How to Use the Appointment List

Sensei Cloud allows you to view, customize, and print a list of appointments for your practice location (or all locations for multi-location practices). The appointments are pulled directly from the Schedule/Diary Day View. 

You have the ability to use the Appointment List for a multitude of purposes; for example, you can filter the list to show upcoming appointments with a certain Appointment Type (e.g., Implants) or View/Process Today's Appointments in a list view. 

To view and customize the Appointment List:

1. From the Location or All Locations tab, select Appt Worklists > Appointment List. A list of appointments is displayed.
   Note: The list defaults to appointments scheduled for Today.
   
   TIP: Click the Reset option before selecting and applying new settings or filters. 
2. From the left side panel, use the Filter List to:
   -- Select the desired date range. 
   -- Select the Providers to include or include All Providers.
   -- Select the Appointment Types to include or include All Types.
   -- Select if you want to include Completed or Checked Out Appointments (if the selected date range is Today or in the past). 
3. When you have selected the necessary filters, click Apply Filters to apply them to the list.
4. Click the Manage Appointment View cog icon to change the column view:
   -- Click Select Columns ([# of Selected Columns] of [# of Total Columns]) to select the columns to show. The Select Columns to Show window is displayed. Select or deselect the columns as needed. You can also use the icon to click-and-drag the columns and re-order them in the list. 
   When you have made all of the necessary column changes, click Save to apply them to the list. 
   
   -- Select Display Compact View if you want to decrease the size of the line items to fit on one line.
   -- Select Use Appointment Flow Visualization if you want to enable appointment flow visualization, which highlights the appointments in a specific color based on the appointment state.
   Note: Appointment flow visualization must also be turned on in your practice settings. See Appointment Flow Visualization for more information.

Note: 
-- You can view the Schedule Statistics by clicking [# of Appointments] Scheduled under Manage Appointment View.
-- Click on the column headings to sort the list as desired.

When the Appointment List is filtered as needed, you can click on the appointments to view more appointment information or take certain actions. 

The available options vary slightly depending on the status of the appointment. For example, if the appointment is at Scheduled status, you have the options to navigate to the patient's chart, check the appointment in, print a routing slip, screen the patient, or edit the appointment details. If the appointment is at Checked In status, you can seat the patient, etc.

From the Actions menu, you can:

• Click Print Current View to print the Appointment List as a .PDF file
• Click Export Current View to export the list to a .CSV file

Tip: To use the Appointment List for continuous monitoring, click the icon to expand the list to full screen on a particular workstation or screen. Click the icon a second time to return to normal view. 

Appointment Flow Visualization

Appointment Flow Visualization allows you to quickly identify the state of an appointment from the Appointment List, as the appointments change color based on the appointment state (and patient location in the practice). 

You can also select to display a Seating Location Visual for today's appointments, which is displayed to the right of the list of appointments. 

Appointment Flow Visualization and the Seating Location Visual both must be enabled via the Practice Settings as well as the Manage Appointment View settings in the Appointment List. See How to Set Up Appointment Flow Visualization for more information on enabling these features.

Appointment Colors

When appointment flow visualization is enabled, a key is added to the left side panel which details the colors and the associated appointment state. There are default colors that can be used or you can customize the color for each state from the Practice Settings.

Note: Completed and Checked Out appointments are only displayed in the Appointment List if these options are enabled in the left side panel. 

Seating Details Visual

When Show Seating Details Indicator for Today's Appointments is selected in the Manage Appointment View settings, a Seating Details pane is added to the Appointment List.

Note: This setting is not available if accessing the Appointment List from the All Locations tab.

When you seat a patient, you are either prompted to select a seating location, or the patient is automatically seated in the proper location, depending on the schedule settings for the practice:

• When the Schedule Columns are Physical Locations setting is set to Yes, the patient is automatically seated in the seating location that is named after the column their appointment is in. 
• When the Schedule Columns are Physical Locations setting is set to No, then you have to select a location from the list of seating locations that have been defined in the schedule settings. 
  
• For more information on setting up seating locations, see How to Configure Schedule / Diary Settings.

The Seating Details pane shows each seating location along with the name of the patient currently seated there, any procedures added to the appointment, the appointment time, and the appointment duration. 

The Seating Location tiles are updated in real time as appointments are moved to the Seated or Completed status. When a patient's appointment is marked as complete, the patient is removed from the Appointment List and no longer shown in the Seating Location in the Seating Details pane.

Note: Only one patient can be seated in a room at a time. If you seat a patient and select a seating location that is already taken, the patient that was originally seated there is removed from the tile and replaced by the new patient.

For more information on setting up seating locations, see How to Configure Schedule / Diary Settings.