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OASiS
My Time

 

OASiS version 12 AU

 



Contents
Introduction
My Time Menu
Scheduler
Menu Options
Date and Time
Display Modes
New/Edit Window
Booking an Appointment
Existing Patient
New Patient
Temporary Patient
Family Appointments
Quick Appointments
Multiple Appointments
Deleting Appointments
Listing Patient Appointments
Rescheduling Appointments
Appointment Confirmation
Processing Batch Appointment Reminders
SMS Appointment Reminders
Email Appointment Reminders
Appointment Cancellations
Patient Cancellations
Patient No Shows
Cancellation List
Search Vacant and Used Time
Vacant Time
Used Time
Printing Day-sheets and Reports
Template Processing
Creating/Editing a Template
Applying & Reversing the Template
Standby
Adding Patients to Standby
Booking an appointment from Standby
Waiting Room
Enable Waiting Room Statistics
Read Patients into Waiting Room
Waiting Room Notification
Waiting Room Window
Task Manager
Adding a New Task
Self CheckIn
Additional Notes:

Introduction

About My Time
The "My Time" module in OASiS 12 is a series of programs aimed at streamlining the management of appointment book time. This module contains the following;

  • Appointment Scheduler
  • Patient Standby List
  • Waiting Room
  • Task Management
  • Patient Self CheckIn
  • Appointment Cancellations

Opening OASiS
You open OASiS 11 in one of two ways:
Double click on the OASiS 12 Daily Work icon on the Windows desktop
OR
Click on the Windows START menu, select "All Programs", "OASiS System 12", "Daily Work"
Session Login
Upon opening OASiS 12, a splash screen may pop up. Depending on what has been setup, users may be required to validate their login with a username and password. If usernames and passwords have not been setup, then just click on OK to login, or the main OASiS screen will be displayed.

Menu Panel
You select different menu options by clicking on the individual module icons: My Money, My Time, My Work, Component Tools and System Manager

The only time the Menu Bar is not visible is when the Patient Card screen is in "edit" mode or when the Scheduler (Appointment Book) screen is in full screen display mode.
There are five menu items common to all of the main menu options:
Clear – Clears all open OASiS windows
Find – Opens the Find Patient Record window
Records – Places the main OASiS screen along with the Patients Card at the front of the screen
Reports – Opens the Reports window, where different reports can be generated and printed
Preferences – Opens the Preferences window, where configurations are made

My Time Menu

Clear – Clears all open OASiS windows.
Find – Opens the Find Patient Record window, where you can search for existing patients.
Records – Places the main OASiS screen along with the Patients Card at the front of the screen.
Scheduler – Opens the Scheduler window, where you can view, edit, add and delete patient appointments.
Standby – Opens the Standby window, where you can add patient's into the standby list.
Waiting – Opens the Waiting window, where you can view all patients listed as being in the waiting room.
Tasks – Opens Task window, where you can view, edit, add and delete tasks. Tasks are little reminder alerts that can be setup to be sent to any user within the practice.
Self CheckIn – Opens the Self CheckIn window, which allows patients to check themselves into the waiting room. Used in busier practices, where there is a secured computer available in reception for patients to use.
Cancellations – Opens the Cancellation window, where you can view and delete patients from the cancellation list, who have cancelled their appointment. This page gives you the opportunity to contact the patient if the patient does not have any existing appointments or recalls.
Reports – Opens the Reports window, where different reports can be generated and printed
Preferences – Opens the Preferences window, where configurations are made
My Time Favourites bar Options

Scheduler

The Appointment Scheduler window allows you to view, add, edit and delete appointments. Depending on how the scheduler was setup to begin with, it can cater for multi-branch practices and multiple column views.
Click on from the Menu Panel or from the Favourites Bar.

The current "read in" patient displays on the top left hand corner, next to the current time picked up from the Microsoft Windows computer clock.

The current branch and currently selected practitioner's name displays on the top right hand corner of the Scheduler window. The currently selected practitioner changes automatically on making an appointment for a different doctor/column. The name will also change when you select a different doctor from the doctor selection panel.

The Current selected date appears under the <Month/<Week/<Day/Today/Day>/Week>/Month> buttons. When you click on the current date, the scheduler grid will expand to show five-minute increments (you can switch off this feature if required).

Enlarging the Screen
You can enlarge the Scheduler window by pressing the "Esc" key on your keyboard. Tapped once OASiS maximises the Scheduler window, tapped again the screen will restore to its original size.
NOTE: This function is only available in non-full screen display mode

Scheduler View Selection
The default scheduler view is the "Main" view, which usually displays all columns in the scheduler window. You can change the scheduler view by clicking on one of the nine buttons to the left of the current selected date.

