New Session

Before any appointments can be booked, there must be a session to book the appointments into.  If there are no sessions on the selected date, a message will display.

  1. Select 'New' Session (or if there are no existing sessions, you can press Enter to create a session.
  2. Select to either roster many sessions (Yes) or a single session (No).
  3. Complete the details for 

One-off

  1. To create a single session, select 'No' when prompted 'Do you want to roster many sessions at once?'

  2. Complete the information required in the Appointment Session screen referencing the table below to assist.

    Example of Appointment Session screen

  3. Select 'OK' to save the session.
  4. A single session will be created on the selected date.

Roster

  1. To roster multiple sessions (for the same day of the week, type of session and start and finish times) select 'Yes'.

  2. Complete the information required in the Roster Sessions screen referencing the table below to assist.

    Example of Roster Sessions screen before and after

  3. Select 'OK' to save.

  4. The session(s) will be created.  


Session Data

Session Type

Select the session type from the drop down list.

Starting Time

Enter the starting time (12 or 24hr format)

Finishing Time

Enter the finishing time (12 or 24hr format)

This is not the time the last patient is to be booked, but the time the session is scheduled to finish.

Reporting Time

If the Session is an operating session and you want to enter a default reporting time (which will apply to all appointments booked into the session), enter it here.

Repeat every

If you have selected to roster multiple sessions, then enter the number of weeks to repeat this particular session type (day, time, type of session).
The default is every one week, but this may need to be changed to every two weeks, or four weeks. 

Until

By default, sessions are created until the end of the year (based on the date started). Sessions should only be repeated beyond this date if you are confident that the roster is not likely to change much.

Description

Enter a description for the Session, i.e. Monday AM Rooms, or Thursday AM Norwest Operating

Surgeon

If the session is an operating session, enter the name of the surgeon. By default, this is the Providers name.

Anaesthetist

If the session is an operating session, and there is a usual anaesthetist for this session, enter the name here, otherwise leave it blank.
If blank or the Anaesthetist is not on the list, type the anaesthetist's name into the Anaesthetist Note field.
The anaesthetist may already be selected as the default for this type of session.  See Setup > Appointments > Session Types.
The name of the anaesthetist can either be added or altered for individual sessions. 
To add or alter an Anaesthetist  to the list, this is done in Setup > Contacts > Sub-Contractor > Sub-Contractors.  Ensure they have a Sub-contractor Type of 'Anaesthetist'.
While this field is visible for a non-operating session, you will not be able to enter data into this field. 

The selected anaesthetists name is also entered into the Anaesthetist field of the Operation Information form in Patient > Stock Used.

Anaesthetist Note

This field gives you the ability to write a note pertaining to the Anaesthetist.  You do not have to have added the name of the Anaesthetist to be able to do this. You can free-hand the anaesthetist's name instead of selecting them from the list - it will appear in the same location on the screen and in printouts.

Assistant

If the session is an operating session, and there is a usual assistant for this session, enter the name here, or type the Assistant's name into the Assistant Note field.
The name of the assistant can either be added or altered for individual sessions.  
To add or alter an Assistant to the list this is done in Setup > Contacts > Sub-Contractor > Sub-Contractors.  Ensure they have a Sub-contractor Type of 'Surgeon'.
While this field is visible for a non-operating session, you will not be able to enter data into this field.  

The selected assistant's name is also entered into the '2nd Surgeon' field of the Operation Information form in Patient > Stock Used.

Assistant Note 

This field gives you the ability to write a note pertaining to the Assistant.  You do not have to have added the name of the Assistant to be able to do this.

Cancelled

Yes/No selection.  The selection is reported in cancellation reports.

Warning Messages

If when entering a session, there is a clash with existing sessions, the following message will display.

This may be rectified by changing the 'Repeat every' from 1 week, to 2 or 4.

The clashes may be viewed by selecting the 'Roster' icon.

Roster

The Roster icon allows you to view the clashes with the session that you are trying to roster.

In the example below, there is another session every second week, therefore the program will not be able to create the session every other week (the Repeat should have been set to 2 weeks and not 1).

Example of Roster screen with clashes

On This Page:

Training:

Appointment Confirmation
Cancel a Clinic
Change an Appointment
Create or Roster a Session
Delete Appointment
Deleting multiple sessions
Find 1st Free Appointment
Link Session to a Facility
Make a further appointment
Make an Appointment
Notify
Print a Session
Print Labels for a Session
Referral Entry
Reorder Appointments
Resources - Configuration
Resources - Stop double-booking of treatment room
Search
Sending an Appointment List
Setup New Session Type
Share an Op list with Anaesthetist - using inTOUCH app
Transfer Appointment to/from Wait-list
Transfer Session
Waiting Lists