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karenecalefdmd
Canine III

Today's Appointment in Patient Chart

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Version 14 Today's Appt in Patient Chart:

We are struggling with the fact that there is no way to change the Appt Type (color and word coded) in the version 14 Patient Chart.  Even after changes to the Procedures, the Appt Type did not change.  

This is important for us if the patient is booked for IR and then the doctor or patient decide to just do a Pano.  We can eliminate the procedure codes, but it will still post as if they had an IR in the patient chart. 

Or a patient is booked for a routine monthly visit (blue) and comes in with bracket off.  We may only have time to rebracket, and therefore want it to post as Band & Bracket appt (with no monthly visit done).

It seems excessively cumbersome for an assistant to have to "reschedule" the appointment before sending it to the front desk for check out.  Why isn't there a link in the version 14 patient chart to change the Appointment Type?

Are we missing something here?  No other office has complained about this yet? 

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5 Replies
Moderator
Moderator

Re: Today's Appointment in Patient Chart

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Good day Kathy (karenecalefdmd‌),

By default, OrthoTrac will pull the description of the primary procedure code attached to the scheduled appointment and use that as the "visit description" line for the entry recorded in Tx History.  If the procedures for that appointment type are changed during the process of seeing the patient, the original appointment type's description will still be used for the Tx History entry.  This has been confirmed as a defect and will be corrected in a future version of OrthoTrac.  It took some time for us to identify this issue because there was no "visit description" line in the original Charting -- this entry is specific to the new Charting. 

Regards,

Phil Carter / OrthoTrac Escalations

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karenecalefdmd
Canine III

Re: Today's Appointment in Patient Chart

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Phil,

We have found a work around by using Function, Maintenance/SetUp/Charting Maintenance/Use Original TxCard. After notations in patient chart they have to go back and unclick Use Original TxCard, it is cumbersome for the assistants, but at least it avoids an incorrect posting of appointment and editing afterward.

We look forward to the next version that corrects this.

Kathy

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EROrtho
Canine II

Re: Today's Appointment in Patient Chart

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I know this is quite old, but we just started digital charting and still have this issue.  Has it been fixed or is it still planning to be fixed?  Or is there another workaround that is less cumbersome than the other mentioned?

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CS Dental Employee
CS Dental Employee

Re: Today's Appointment in Patient Chart

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@prcarter Do you know if this has been addressed or of any other workarounds?

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Moderator
Moderator

Re: Today's Appointment in Patient Chart

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Good day Jennifer ( @EROrtho ),

I am sorry to report that Development has chosen not to correct this "issue" as the new Charting was designed this way deliberately. It is intended that the appointment summary recorded in Charting should be the appointment type that the patient was scheduled for. 

If the appointment type you want recorded for the patient changes BEFORE you have checked them in for the day, you will need to cancel and reschedule the appointment with the new appointment type in order for it to be recorded properly in Charting and in Patient tracking. 

If the appointment type you want recorded for the patient changes AFTER you have already checked them in for the day, the appointment will be recorded with a summary description taken from the appointment type they were originally scheduled for. You can "correct" this in Charting by adding a note in that visit (example:  "Pt originally scheduled for EX1 appt type, changed to RB2 after pt arrived per Dr."), but the summary itself will still show the original appt type description, and the "Appointment Completed" entry in Patient Tracking will still show the original appointment type as well. There is not a way around this.

Our research and feedback from practices does not currently indicate sufficient demand for a feature where you can change the appointment type in Charting to something other than what they were originally scheduled for (and adding such a feature would most likely create issues with treatment plans and other functions of the software).  You are better off rescheduling the appointment before the patient arrives and is checked in.

If you feel this is a feature which should be added in a future version of OrthoTrac, you are certainly welcome to suggest it in the Product Ideas section of our site.

The Product Ideas section can be reached by clicking the Practice Management pull-down on the toolbar at the top, then selecting "Product Ideas" at the bottom. A direct link is also available here:

https://community.carestreamdental.com/t5/PRODUCT-IDEAS/idb-p/practicemanagementideas

The Product Ideas section is closely monitored by management and popular ideas can also be voted on by the community.

Regards,

Phil Carter / OrthoTrac Escalations

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