EXAMPLE: Front desk is defaulted to show all columns, however in the surgeries the doctor may only want to see his or her appointments along with any of the hygienist's appointments.
Doctor Selection

You can change the currently selected doctor or room column by clicking on one of the nine buttons to the right of the current selected date. You use these buttons to switch columns when you are in week or monthly display view, or when you are printing day sheets.
Viewing Tooltips
Where enabled, hovering the mouse cursor over the appointment for a second or so displays a summary of the appointment record. The information will display in a small white tool tip box. Moving the mouse away from the appointment will hide the tool tip box. (You can enable/disable this feature as required).
Normal View Tool Tip Box View

Quick Access
If you right click on an existing appointment in the Scheduler window, this will open up the appointment new/edit window, rather than left clicking the appointment and then selecting New/Edit from the menu.
Menu Bar

Exit – Closes out of the Scheduler window
List – View a list of the patient's appointments
Letter – Merge an appointment reminder letter to the currently selected patient
Label – Print appointment details on a label. NOTE: Must have a separate label printer to use this.
Standby – Opens the Standby window
<Month/<Week/<Day/Today/Day>/Week>/Month> – Go back or forward a month, a week, a day
Calendar – Opens a calendar so you can search, type in a date as required
Display – View the scheduler in a number of different views by column (default view each time you open the scheduler), day, week or month
Search – Opens a Search Vacant Time window, where you can enter in a specific criteria and then search for available time.
Print – Allows you to print a range of different appointment lists. NOTE: Best to print each one and see which one suits the doctors or practice.
Tools – From within this menu, a few functions are available:
Switch View – Same function as these buttons
Switch Doctor/Room – Same function as these buttons
Template Mode – Flick the Scheduler view to Template mode
Normal Mode – Flick the Scheduler back to regular view
Read Templates – Allows the application of templates created in template mode to the scheduler based on selection criteria.
Merge Letters – Merge Appointment Reminder letters
Merge Email – Merge Appointment Reminder emails
Merge SMS – Merge Appointment Reminder SMS
Merge Online – Merge Appointment Reminders Online
Search Used Time – Same function as
List Doctor/Entities – Mainly used by the support desk, if you have accidently deleted one of more of the columns and do not know what the doctor entity numbers were
Hide Column Goals – Hides any column goals that may have been set
Settings – You can resize the columns and save the sizes or reset the columns here.
Undo Last Cut/Delete – You can only undo the last cut or delete

Menu Options

When clicking on a time slot, a menu will appear with the following functions:
New/Edit – Opens the appointment new/edit window so you can either enter in a new appointment booking or view an existing appointment.
New Patient – This will minimize the Scheduler window, and bring up the patient record card ready for new patient entry
Waiting – This will read the patient into the waiting room, changing the picture icon to the left of the appointment to a clock and alert the surgery with a notification in the Waiting Room panel on the main OASiS screen and a sound notification if you have speakers setup.
Task – An Add to Task Manager prompt will appear, when you click on YES the new task window will appear, where you can fill in the details to add a task. This will also change the icon to the left of the appointment to a pencil and notepad.
Standby – If the patient is already in the standby list, this option allows you to book an appointment using the Standby details. The standby window appears where you can select the patient in the standby list to create a new appointment.
Read Patient – This will read in the patient as the current patient.
Confirm – This will open up a confirmation window that gives you all the contact details and allows you to select the update status for the appointment, whether they have confirmed, could not contact, cancelled etc. Depending on which option you choose, the icon to the left of the appointment will change accordingly.
CheckIn – Only used if you need to remove the SC that is placed to the right of the appointment, displayed when a patient checking themselves into the practice.
Invoice – Allows you to process the invoice for the patient, without having to search or read the patient in as the current patient. Once an invoice issues, the icon to the left of the appointment will change to a blue invoice.
Complete – Once the patient left the practice, you can indicate this by selecting complete, which will change the icon to the left of the appointment to a blue smiley face.
Copy/Cut/Paste – You can copy, cut and paste an appointment into another time slot. When cutting an appointment, this will prompt with a confirmation to cut before it removes it from the scheduler.
Delete – Allows you to delete the selected appointment, OASiS will prompt you to confirm deletion.
Cancel – Allows you to cancel an appointment and records a reason into the patient's general notes.
No Show – Registers a "No Show" entry in the patient's general notes.
Colours – You can change appointment colours using the options from the list.
Pictures – You can change appointment picture icons using the options from the list.
Tracking – You can allocate different colours, icons or text to the left or right of the appointment.
Label – Prints out an appointment label if you have a label printer installed.
Message – Opens up the Message window allowing you to send the appointment details to another user via a message, stickynote or email.
Theatre List – Allows you to create a theatre list for the appointment you have selected.
Reminder Messages
You can attach a reminder message to a doctor or room column for any date in the scheduler. Each doctor can have a separate reminder message attached to his or her name.

  1. Click on the doctor or room column name along the grey bar

  1. Select Edit Comment/Goals

  1. Within the Edit Comment/Production Goals window, type in the appointment comment required

You can also change the default doctor for that column for that day and enter in goal hours and a goal value.

  1. Click on to save

The appointment column will now appear with the details you have just entered






Date and Time

You can change the current date in a number of ways:
You can use the seven main buttons at the top of the screen navigate back or forward by month, week and day, while Today will flick you back to today's date.

Time blocks display on both sides of the Scheduler window. You can scroll up and down with your mouse scroll wheel, or use the up and down scroll bar arrows on the left. Depending on configuration, the time increments may be in five, ten, fifteen or thirty minute blocks.
Where enabled, clicking on the current date will cause the scheduler grid to expand to show five-minute increments.

Calendar
When you click on the Calendar window will appear

From within this window, you can select, search, type in the date that you want and the scheduler main window will jump to that date.
You can customise the Calendar buttons on the right 2 Weeks->, 6 Weeks->, 3 Months-> and 6 Months-> if required.

