The Schedule
The Schedule is the time management and daily information hub of Juno EMR. It is where all of a provider’s appointments will be recorded, where time can be set aside for charting or other administrative tasks, and where the information pertaining to patients will be most readily available. Below, you will find a ‘map’ of Juno EMR’s schedule and a guide to navigating that schedule.
Single Provider’s Schedule
When a single provider’s schedule is selected from the Group/Provider drop-down (3), the schedule will look similar to the image below.
1. Navigation Arrows
2. Loaded Date/Calendar
3. Group/Provider Drop-down
4. Interval Selector
5. Day/Week/Month Buttons
6. All/Scheduled Selector
7. Regular Schedule
8. Patient Appointment
9. Meeting Appointment
10. Do Not Book Appointment
Group Schedule
When a schedule group has been selected from the Group/Provider drop-down (3), the schedule will look similar to the image below. There are some key differences between the group schedule and the single provider schedule as marked on the image below.
10. Daysheet and Search Icons
11. Week/Month Icons
12. Providers’ schedules appear side-by-side.
13. The Day/Week/Month buttons no longer appear on the schedule - see (11).
Navigation Buttons
In the top left-hand corner of the schedule, there are two arrow buttons. The button pointing to the left will load the schedule from one day prior to the date that is currently loaded. The button pointing to the right will load the schedule for the day after the date that is currently loaded.
Loaded Date/Calendar
The date that is currently loaded into the schedule will appear in the field directly to the right of the navigation arrows. Clicking on this date will open a calendar view, pictured below.
Clicking on the name of the month at the top of the calendar will zoom out to view the year month-by-month, as below.
Clicking any of the months shown will zoom back in to show the days in that month.
Clicking the year will zoom out to view the decade. Clicking the decade will zoom out the century, and clicking the century will zoom out the millennium. It is rare that you’ll need to check the calendar for December 14, 2993, but if you do find it necessary it is easy to zoom out and back in through the calendar.
If you get lost in your calendar and need to quickly return to today’s schedule, you can click the link at the bottom of the calendar marked ‘Today.’ The ‘Clear’ link will clear the date but will not navigate away from the currently loaded date.
Clicking anywhere that is not the calendar will close it.
Group/Provider Drop-down
To the immediate right of the Loaded Date/Calendar, there is a drop-down that will allow you to select either a single provider on your system or a schedule group. Schedule groups can be created and edited in the Administration Panel, under Schedule Management.
When a single provider’s schedule is selected, you will see the appointments created for that provider for the currently loaded date. If you have selected a group, you will see multiple providers shown side-by-side. It is possible for a schedule group to contain more providers than can be shown on a single screen. In those cases, a scroll-bar will appear at the bottom of the schedule screen allowing you to scroll from left-to-right.
To change the provider whose appointments you are viewing, you can click the drop-down and select the name of the provider or group that you would like to view.
If you select a provider that is not scheduled to work on the currently loaded date, and you have the Scheduled button (6) selected, you will see a screen that says “Provider Not Scheduled.” If you select a group and none of the providers in that group are scheduled for the currently loaded date, you will see a similar notification that says “No Providers Scheduled.” Clicking All (6) will load the provider’s appointments regardless of whether or not a regular schedule has been configured for that provider. Regular schedules can be created in the Administration Panel under “Schedule Management.”
Interval Selector
You can view your schedule divided into 5, 10, 15, 20, or 30 minute intervals. Using the interval selector, you can change the number of divisions between each hour. This will not have any impact on scheduled appointments or appointments booked into a regular schedule, but will change the default duration of appointments created in time blocks that do not have a regular schedule associated.
If you have appointments that are booked for a more granular interval (ie, 5 minutes) and you view those appointments in a broad interval (30 minutes), those appointments will appear side-by-side.
Day/Week/Month Buttons
You can view your schedule day-by-day, week-to-week, or for an entire month’s appointments at a time. These views can only be applied to a single provider’s schedule.
To view a provider’s appointments for the entire week, click the Week button. The schedule will change to show seven columns, one for each day of the week, and all of the appointments scheduled will appear. When viewing the week-to-week schedule, the Navigation Buttons (1) will move one full week into the past or future of the currently loaded date.
To view a provider’s appointments for an entire month, click the Month button. A calendar view will appear with each of the provider’s appointments for the entirety of the month loaded. This can sometimes take some time to load, depending on the number of appointments. When viewing the monthly schedule, the Navigation Buttons (1) will move one full month into the past or future of the currently loaded date.
When viewing a schedule group, the Month/Week buttons will appear at the top right of each provider’s column. Clicking on either of those will change the Group/Provider selection to the single provider whose Week or Month schedule has loaded. Returning to the Day view will return you to that provider’s day view rather than the group.
