Diabetes Educators Calgary Charting Guidelines

Schedule

Days and Departments

To view when you're scheduled, and see which department you're in

  • Go to the Epic Toolbar > Reports > Scheduling Reports > Provider Calendar.
  • Search for yourself.
  • Click on specific days to see details about your schedule that day.

To see who is working in a specified department, for a specific week, go to

  • Epic Toolbar > Reports > Scheduling Reports > Departmental Calendar

Viewing Select Multiple Providers

To create a custom list of up to 3 provider schedules: 

  • On your Schedule view, click the down arrow at the right of the schedule name; click “+create”
  • Under "General” tab enter a descriptive name, e.g. “My Team”. You are aable to create more than one group.
  • Under “Configuration” tab, enter up to 3 staff members whose schedule you want easy access to.
  • Click Accept
  • Once completed, on your Schedule view, click the down arrow at the right of the schedule name and select the desired group. 
  • Click accept
  • Once completed, in your schedule when you click on “PLC Educators” all schedules will come up (well only 3 at a time and you can click through). It should show the schedule whether an educator is in DIP or DCC.

If desired, you can favourite the view so that it is the default when you launch Connect Care [Use the star at the top right hand of your schedule].

Which Visit Type to Choose

  • IMPORTANT: Unless a visit type is VIRTUAL (Zoom or telephone) the system will send reminder calls for patients to attend in person. 
  • For Endo and DCC and DIP visits that are phone or zoom, use:
    • Virtual - Home/Community New
    • Virtual - Home/Community Follow up
  • Reason for Visit: identify the details e.g. insulin start, or GDM new, or Diabetes FU etc
  • Other specific visit types can be used for in-person appointments. 

Default Visit Type lengths are shown below. The length can be changed at the time of booking the appointment, if needed.

Note that a couple of visit types are not being used currently, e.g. MyAHS Connect Video Visit, but are ready for when the system and the patient are ready.

Visit TypeDefault lengthContact Mode
Virtual - Home/Community Follow Up15Phone or Zoom
Virtual - Home/Community Group60Phone or Zoom
Virtual - Home/Community New30Phone or Zoom
Diabetes - New30In Person
Diabetes - Follow Up15In Person
Urgent90In Person
MyAHS Connect Video Visit - Follow Up15MyAHS Connect
MyAHS Connect Video Visit - New30MyAHS Connect

Changing the Visit Type

If the visit type is changed 5 days or more before the appointment, this will prevent the patient from getting a call telling them to come to the centre in person. 

  • In the top red toolbar, click on the appointment desk icon on top left, near the EPIC button     
  • Find, select and click the patient name (it should be defaulted, if you were viewing the appt in the schedule)
  • You’ll see their Appt Tab open
  • Highlight the correct appt (double check it is the correct appt) 
  • At the bottom, click “Change Appt” 
  • Choose:   Virtual – Home/Comm (New or Follow Up - this includes phone, or zoom…REASON for visit can be …insulin start, new GDM, FU type 2 etc etc) 
  • Choose a change reason e.g. Error
  • Accept, and click buttons per usual when booking an appt

Set or Delete Exceptions

To set exception:

  • Go to the Epic button > Scheduling > View Schedules.
  • Search for yourself.
  • Click on the desired date.
  • Click on the time you would like to block
  • Right-click and go to Exceptions > Time Unavailable Time > Set  

To delete exception:

  • Go to the Epic button > Scheduling > View Schedules.
  • Search for yourself.
  • Click on the desired date.
  • Click on the time you would like to un-block
  • Right-click and go to Exceptions > Time Unavailable > Delete 
  • If there is a red "0" for that time slot, go to "Edit Template for Single Day"
    • Select the time slot, and change "Openings" to "1"

Scheduling when blocked to help endo in DIP

If your schedule is blocked (e.g. you are helping an endo) and you need to indicate you saw someone in-person, use one of these options. 

  1. Go to Epic > schedules > your name > find the block of time you need, right click, delete the unavailable. You might also need to change the number of allowed appointments from "0" to "1". Schedule the patient into the time slot and proceed as usual.
  2. Use Patient Lookup and open patient chart. Go to Encounters > New. Select an appropriate Visit Type (e.g. Diabetes - Follow Up).
  3. Open patient chart > appt tab > walk in > visit type, reason etc as normal to book into your schedule for that available time. You can insert times that have already past.  [Note, if you are an RD, choose PLC endocrinology DIP as the program to allow appropriate Visit Type options.]

Documenting No Shows

Step 1:

  • If you have not started an encounter (i.e. the patient is not checked in, and you have not "Started the Visit"), from the schedule, highlight the appointment, and click "No Show" at the top.
    • The dialogue box allows you to chart Action, Outcome, Comments as relevant (e.g. tried calling patient and there was no answer, left message, etc)
  • If you started the encounter, but didn't mean to:
    • Indicate "erroneous encounter" as the Visit Diagnosis and sign the note.
  • If you have done some pre-charting, for virtual appointments:
    • Leave any pre-charting you have done as is. Don't check the patient in, start the visit, or sign the encounter.
    • Do not indicate 'no show' or 're-schedule' on the schedule itself.

Step 2:

  • Use Patient Lookup to open patient chart.
  • Create a Documentation encounter. Reason for Documentation = No Show
    • Document brief Note to send to PCP, or other provider as appropriate, informing them of No Show.
  • Communication tab used to “Send All Notes” to PCP, or other provider as appropriate.

Appointment is scheduled to the wrong department

If an appointment in your schedule was booked to the wrong department (e.g. a male mistakenly scheduled to DIP), use one of the methods below to switch to the correct department:

  1. Ask clerical to switch the department for you. Process for clerical:
    1. Single-click the appointment on the schedule.
    2. Click on Appts. Select the specific appointment that needs changing.
    3. Click 'Change Appointment' at the bottom.
    4. Change to the correct department.
  2. If clerical is not available, take action yourself:
    1. Wait to start the appt. Don’t confirm attendance in the incorrect department.
    2. Once the patient attends, search for the patient using Patient Look Up, open chart, create an encounter e.g. 'Virtual Home/Community - Follow Up'  AND choose the correct department. Chart as usual.
    3. Afterwards, cancel the appointment in the schedule for the incorrect department. [Click Cancel/Reschedule > Reason = Error > Click Cancel Appts]