  1. Click on from the Menu Panel or from the Favourites Bar.
  2. Under System Manager – Miscellaneous, click on
  3. Right click the button required
  4. Edit the Button Caption & Move Days accordingly
  5. Click on to save
  6. Repeat steps 3-4 for other buttons


Display Modes

There are several display modes in the scheduler.

  1. Click on


  1. Select from the list the view you would like to display

NOTE: When you first open the scheduler, columns mode is the default display mode.
Day Mode – Lists the scheduler in a wide format for the selected doctor or room. You can use this mode for quick one-click appointment confirmations.

Week Mode – This shows all appointments for the currently selected doctor or room for the next seven days.
NOTE: Clicking on the date in the top grey row will change the scheduler view back to the column mode for that day.

Week Summary Mode – Displays appointments in summary format for all doctors or rooms side by side for each day of the week. Colour blocks indicate patient appointments (red), non-patient (blue) and comments (yellow).
NOTE: Clicking on an appointment or vacant time in this mode will change the scheduler view back to column mode and show the day you have selected.
Month Mode – Summarises appointments for the next month for the current selected doctor or room. Colour blocks indicate fixed patient appointments (red), non-patient (blue) and comments (yellow). It shows available appointment times in white.

NOTE: Clicking on the date in the top grey row will change the scheduler view back to the column mode for that day.
NOTE: Clicking on an appointment or vacant time in this mode will change the scheduler view back to column mode and show the day you have selected.
Code Summary Mode – This mode displays appointments for statistical purposes. It shoes a list of appointments for the ensuing week for the selected doctor/room and summarizes the appointment types by duration minutes and dollar values (where codes have dollar value).

Patient Lists Mode – This mode displays all appointments for all patients for the selected day.

When you click the patient appointment in this mode, a menu with the following functions are available –
Read Patient – Reads in the selected patient as the currently selected patient.
List Appointments – Opens the patient's list appointment window.
Confirm – Opens the appointment confirmation screen for the selected appointment.
Check In – Toggles the self-check in marker for the selected appointment.
Colors – Change appointment color for the selected appointment.
Pictures – Change appointment picture for the selected appointment.
Message – Opens the message window allowing the sending of the patient's appointment details to another user within the network.

New/Edit Window

The new/edit window will appear, when you create a new appointment for a patient or click on an existing patient's appointment to make changes.

  1. Click on a time slot within the scheduler
  2. Select New/Edit



Menu Bar

Exit – Closes out of the Edit Appointment window
Clear – This will clear the current read in patient's details from the Edit Appointment window
Plan – This will open the Treatment Plan window, so you can create an appointment for a treatment plan entry.
Reminder – Where the patient has treatment reminder notes in the patient record screen, by clicking on this button, the treatment reminder notes will populate the appointment details field.
Temporary – This is usually used for new patients, by clicking on the Temp button, OASiS will create a temporary patient file, removing the currently selected patient's details from the Appointment Details panel, and create a temporary OASiS Patient Number.
Tools – This button (only available for existing appointments) allows you to display or delink the theatre list.
Find – Allows the user to search for a different patient without having to exist the Edit screen.
Standby – This will open the Standby window, where you can select patient's from the standby list and book the appointment. This will only be an available option if the patient has
OK – Saves all details on the Edit Appointment window.
Appointment Details Panel
You fill in the Appointment Details panel, as this determines the properties, preferences and details of the appointment booked.
Patient Number, Patient Name and Telephone No. – The currently selected patient details automatically populate in these fields.
Details – When you select an appointment type from the Appointment Options panel, the system automatically inserts the appointment details. You can alter the details if needed. This field can also be populated by clicking on and selecting a treatment plan entry or clicking on , which will populate the details with any Treatment Reminder Notes that have been specified in the patient's record card screen.
Doctor Number – The doctor number assigned to the appointment column or the patient's usual doctor number (depending on the settings) automatically allocated when making the appointment. It can be changed by clicking on .
Foreground and Background colour – When you select an appointment type from the Appointment Options panel, the appointment foreground and background colours automatically insert. You can change the colours by clicking on and selecting the colour from the list. NOTE: When you select a comment-type appointment, the system ignores the background colour setting.
Picture Number – The initial picture number allocated to an appointment normally used to indicate how the patient preferred contact method for an appointment reminder. This picture number can default by one of two ways, depending on your setup.

  1. When you select an appointment type from the Appointment Options panel, usually 01 will populate the picture number field.
  2. If you use different contact codes such as Phone , Email or SMS and the patient has been setup with these contact codes, then a different picture can be setup so that it populates the picture number field depending on which contact code has been selected as the preferred contact method.

