The Physician/Resource Setup screen (Fig. 17) is where you would add physicians, technicians, exam rooms and any other resource that you would want to have a schedule for in the application’s Calendar module. For these, you should make sure that the ‘Inhouse’ checkbox is checked. You can also add outside physicians here by leaving the ‘Inhouse’ checkbox unchecked on their records.

To change the settings for your physicians/resources, go to File > Setup > Physician/Resource from the main application menu. On the Physician/Resource Setup screen, you can edit a physician or resource by selecting his or its record and changing the fields in the ‘Details’, ‘Availability’ and ‘Availability Exceptions’ tab at the lower half of the screen. You can remove a record from the system by selecting it and clicking Delete. You can also setup new physicians or resources. To do so, click Add and fill in the blank text fields under the ‘Details’ tab on the lower half of the screen.

You can export your physician/resource list to a text file on your computer by clicking Export, locating the folder where you want to save the export file and clicking OK.

You can sort the physician/resource list displayed on this setup screen by clicking Sort…. This is not to be confused with the ‘Sort order’ field which actually determines the sorting of in-house physicians and resources at run time.

To filter the physicians displayed on this screen, click Filter….

To import a physician’s information, including his NPI number, click Import… to open the Lookup Service dialog (Fig. 2). Type in the name of the physician you want to look up in the ‘Search’ field and click Search. Check the ‘Selected’ checkboxes next to the physicians you want to import and click OK.

Define the main ‘Location’ for a physician or resource and specify if this is his or its only location by checking the ‘Single Location’ checkbox.

For in-house physicians that want to use pre-appointments (see Chapter 3), check the ‘Preappoint’ checkbox.

The physician’s ‘Taxonomy’, ‘UPIN’, ‘Medicare’, ‘Medicaid’, ‘State License’, ‘Blue Cross’, ‘VSP’, ‘Plan Network’, ‘EIN’, ‘SSN’, ‘CHAMPUS’, ‘Commercial’ and/or ‘Location’ ID numbers will be available as a ‘Referring ID number’ in the Insurance module under the ‘Referring Provider’ when generating claims (see Chapter 7). The NPI number will also be used on claims and will be printed on prescription forms.

If the physician subscribes to the My Vision Express E-Prescribing interface, make sure that the ‘ePrescribe’ checkbox is checked. For more information, refer to Chapter 13.

If a physician or resource is in-house, you can set the times when he is available for any service, available for a specific service or not available at all under the ‘Availability’ tab. To do this, select this tab and click on a time slot that is not “Closed”. A Physicians Availability Settings dialog will open up prompting you to specify the proper service or general availability for the physician during the time slot specified.

To configure an exception to the schedule specified under the ‘Availability’ tab, select the ‘Availability Exceptions’ tab and click Add… to open the Availability Exceptions screen (Fig. 11). Fill in the ‘Start’ time and either the ‘End’ time or the ‘Duration’ of the exception in the ‘Exception time’ section. To set a date range for the recurrence, fill in the ‘Start’ date field in the ‘Range of recurrence’ section. If the recurrence will repeat indefinitely, make sure the ‘No end date’ radio button is selected. If the recurrence will end on a specific date, click the ‘End by’ radio button and fill in the date. To set a pattern for the recurrence, select the appropriate radio button in the ‘Recurrence pattern’ section. If the exception will recur the same day every month, click the ‘Day’ radio button and enter the numerical day of the month when this will happen. If the exception will recur on the same day of the week and on the same week every month, click the radio button in the middle and select the week and day from the drop-down lists. If the exception will recur the same day of the week every a certain number of weeks, select the ‘Week’ radio button and enter the number of weeks between recurrences. Select the day of the week from the radio buttons below. Select whether the exception will make the physician or resource ‘Available’ or ‘Not Available’ from the radio buttons to the right and enter an ‘Exception reason’ to be displayed on the time slots affected by this exception. Click OK to save your changes or Cancel to disregard them.

Click Save and Close on the main application toolbar when you are finished making changes to this screen.