Overview

• Calendar
  • Appointment Creation
• Schedule
• Requests
  • Reviewing a Request
• Availability

Overview

This article will give an overview of the Appointments section of Barti. This section is dedicated to scheduling appointments internally and externally, viewing and updating the schedule, and configuring your online appointment availability.

Calendar

The Calendar is a comprehensive view of your appointments. You have the option to see everything at once or just what is important to you. 

1. Week, Day, Month, Staff
   • The default view is the Week view starting from Sunday to Saturday
   • The Day view will show you all of your appointments for the day. Here you can see the appointment type, the staff assigned, and you can view/update the appointment status
   • The Month View gives you a birds-eye view of all of your appointments for the month
   • The Staff View allows you to see schedules separated by different Doctors and staff members
2. Location Filter: If you are a multi-location practice, you can filter by location
3. Appointment Types: Each appointment type will have its own color. You can filter view all or just select appointment types in your calendar
4. Select Staff: You can filter your calendar view by any staff member. By default, all staff members will be selected
5. Show canceled appointments: By default, Barti will not show any canceled appointments. If you want to view them on the calendar, simply check the box

Appointment Creation

Appointments can be created internally 3 different ways

1. In a patient’s profile 
   1. Click ‘New Appointment’ button
2. In the calendar
   1. Click ‘New Appointment’ button
   2. Select empty space in calendar

Once you start a New Appointment, the appointmen modal will appear and you can begin filling in the appointment details

1. Search for your patient or create a new patient
2. Choose your appointment type
   1. Once you choose your appointment type, the duration will automatically update to your default time for that appointment
3. Update the appointment status
4. Choose which Doctor or staff memeber the patient will be seeing
   1. You must select the correct staff memeber to ensure that Barti will remove the timeslot from the online availability
5. Update the location (if you are a multi-location practice)
6. Update Date and time
7. You can change the duration of the appointment 
8. Add any appointment-specific notes

Schedule

The schedule gives you the ability to see all of your appointments from any date range. You can easily access the patient’s profile and update the appointment status. 

You can view it as a list or print it out for the staff. You can filter by the following:

1. Appointment Status
2. Appointment Type 
3. Insurance Type
4. Staff
5. Date Range
   • Barti will default to TODAY

You can also sort by any of the columns in the list:

1. Date
2. Time
3. Patient
4. Phone
5. Appointment Type
6. Insurance Staff
7. Status

Requests

The requests page will show the appointment requests that patients have submitted from online scheduling. If a patient has submitted a request, you will see a red notification button next to Appointments -> Requests. These request can be reviewed and approved or rejected.

The request can also be viewed in the calendar. Any appointment that is outlined with a dotted line and a white background is a requested appointment. The slot has been removed from the online availability and is waiting to be reviewed.

This page will also contain your public booking link. You can click ‘Copy Public Booking Link’ to copy the URL onto your clipboard to add to your website or you can click ‘Public Booking’ to go directly to your online scheduling page.

By default your page will show all pending requests, but you can also filter to see rejected and approved requests.

Reviewing a Request

 When reviewing a request you will do the following

1. Confirm or update the Appointment Type
2. Confirm or edit the Date & Time of the appointment
3. Send the automated confirmation text message
   1. This will be enabled by default
4. Link the appointment to a patient
   1. If the requesting patient has the same first name, last name, and DOB of an existing patient, Barti will automatically detect it and link the patients together
   2. You can create a new patient and link the appointment to that patient
   3. You can search for an existing patient and link the appointment
5. Confirm the patient information. You can choose which data field to keep
   1. The column on the left will be the information from the current patient record
   2. The column on the right will be the information from the appointment request
6. Finalize the Appointment Request
   1. Approve the Request - Confirmation text sent
   2. Reject the request - You will need to reach out to the patient for futher discussion

Availability

See more on creating availability

The Availability Section is where you can set your Online Schedule Availability. Choose which staff members can be scheduled online and click on ‘Create Availability’ or ‘Edit Availability’

Create daily schedule for staff member. If their day is broken up by a lunch, you will want to create multiple slots.