Entered by UserID – The logged on user code is automatically assigned to the new appointment record. If you would like to track who has created the appointment, you will need to create individual UserID's for each staff member, and the UserID can then be changed by clicking on .
Contact Code – The appointment contact code defines the preferred method of contact, automatically populated from the patient's record card screen. It can be changed by clicking on .
Appointment Notes – You can enter additional notes in this text box. If there are entries in this text box, the appointment displays with a yellow indicator to the right of the appointment record in the scheduler window.
Item Code – Entered automatically based on pre-defined code, or entered manually.
Appointment Value – The monetary value of an appointment (if defined). The system uses this for statistical reports such as Appointment "Cashflows".
Search Code – The system will automatically populate this field based on the pre-defined appointment selected from the Appointment Options panel. The system uses this for statistical analysis and for vacant and used time search.
Comment 1 and Comment 2 – These two user definable fields are available for additional information you may wish to record. They do not appear on any printed reports.
Online Mins or Healthfund Code – Depending on configuration, this field may be Online Minutes or Healthfund Code. The Online Mins field is reserved for practices using Online Bookings. The Healthfund Code links the appointment to a hospital (used by the optional Theatre List).
Appointment Options Panel
The Appointment Options panel allows you to select the appointment type, change the appointment duration and change between patients and family members.
When and are left un-ticked, this will create a patient related appointment.
When there is a tick on comment only, this will remove all details of the current patient from the Appointment Details panel EXAMPLE: Time blocking – where you allocate time in blocks for "Exams", "Emergencies" etc.
When has been ticked, this will clear all details of the current patient from the Appointment Details panel. EXAMPLE: Used to block out lunchtime, holidays etc.
The Time selection column shows the time based on the selection of appointment type. You can change the time by clicking the start time you want and dragging the mouse down to the new time.
Alternate Patient Selection
When you create a new appointment, the system displays the details of the currently selected patient automatically in the appointment details panel. You can change the patient using the Menu panel (Find) or the Favourites bar, however as a quick alternative you can also select from the Last Patient Selection of 20 patients or Family Member List.
Patient Information Panel
The Patient Information Panel includes the patient's personal details such as OASiS number, full name, address, date of birth and age.
Underneath the patient's personal details, the patient's health warnings will flash in yellow with a black background.
Underneath the health warning, if there are any treatment and appointment notes filled in the patients file, they will appear here.
If the patient has a standby list entry, the system will display a standby Date.
This table includes all appointment related activity details such as entering a new appointment, deleting, cancelling, cutting and pasting, late arrivals and no shows. The system derives these details from the patient's General Notes under My Work.
The recall table lists whether the patient has any recalls.
The next section includes the patient's last payment and any balances along with any financial warnings that flashes in white with a red background.
If there is a patient referral by another patient linked via the patient's record card as a direct referral, the referring patient's details will appear here.








Booking an Appointment

Existing Patient

  1. Click on from the Menu Panel or from the Favourites Bar

The Find Patient by Surname window opens;

  1. Type in part or the patient's entire surname followed by a comma "," and part or the patient's entire given name.
  2. Click on the required patient, and this will read them in as the current patient.
  3. Advance to the required date in the scheduler using by clicking on or
  4. Click on the available time slot for the particular doctor or surgery column you want to book for, using the left mouse button.
  5. Select New/Edit


The New/Edit window will appear, populating the patient's details and preferences.

  1. Select the type of appointment required from the Appointment Options panel.

  1. Enter or edit any details as required in the Appointment Details panel.
  2. Click on to save



New Patient

The OASiS system offers a facility allowing quick creation of a new patient's record at the time of appointment entry without having to exit out of the Scheduler.

  1. Advance to the required date in the scheduler using by clicking on or
  2. Click on the available time slot for the particular doctor or surgery column you want to book for, using the left mouse button.
  3. Select New Patient


The Patient Edit screen will open to input new patient details.

  1. Fill in the new patient's personal details.
  2. Click on to save
  3. The New/Edit window will appear, populating the patient's details and preferences, ready to select the type of appointment to be booked.
  4. Select the type of appointment required from the Appointment Options panel.

  1. Enter or edit any details as required in the Appointment Details panel.
  2. Click on

This will add (New Pat) to the Appointment Details field.

  1. Click on to save





Temporary Patient

You can use a temporary patient when booking an appointment for a new patient. The main reason for a temporary patient is if the new patient does not turn up for the appointment, you can delete the temporary patient appointment. Your OASiS patient database would only have patients who have been to the practice, and not 'ghost' patient files with no details.
NOTE: You cannot send an SMS reminder to temporary patient appointments. It would be best to call the new patient to confirm that they are coming.

  1. Advance to the required date in the scheduler using by clicking on or
  2. Click on the available time slot for the particular doctor or surgery column you want to book for, using the left mouse button.
  3. Select New/Edit


The New/Edit window will appear, populating the current read in patient's details and preferences.

  1. However because we want a new temporary patient click on

This will clear the patient's details and preferences, and place a temporary patient number.

  1. Fill in the patient's name and telephone number
  2. Select the type of appointment required from the Appointment Options panel.

  1. Click on

This will add (New Pat) to the Appointment Details field.

  1. Enter or edit any details as required in the Appointment Details panel.
  2. Click on to save


Family Appointments

  1. Follow the instructions for booking an appointment for an existing patient
  2. Once you have entered in an appointment for one family member, click on the next time slot

  1. Select New/Edit
  2. From within the Appointment Details panel, select the next family member name from the list. Their name and details will then display in the patient's appointment details.

  1. Select the type of appointment required from the Appointment Options panel.

  1. Enter or edit any details as required in the Appointment Details panel.
  2. Click on to save
  3. Repeat the above steps for other family members

NOTE: If you are sending out SMS reminders, each family member will receive an SMS reminder.

Quick Appointments

OASiS can facilitate quick appointment bookings for the currently selected patient.

  1. Advance to the required date in the scheduler using by clicking on or
  2. Click on the available time slot for the particular doctor or surgery column you want to book for, using the right mouse button.

The Select Status Code window will appear.

