also specify whether you want to display canceled or rescheduled appointments, appointments on the waitlist and pre-appointments. The options available from the ‘Physician/Resource’ drop down are the in-house physicians and resources specified for the ‘Location’ selected in the Physician/Resource Setup screen (File > Setup > Physician/Resource).

You could view the schedule for the date currently selected in the ‘Day’ tab. This tab displays a column for each in-house physician and resource. You could also use the ‘Preview’ tab to view a printable listing of appointments for the day.