Overview
The group appointments feature in MediRecords allows you to schedule and manage multiple patient appointments simultaneously. This functionality streamlines the booking process for group sessions, enabling healthcare providers to efficiently coordinate and oversee appointments for patients with similar needs or treatment plans. Follow the steps below to utilise this feature effectively.
Table of Contents
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🎓Accessing the Group Appointment feature
- Navigating to the Group Appointments section
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🎓 Accessing and Configuring Group Appointment Types
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Set up group appointment types under appointment settings
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🎓 Activating Additional Group Appointment Types
- Enable more group appointment types for use
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🎓 How to Create a Group Appointment
- Schedule a new group session with multiple patients.
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🎓 Applying the Redirect Setting
- Enable redirect to manage booking flow efficiently
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🎓 Managing and Editing a Booked Group Appointment
- Update details or participants in a booked session
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🎓 During the Group Appointment
- View, manage, and document during the live session.
🎓Accessing the Group Appointment feature
1. From the Navigation Menu, Click More.
2. Click on Settings.
3. Click on Licensing & Features.
4. The toggle will be enabled by default. You can click it to disable if needed.
5. Click on the tile to select which practice/s you wish to enable this feature for.
6. Tick the practice/s that you wish to enable this feature for.
7. Select Save to finalise and apply the changes made.
🎓 Accessing and Configuring Group Appointment Types
8. Access the submenu options by clicking on More in the Navigation Menu to expand the list.
9. Click on Settings.
10. Click on Appointments.
11. Click on the Practice tile listed.
12. Click on Appointment Types.
13. Select Group Appointment.
ℹ️ By default, each practice is enabled with three active appointment types. These are Group Therapy (Generic), Physiotherapy, Training. These can be customised to suit.
14. To customise, click the tile.
15. Review the fields and customise to suit.
ℹ️ You can modify the following:
Icon Name, Default Duration (adjustable per individual appointment), Tile Colour, Maximum No. Patients (up to 300). Telehealth Status (if COVIU integration is enabled), Appointment Type Description.
16. When changing the duration from the default you will receive the following pop-up, Click on Ok to confirm.
17. Select Save to finalise and apply the changes made.
🎓 Activating Additional Group Appointment Types
18. Click on Filter.
19. Click on Inactive to display all available group appointment tiles.
20. Select one of the tiles to open it and customise.
ℹ️ Ensure you tick Active to enable this appointment type to be used.
🎓 How to Create a Group Appointment
21. Click on Appointments from the Navigation Menu.
22. Click on New Appointment.
23. Select Group Appointment.
24. Click on the Patients field to add patients to the group appointment.
25. In the Add Patients field, search for the patient you want to add.
26. Select the patient's name from the search results.
27. They will appear in the Select Patients section.
ℹ️ Repeat Steps 25-26 to add more patients to the group appointment. The maximum number of patients that can be included is 300.If you select the wrong patient, click the x next to their name to remove them.
28. Click on Save to confirm.
🎓 Applying the Redirect Setting
ℹ️ Prerequisite To use this setting, ensure that the Send email notification to patient option is enabled for the user. To enable this feature, select the option under User Preferences in Appointments. Navigate to More > Settings > Subscription Details > Users, select the checkbox next to the user you wish to edit, click Configure, then go to the Appointments tab, and tick the box next to Send email notification to patient.
29. Click the envelope icon to make the Redirect all notifications to option visible.
30. Check the box to enable this option.
31. Enter the recipient's name and make your selection.
ℹ️ If you are entering a recipient who is not one of the patients added to this group appointment, ensure that they have an active record in your practice.
32. The system also offers an informative tooltip that provides general details about the Redirect all Notification flag when you hover over it.
33. Review the tooltip information provided.
34. Continue with the normal appointment creation process, ensuring all mandatory fields are completed.
35. Click on Save to finalise this booking.
🎓 Managing and Editing a Booked Group Appointment
36. From the appointment calendar, hover over the booked appointment to view the list of patients and relevant information.