  1. Click on the type of appointment required


The system makes the appointment
NOTE: The quick appointment selection does not allow you to edit details or enter any additional notes. If you need to edit, you will need to right click on the booked appointment.

Multiple Appointments

To make multiple appointments for a patient, it is a simple procedure of Copy & Paste.

  1. Find the patient in question
  2. Enter in the patient's initial appointment
  3. Click on the patient's appointment

  1. Select Copy
  2. Advance to the required date in the scheduler using by clicking on or
  3. Click on the time slot required

  1. Select Paste
  2. Repeat steps 3-7 as required for further appointments

Deleting Appointments

You can delete an appointment if you have accidently created the wrong appointment. The system does not enter deleted appointment records in the appointment cancellation list.

  1. Click on the patient's appointment you need to delete

  1. Select Delete

  1. Click on to confirm.

NOTE: You can only undo the last Cut/Delete. By click on and select Undo Last Cut/Delete.

Listing Patient Appointments

To view patient appointments:

  1. Click on from the Menu Panel or from the Favourites Bar

The Find Patient by Surname window opens;

  1. Type in part or the patient's entire surname followed by a comma "," and part or the patient's entire given name.
  2. Click on the required patient, and this will read them in as the current patient.
  3. Click on


NOTE: When you click on one of the appointment lines in the list, the scheduler will open to that date. This will allow you to edit, reschedule or cancel etc. if required.
NOTE: You can flick through different family members from the Family Member panel on the right, to view their appointments.
Print Appointment List

  1. Click on
  2. Choose from one of two options
    1. Screen List – This will print in a report format
    2. Custom List – This will print in a presentable format that you can pass onto the patient





Rescheduling Appointments

When a patient needs to reschedule their appointment, you do this by cutting and pasting the patient's appointment in the scheduler.

  1. Locate the patient's appointment. You can do this by reading the patient in and viewing the patient's appointment in the List window, or going to the day of the appointment and finding the patient's appointment.
  2. Click on the patient's appointment

  1. Select Cut

  1. The details of the appointment will display in a confirmation prompt. Confirm by clicking on
  2. Advance to the required date in the scheduler using by clicking on or
  3. Click on the time slot required

  1. Select Paste

The appointment will now display in the new time slow.



Appointment Confirmation

There are multiple ways you can confirm a patient in the OASiS Scheduler window.
Menu Selection
Within the default column mode;

  1. Click on the appointment record with the left mouse button

  1. Select Confirm

  1. Contact the patient using the phone numbers displayed on this screen.
  2. Click on the required response from the confirmation code panel on the right

The appointment picture icon on the left of the appointment will update to the selected response.

Menu Bar

Exit – Closes out of the Confirm Appointment window.
Email – Send an E-mail appointment reminder to this one patient.
SMS – Send an SMS appointment reminder to this one patient.
Message – Send a message to a user within the practice with the appointment details.
Tools – Another way to flag the patient as confirmed, confirmed (not attending), unconfirmed, checked in and not checked in.
Task Manager – Create a task with the appointment details.
Day Mode
An alternative to the menu selection method of confirming, you can switch to the Day Mode from the display mode.

  1. Click on
  2. Select Day mode


  1. To confirm patient appointments, click on the light blue box on the right hand side under the Confirm column.

  1. Contact the patient using the phone numbers displayed on this screen.
  2. Click on the required response from the confirmation code panel on the right

The appointment picture icon on the left of the appointment will update to the selected response.

NOTE: Clicking back on the blue box for that appointment will remove the Confirmed Y marker.
List Appointments
You can also confirm appointments through the List Appointment window. This may be convenient when the patient has multiple appointments on the same day, or multiple family members are coming in on the same day.

  1. Click on
  2. Use the to change to view only individual patient's or family appointments
  3. Click on and select your response.

The system updates all appointments on that day with the response you have selected.

Processing Batch Appointment Reminders

You can send out batch appointment reminders to patients via E-mail or SMS.

SMS Appointment Reminders

If a patient has a picture icon as and a contact code of SMS, OASiS will send out an SMS appointment reminder to all those patients at once when you use the Appointment Merge SMS Feature.

  1. Click on
  2. Select "Merge SMS"


  1. Fields should be filled in as above
  2. Make sure you change the Start and End date to the correct date/s
  3. Click on
  4. Select "Save Settings"

NOTE: This will save the default settings for the Contact Code and Picture Numbers. You only need to save settings the first time you send out SMSs.

  1. Click on to confirm saved settings
  2. Click on to send out SMS reminders based on the criteria you have specified.
  3. Click on to confirm number of SMS sent out.

All appointments sent an SMS now have their picture icon changed from
to and when the patient replies with a YES a "C" will appear to the right of the appointment.

Email Appointment Reminders

If a patient has a picture icon as and a contact code of EMAIL, OASiS will send out an E-mail appointment reminder to all those patients at once when you use the Appointment Merge E-mail Feature.

  1. Click on
  2. Select "Merge SMS"


  1. Fields should be filled in as above
  2. Make sure you change the Start and End date to the correct date/s
  3. Click on
  4. Select "Save Settings"

NOTE: This will save the default settings for the Contact Code and Picture Numbers. You only need to save settings the first time you send out Emails.

  1. Click on to confirm saved settings
  2. Click on to send out Email reminders based on the criteria you have specified.
  3. Click on to confirm number of Emails sent out.