All/Selected Buttons
In the top-left corner of the schedule, you will see the All/Scheduled buttons. These buttons will filter the schedule based on who is scheduled to work based upon the regular schedules in the administration panel.
If a provider’s regular schedule indicates that they would be working on the currently loaded date, and the Scheduled or All button has been selected, their appointments will load. If the provider’s regular schedule indicates that they would not be working on the currently loaded date, and the Scheduled button has been selected, their appointments will not load. If the All button has been selected, the provider’s appointments will appear regardless of whether or not they’re set to work on the currently loaded date.
In a group view, this means that only the columns for providers scheduled to work will appear when the Scheduled button has been selected, while providers who are not scheduled to work will not, helping to declutter large schedule groups.
If a single provider has been selected from the Group/Provider drop-down and they are not set to work on the currently loaded date, a notification will appear that states that the Provider is not Scheduled. If a schedule group is selected from the Group/Provider drop-down and none of the members of that group are set to work on the currently loaded date, a notification will appear that states No Providers Scheduled.
Regular Schedule
Along the left-hand side of the schedule, you will see hours marked in the first division for that hour. If you have 5-minute intervals selected (3), the hour will appear in the first of twelve divisions. If you have 30-minute intervals selected (3), the hour will appear in the first of two divisions.
Next to the time is a color-coded alphanumeric indication of a provider’s regular schedule. At the top of each section of the regular schedule, you will find a number or letter that indicates what type of appointment is expected in that time block. If a provider is not scheduled to work on the currently loaded date or if the provider does not have a regular schedule set, this will appear as a grey line along the left-hand side of each column.
The regular schedule serves as a visual representation of the types of appointments the provider would like to have booked into various parts of their day, and which dates they expect they will work. This will not restrict providers on your system from being able to book other types of appointments into those slots, however. Regular schedules can be created in the administration panel under “Schedule Management.”
A red line will appear if the loaded date is also the current date, indicating the current time. As the day progresses, that line will move down the schedule.
Appointments
Appointments in the schedule will appear in the column to the right of the regular schedule indicator (7) in each provider’s column. Clicking on a space in which an appointment is not booked will open the appointment creation module, allowing you to build a new appointment.
There are three core types of appointments used in Juno EMR: the patient appointment, the meeting appointment, and the Do_Not_Book appointment.
Elements familiar to all appointments will be the appointment status type icon, the name of the appointment and/or demographic record, the reason type, and the reason for the appointment. These elements will have slightly different appearances and/or uses, depending on the appointment category.
A patient appointment is any appointment that has been connected to a patient’s demographic record. We can always tell if an appointment is a patient appointment by the appearance of the E, B, M, and Rx links. These links will bring you to different places in the patient’s record. The E will open the patient’s eChart, or Summary page. The B will begin the invoice creation process. The M will bring you to the patient’s Master Record or Details page. And the Rx will open the patient’s medications panel. Clicking on the patient’s name will open the Modify Appointment module which will allow you to make changes to that appointment. Next to the patient’s name you will find, in brackets, the appointment reason type and the appointment reason.
A meeting appointment is an appointment that has been created without an attachment to a patient’s demographic record. These appointments will appear with the “name” representing the name of the appointment (which can have the same name as a patient), but the E, B, M, and Rx links will not appear. These appointments can be used to book time for charting, phone calls, meetings with the staff or the board, ect.
Both patient and meeting appointments can be double-booked by clicking on the clear space to the right of the appointment and filling in a new appointment module. Double-booked appointments will appear side-by-side in the schedule.
Do_Not_Book appointments cannot be double-booked directly (though they can be double-booked through rescheduling an already booked appointment). These appointments are meant to block off a time for things for which the provider cannot or should not be interrupted - speaking at a seminar, an important meeting with investors, etc. The name element of a Do_Not_Book appointment will always be “Do_Not_Book” which means that the reason needs to be used to indicate why that time has been blocked off.
To the left-side of each of these appointment types, you will find a small icon. This icon (and the color of the appointment in the schedule) indicates the appointment’s current status type. Clicking on the icon will cycle through appointment statuses, allowing you to keep track of where the appointment is in its lifecycle. Appointment status types can be customized in the administration panel under Schedule Management, and can also be set when creating or modifying an appointment.
Depending on your user settings (which can be found by clicking your name in the top right-hand corner of the EMR, then clicking User Settings), additional links may appear between the patient’s name and the reason for the appointment. These links will be associated with eForms or Forms that have been selected to appear on your appointments. Clicking those links will open the eForm as though you had created a new version of that eForm from the patient’s eChart.