37. To Edit, click on the booked appointment.
38. Click on the Patients field to Edit patients listed in the group appointment.
39. To remove a patient, click the x next to their name.
40. They will be moved to the Removed Patient/s area.
41. Click on the drop-down arrow from the Reason for Patient Removal.
42. Make your selection from the list provided.
43. Click on Save to confirm.
44. Once the patient list has been added to the group appointment, the system will display the number of patients selected in the Patients field information. An i tooltip is available that shows the patients' information when you hover over it.
45. Review the listed patients and their information.
46. Click Save to confirm the changes.
47. To cancel a group appointment from the Edit screen, click Cancel and make your selection.
48. Click Save to confirm the changes.
ℹ️ Rescheduling an appointment follows the usual process. You can move a group appointment by either: Clicking and dragging it within the Appointments screen (Day, Week, or Month view), or Opening the appointment and updating the Date, Time, and Duration fields .Click Save to confirm the changes.
🎓 During the Group Appointment
49. To start the group appointment, you need to move the patients into your waiting room screen. One way to do this is by clicking on the booked appointment from the calendar.
50. Select With Provider.
51. Click on Save to confirm.
ℹ️ You can skip to Step 57 to continue.
52. Alternatively, you can click on Waiting Room from the Navigation Menu.
53. Click on Appointments.
54. Click the + button to add the booked appointment to the Waiting Room.
55. From the Waiting Room column, click on the tile to open it.
56. Click on Start; this will move the tile to the With Provider column.
57. Click on the tile to open it.
58. Click on the folder icon to open it and begin your clinical documentation.
ℹ️ The Today’s Notes window will appear. To access this window, you must first confirm and then LOCK the attendee list. This is so appointment notes aren’t inadvertently recorded against a patient who does not attend the group appointment.
59. Review the list of patients in the Group Appointment.
ℹ️ You can click the x next to any listed patient who did not attend to remove them. You can also click into this field to search for and add a patient as an attendee.
60. Once the list is confirmed, toggle on the Lock Attendee List.
ℹ️ When the Toggle for Lock Attendee List is ON, the Today’s Notes for all Patients in Group and Today’s Notes for Individual will be Active.
61. Today’s Notes for All Patients in Group: Enter any relevant notes that apply to all patients in the group.
62. If you wish to record notes for an individual patient, enter them in the Today’s Notes - Individual Patient field for that specific patient. To do this, click the arrow icon next to the patients name.
63. Enter any relevant notes that apply to the individual patient in the group.
64. To designate these notes as confidential, check the Confidential box located at the bottom of the corresponding field.
ℹ️ This action can be applied to the notes for all patients within the group or for individual patients. After the group appointment concludes, all notes (both group and individual patient notes) are stored individually in each patient's record. The notes are automatically saved periodically as you write, allowing you to close the window by pressing the X in the top right corner at any time. If, for some reason, the notes haven’t been saved, you can press Save to force a save. If you attempt to close the window without saving your notes, you will be prompted to confirm that you wish to close without saving.
65. Click on Finish to end the appointment.
ℹ️ The appointment is then saved and ended. The system will connect the Today’s Notes for the group appointment to each individual record in the clinical past consultations. At this stage, the group appointment status will be set to At Billing, and the tile will move to the At Billing section in the Waiting Room screen.
66. From the Waiting Room screen, you can click on the tile to open it.
67. If you need to invoice the patients for this appointment, click on the Bill icon.
68. You can choose New Invoice to bill individually or New Multiple Patient Invoice if this is a bulk bill to Medicare or DVA.
69. When selecting New Invoice, a list of the patients will appear. Select the patient from the list to invoice individually.
70. If no invoice is required for this appointment, you can check the box next to Completed.
ℹ️ The appointment will now be marked as Completed, updating the status from the booked appointment shown in the Appointment Calendar, and it will no longer be visible in the Waiting Room screen.
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