All appointments sent an Email now have their picture icon changed from
to

Appointment Cancellations

Within OASiS, upon cancelling a patient's appointment or if a patient does not show up for their appointment the My Time module has the ability to track patients who have cancelled and have not rescheduled an appointment. All cancellations are recording in the Cancellation list.

Patient Cancellations

  1. Locate the patient's appointment you wish to cancel
  2. Click on the appointment

  1. Select Cancel

The Select Cancellation Reason window will appear

  1. Click on the reason for the cancellation

  1. Click on to confirm

  1. The appointment may then be deleted from the appointment book by clicking on or retained by clicking on

NOTE: If is selected, the appointment will be retained and marked with a red X to the left of the appointment.

Patient No Shows

You can follow up patients that fail to show up for their appointment and a note recorded in their general notes.

  1. Locate the patient's appointment you wish to cancel
  2. Click on the appointment

  1. Select No Show

  1. Click on to confirm

  1. The appointment may then be deleted from the appointment book by clicking on or retained by clicking on

NOTE: If is selected, the appointment will be retained and marked with a binocular to the left of the appointment.

Cancellation List

On appointment cancellation (or No Show), they will appear in the Cancellations window. You can view or print this cancellation list at any time. This list enables you to track patients who have not rescheduled an appointment or who habitually cancel or no show. Once the patient has a recall or future appointment set, clear their entry from the list. If left to pile up over the years, it can cause the OASiS program to run slow over time.

  1. Click on from the Menu Panel


The list displays the appointment date, cancellation date and reason. It also indicates if the patient has a next appointment or recall date.

  1. You can select the doctor from the left Doctor panel to view cancellations specific for that doctor.

NOTE: You can read the patient's in as the current patient directly from within the Cancellation window, by clicking on the patient in question and selecting Read Patient.
Menu Bar

Exit – Closes out of the Cancellation window.
View – Toggles the cancellation list to view the current read in patient's cancellation entries or all patient's entries.
Print – Choose from three different reports to print for the cancellation list.
Delete – Deletes all entries within the list. NOTE: You can delete individual entries by clicking on the entry and choosing Delete.

Search Vacant and Used Time

You can identify vacant appointment times in one of two ways.
Scheduler Calendar View

  1. Within the default mode when you first open the OASiS scheduler, click on

Vacant Time

  1. Click on

  1. Select the criteria or preference required.

Days of the Week – Click or manually select the days preferred.
Doctor/Room Column – Click on or manually select the preferred doctor.
Hours in the Day – Click on or manually select the preferred hours.
Appointment Duration – Select the preferred duration.
Date Range – Enter in the date range required.

  1. Click on

Vacant appointment times matching the search criteria you have specified will display in the appointment list panel.

  1. Click on the preferred vacant appointment and the appointment scheduler will open to that date so you can proceed on to booking the appointment.

Used Time

Similar to searching for vacant time, you are also able to search for all the appointment blocks for specific appointment type that you have already booked for patients.
EXAMPLE: You could find all your "New" patients by searching Initial Exam Appointment Types.

  1. Follow steps 1-2 from Vacant Time
  2. Click on
  3. Select an appointment type or picture icon from the list

  1. Click on
  2. The used appointment times matching the search criteria you have specified will display in the appointment list panel.

Printing Day-sheets and Reports

There are a number of options for printing in the scheduler, including a range of day-sheets and other reports. You can choose from six day-sheet formats. We recommend that you print each one to see which one would best suit the practice.

  1. Click on
  2. Select the required report from the menu selection.


Day Sheets
You can preview the first six day-sheet options by printing to the screen before printing to the physical printer.
Screen List (1) and Screen List (2) are printed visual representations of what you currently see in the scheduler window itself.
Screen List (1) works in all display modes.

Screen List (2) works best in column display mode and uses settings taken from the Preferences tables to print out the additional information.

Reports
Cashflow Report – This report prints out the detailed list of appointments for the current selected doctor subtotalling all the values of each appointment and is used for projecting daily cash flows.

Consultation Report – This report prints out a Client History/Treatment sheet for all patients for the selected doctor or column, which outlines the practitioner seeing the patient, date, along with the patients personal details, today's treatment, history of billed items and clinical notes.

Contact Report – This report prints out a list of patients based on the patients preferred appointment contact method.

Code Summary Report – This report is a printed version of the Code Summary display mode, which used to identify and subtotal appointments by the type of appointment for the week.

Template Processing

For common functions or activities that may occur on a weekly basis, such as lunch breaks, start and end times, days off, staff meetings etc. You can manually enter these activities in the scheduler on an individual daily basis or by using the template facility.

Creating/Editing a Template

  1. Click on
  2. Select "Template Mode"


The scheduler will change from the regular view to a template mode displaying "Template for Sunday"

  1. Click on or to change the template to other days of the week.
  2. Once on the required template day, click on the appointment slot
  3. Select "New/Edit"

  1. Scroll down the list in the Appointment Options panel

  1. Select an option
  2. Click on
  3. Use Cut, Copy and Paste options to duplicate the block for subsequent columns and days of the week.
  4. Repeat steps 4-9 for other appointment blocks.
  5. Click on
  6. Select "Normal Mode"


This will change the scheduler view back to the normal scheduler mode.

Applying & Reversing the Template

Once you create a template, you need to "read in" the template for it to be applied to the actual scheduler.

