How to Use the Shortcall List

The Shortcall List enables you to rebook scheduled appointments for an earlier date and time. You can also manually add unscheduled patients for tentative shortcalls, without an existing appointment.

Use this list to fill a cancellation or open slot in your schedule (Location > Appt Worklists > Shortcall List).

Add an Appointment to the Shortcall List

Adding Shortcalls from an Appointment Card

To add an appointment to the Shortcall list:

1. From the Appointment card, expand the Appointment Info section.
    
2. For Put on Shortcall, select AM Only, PM Only, or Anytime. 
   Note: To remove an appointment from the list, select No.
3. Click Update Appointment.

Manually Adding Patients to the Shortcall List

You can also add a patient to the Shortcall list without scheduling an appointment, directly from the Shortcall List. This acts as a placeholder Shortcall appointment, without needing to first schedule an actual appointment and then flagging as Shortcall.

To create a placeholder Shortcall appointment:

1. From the Location tab, select Appt Worklists > Shortcall List. The Shortcall List is displayed.
2. Under Actions, click Add Short Call Appointment. The Patient Search window is displayed.
3. Search for and select a patient. The Add Short Call Appointment window is displayed.
   
4. Enter the Earliest Date for the appointment. 
   Note: This is the earliest date that the patient needs to come in for an appointment (e.g., 6 weeks from now if the appointment needs to come in for an orthodontic adjustment). This defaults to tomorrow unless changed. 
5. If applicable, enter an Expiration Date for the short call.
   Note: 
   -- If the patient has an existing appointment scheduled in the future, the short call will be removed from the Short Call List after the appointment date has passed.
   -- If an Expiration Date is not entered, the shortcall stays on the list until it is scheduled or manually removed.
6. Select a Short Call Preference: AM Only, PM Only, or Anytime.
   Note: You are only required to enter the Earliest Date, the patient's Short Call preference, and the Location. All other fields are optional. 
7. Select a Location for the appointment.
   Note: This field is blank if accessing from the All Locations tab. If accessing from a Location tab, the selection defaults to that location. 
8. Select a Provider.
9. Select a Chair.
10. Select an Appointment Type. 
11. If applicable, enter a note.
12. Click Add Short Call. The Short Call is added to the list, and a tile is added to the Short Calls tab on the left side panel of the Schedule/Diary Day View. 

Use the Shortcall List

From the Shortcall List, you can schedule placeholder Shortcall appointments, reschedule Short Call appointments, or delete Shortcalls from the Shortcall List. 

Placeholder Shortcall appointments can be created using the Add Short Call Appointment link under the Actions menu. See Manually Adding Patients to the Shortcall List for more information. 

The Shortcall List is in order, with patients who need to be seen the soonest displayed at the top of the list. 

To use the Shortcall List:

1. From the Location tab, select Appt Worklists > Shortcall List. The Shortcall List is displayed.
2. Use the filters to narrow the list as needed:
   -- Date Range
   -- Patient
   -- Provider
   -- Appointment Type
   -- Time of day
   -- Duration
3. Select a shortcall appointment (or appointment placeholder) in the list. The details are displayed.
   
4. For shortcalls that have existing appointments scheduled, you can click Reschedule, Remove from Shortcall, or Cancel Appointment. 

5. For short calls where no appointment has been scheduled, you can select Schedule or Remove from Shortcall.

   Note: When you select Schedule or Reschedule, the Appointment Card is displayed, where you can proceed with scheduling an appointment or review and update the details and reschedule it. 

The Shortcall list automatically purges appointments that occur as scheduled. You can manually remove them by selecting Remove from Shortcall or Cancel Appt. from the details in the Shortcall list, or by changing the Put on Shortcall status to No on the Appointment Card.

Access Shortcall Appointments From the Schedule / Diary

To access Shortcall appointments from the Schedule / Diary Day View, click the Short Calls tab on the left side panel.

Tiles from the Shortcall List are added here. You can click and drag the tiles to schedule them.

When a Shortcall tile is placed in a time slot on the schedule, it is removed from the Shortcall List as well as the Short Calls tab on the Schedule.  

Tip: Click the icon to expand the Short Calls tab and temporarily hide the other items on the side panel. Click the icon again to return to normal view.

Note: 
-- When you schedule a tile from the Short Calls tab that has an existing appointment scheduled, a message is displayed asking if you want to cancel or keep the existing appointment.  
-- When you drag a Short Call tile into a date/time slot that lands before the defined Earliest Date, a message is displayed, asking you to confirm if you want to schedule anyway. 

Tip: Additionally, there is a Open Shortcall List link under the Actions menu that allows you to launch the Shortcall List. 

Prompt for Shortcall Setting

You also have the ability to configure the Schedule to prompt you to book from Shortcall whenever you cancel an appointment. 

To configure the Schedule:

1. Select Schedule > Day/Week View.
2. Select the Manage Schedule View control. 
3. Select Prompt for Shortcall.
   

When this setting is enabled, a Book From Shortcall prompt is displayed when you cancel an appointment:

Select an appointment, and then click Rebook.