  1. Click on
  2. Select "Read Templates"


  1. Select the days of the week you want to apply the template for, or click on as required.
  2. Select the doctors or columns you want to apply the template for, or click on as required.
  3. Enter in the date range required, or click on


and select a preset date range.

  1. Click on

The Template Creation History panel will populate with details of the template you have just applied. When you click one of the entries, there are a few functions:
Roll Back Records – This will undo the template entries applied to the scheduler
Confirming Records – updates a marker record against any entries created by the template process so that any future "Roll Back" does not affect these records. The template entry is then removed from the list.
Delete Entry – removes the entry from the list but does not confirm the records.

Standby

The Standby window allows you to record patients who require treatment, but are unable to book an immediate appointment due to the scheduler being booked out.
EXAMPLE: Patient requires immediate treatment for a sore tooth or tooth infection, your scheduler has been completely booked out for the next month. You would enter the patient on the standby list so that when another patient cancels their appointment you can then call the patient on the standby list to book an appointment to fill in that vacant time.
Click on from the Menu Panel or from the Favourites Bar or from the Scheduler Window

Menu Panel

Exit – Closes out of the Standby window.
New – Add in a new standby for the current patient read in.
Sort – You can sort the list of standby patients in date, surname, details, standby code, appointment code or duration order.
Print – You can print the list of standby patients in a report format or a list format of what you physically see on the screen.
List Selection Panel
On the left side of the window, there are five list selection options. When you select certain entries, you filter the standby list to show standby entries that have been associated with the specific selection.
Doctor Selection
You can link each standby entry to a primary and secondary practitioner.
EXAMPLE: In a dental practice, the primary practitioner may be the dentist while the secondary practitioner may be the hygienist.
The system selects "All Doctors" (0000) as a default. Both panels will display entries for all doctors.
Family Member Selection
The current selected patient is highlighted in bold and against that patients standby entry there is a in the last column on the standby list panel. If the selected patient has any family members, this panel will display the other members.
Standby Code Selection
The default standby codes are EXAM and URGENT, more entries can be set up. You use these entries to determine the priority of selecting which patients to book in an appointment when a vacant time becomes available.
Appointment Code Selection
Each standby entry can be associated with an appointment code to provide more details as to what the requirements of standby appointment. This standby code will also automatically populate the appointment details upon booking an appointment using the standby entries.
Menu Selections
When you click on an entry in the standby list panel, a menu appears with the following options:
Select – Selects the record and puts a next to the record, and reads the patient in as the current patient. Edit Standby – Opens the New/Edit window to edit the standby details Make Appointment – Allows you to book an appointment for this standby entry Search Appointment – Opens the Search Vacant Time window Remove from Standby – Deletes the entry from the list

Adding Patients to Standby

  1. Find the patient you need to enter onto the standby list
  2. Click on from the Menu Panel or from the Favourites Bar or from the Scheduler Window
  3. Click on

  1. Enter in the following details

Standby Date – this defaults to the current date, it identifies the standby record creation date.
Usual Doctor/2nd Practitioner – Links the standby to a specific doctor or practitioner. Leave as 0000 for no preference.
Standby Code – This identifies the type of standby. This can be useful to determine the urgency and to prioritize standby entries.
Appointment Code – This provides a bit more information as to what the required appointment. When booking an appointment from the standby list the appointment code details are automatically populated.
Standby Details – This will populate automatically on selection of a standby code. You can enter in any additional notes as required.
Foreground/Background Color/Duration (Mins) – This is automatically populated when selecting an appointment code. You can change the colours if required.
Plan Visit Number – You can link the standby to an existing Visit header within the patient's treatment plan.

  1. Click on


Booking an appointment from Standby

You can book an appointment using the standby details by going into the standby window:

  1. Click on the patient standby entry you wish to book an appointment for

  1. Select "Make Appointment"
  2. A prompt will ask "Make appointment and remove from the standby list?"

  1. Click on

The scheduler window will open.

  1. Browse and locate a date for a vacant time, and book in the appointment as normal appointment book-in procedures.

NOTE: If you book an appointment for a patient without going through the standby window, and the patient has a standby record. When you apply the appointment booking, a prompt will appear asking whether you would like to delete the standby entry


Waiting Room

The Waiting Room feature allows you to read the patient in and notify surgery that the patient has arrived. The waiting room window is a dynamic list of all patients that have attended the practice and are awaiting treatment. It is also a great tool to monitor the flow of patients coming in and out of the practice as the waiting room window logs a range of details such as the appointment time, arrival time, time in the chair and time of invoice. From these details, you can determine whether you have allocated enough time for each predefined appointment option.

Enable Waiting Room Statistics

  1. Click on
  2. Click on
  3. Select
  4. Click on
  5. Enter in "Y" for Field #29

  1. Click on

Read Patients into Waiting Room

Upon arrival, patients are registered as "in the waiting room" by reception, to notify surgery that the patient has arrived.

  1. Locate the patient within the scheduler
  2. Click on their appointment record

  1. Select "Waiting"

This will change the picture icon to a

Waiting Room Notification

Depending on the setup of each individual scheduler column, a notification is sent to the surgery computer in the waiting room panel on the left hand side of the OASiS screen.
When you select the entry in the waiting room panel in the surgery, this will read the patient in as the current patient so the doctor or practitioner can start treatment without the need to search for the patient.
This will change the picture icon to a within the scheduler window.

Waiting Room Window

The Waiting Room window allows you to report on waiting room statistics if you have enabled this feature.
Click on from the Menu Panel or from the Favourites Bar.

Menu Bar

Exit – Closes out of the Standby window.
New – Allows you to read the current patient into the waiting room and manually add patients into the waiting room if the patient has come in for an emergency and does not have an appointment.
Print – Prints out the list of waiting room entries.
Delete – Clears the list of waiting room entries.
User Panel

Depending on how many surgeries and scheduler columns you have, you can click on a user within this list to view the patients read into the waiting room for each user.
Waiting Room List Panel

When you click on an entry within the waiting room list panel, a menu selection appears with the following options:
Check in Treatment – Manually check the patient into the surgery, if the surgery has not read in the patient by clicking on the patient within the waiting room panel. Changes icon to .
Check out Treatment – Manually check the patient out if they don't pay the bill. Changes icon to .
Remove from List – Deletes the entry you have selected from the list.
Change Color – You can change the color of the waiting room entry from the list of available colours.

Task Manager

The Task Manager window allows you to record, set and maintain tasks or activities that need to be performed.
You can manually enter tasks into the task manager, or other areas of OASiS may enter them automatically. When creating tasks, they can be assigned to a specific user, given a priority rating, change pictures and can be scheduled to create a popup sticky note on a specific date and time.
Click on from the Menu Bar or from the Favourites Bar

The name of the currently selected patient displays in the top left hand corner of the screen.
The view criteria display on the top right hand corner.
Menu Bar

Exit – Closes out of the Task window.
New – Opens up a window to add a new task.
View – Provides a few view options such as All Patient Tasks, Current Patient Tasks, Active Tasks and All Tasks.
Sort – Sorts the Task List panel in number order, priority order, picture order, code order, action date order, patient number order or patient surname order.
Group – Allows you to enter in a group of pre-set tasks that you may use on a frequent basis. These set tasks would not be associated with specific patients, but more to do with reminders for general practice procedures and reminders.
Delete – Gives you the option of just deleting the finalized tasks or all tasks.
Print – You can print a report list or a screen list.
Refresh – Refreshes the task list panel to ensure all entries are present and updated.
From Action Date/To Action Date – You can filter the list of task lists to show only tasks set for a specific date range.
User Selection Panel

The User Selection panel on the left controls the display of the task manager entries. By default, OASiS will show entries linked to the currently logged in userID.
By clicking on a different userID, the changes accordingly to show the task entries associated with that user.
Family List Panel

The Family List panel allows you to change family members, or to create a new task for the selected family member, or if in the "Current patient tasks" view then it would display that specific patient's task list.
Task List Panel

Within the Task List panel, when you click on a task entry a menu appears with the following functions:
Edit Details – Opens up the task details, allowing you to make the necessary changes to the task.
Finalise On/Off – This finalises the task, which will remove the task entry from the active task list.
Add to Notes/Finalise – Adds the task details to the patient's clinical notes and finalises the task.
Create Message – Opens up the Message window, where you send the task details to users within the network a message, SMS or email.
Change Picture – Allows you to change the picture associated with the task.
Change Priority – Allows you to change the priority of the task item.
Change Sort Code – Allows you to change the sort code.
Play Audio – Plays any attached audio files.
Delete Task – Deletes the task from the list.
Read Patient – Reads the selected patient in as the current patient.

Adding a New Task

  1. If you need to create a task specific for a patient, find the patient first
  2. Click on from the Menu Panel or from the Favourites Bar.
  3. Click on

The New Task window will open

  1. Enter in the task details

Entered by User, Entered on Date, Entered At Time, Patient Number, Patient Name – are all pre-entered upon creating a new task.
NOTE: If the task is not for a specific patient, click on .
Task Details – Describes the new task.
Comments – You can enter optional comments.
Priority Number – You can assign a priority or urgency number from 0-9 to the task.
Assigned to User – Allows you to assign the specific task to a user within the practice. This will default to the current userID, click on to select users from the list.
Time Taken – Usually entered in upon task completion to identify the duration.
Picture Number – You can set an icon to be associated with the new task. A convenient way to track certain tasks. Click on to select from the list.
Sort Code – You can set a sort code, in turn you can sort the task list in this particular sort code. Click on to select from the list.
Reminder Date/Reminder Time – The system can send a reminder at a date and time to the assigned user.
Send me a Reminder – When ticked, the system will send a sticky note reminder to the assigned user.
Lab Doctor Number – set the doctor that is requesting this lab task.
Lab Name – Defines the lab processing the task, click on to select from the list.
Lab Amount – Specify an expected lab amount if required.
Add to Lab Records – When ticked, the system will add lab details to the Lab Fees & Assistants list upon "Add to Notes/Finalise".

  1. Click on

Self Check-In

The Self Check-In window allows practices to have a designated computer in reception so that patients can check themselves into the waiting room upon arrival at the practice.
To access the Self CheckIn window:

  1. Click on from the Menu Panel

  1. Patients are then prompt to enter in their personal details

  1. Click on

A list of names will appear, prompting you to "Click on your name if you see it appear in this list".

A welcome prompt will appear

  1. Click on .
  2. A confirmation prompt will appear, click on .

Additional Notes:

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