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Appointments

Patient -> Patient Contacts -> Appointment tab

The Appointments tab is where you will record all face to face visits. These appointments will transition over to BillingTracker and create claims.

The Appointment Tab has the following fields:

Field Name	Description	ADDITIONAL INFO
1. Date	Appointment Date	You can choose to use the second date field if you need that information transitioned onto the Additional Info sub-form into the section labeled "End of Service Date". The system passes that value in DTP03 of DTP*472. For more information see Additional Info Button
2. Service	Type of Service patient is receiving.	Maintenance Item: Service
3. Add-On Code 1 and Add-on Code 2	Used to group together a service with associated add-on codes.	When you record a service-code add-on, you can collect the number of service units performed using the boxes labeled "Units" next to the Add-On Code field.
4. Status	Appointment Status (Showed up, No-call/No-show, etc.). “Showed-Up” and “Pending” are included by default and should not be manually entered. You can optionally create other status types by going to Utilities -> Maintenance. Select the Transition to BillingTracker if you want the status to be transitioned to BillingTracker. If no cancelation charge is entered, normal fee schedules will be used for this status. Otherwise, the cancelation charge will override fee schedule rules.	Used for generating reports about missed appointments
5. Clinician	The clinician conducting the appointment.	A list of all active staff flagged as Clinician
6. Program	The Program the patient is participating in.	Maintenance Item: Program
7. Supervisor	The clinician’s supervisor.
8. GAF	Global Assessment of Functioning (1-100).	Click the ? button for an explanation of GAF scores
9. Appointment Time	The time the appointment occurred.
10. Clinical Summary	Date in which the Clinical Summary was provided to the patient.	See also: Meaningful Use Handbook - Stage 1 and Meaningful Use Handbook - Stage 2
11. Diagnosis Assignment	DSM-5 Diagnosis Assignment.	For more information, see Assigning/Viewing Diagnosis Assignments
12. Place of Service	The location where the patient is being seen.
13. Session # and calculator icon	The session number for this appointment. Clicking the calculator button will set the Session Number to one more than the number for the most recent appointment record.
14. Auth Code	Enter an insurance authorization code if required. You may either type the code manually, or click the find icon , locate the correct authorization, and click the arrow icon on the right side of the form to insert the selected authorization. When this field gains focus (by clicking or tabbing into it), ClinicTracker will check if an active authorization exists for the given Date, Service, Clinician, and Payor. If so, you will be asked if you would like it to be added automatically.	For more information, see Insurance Authorizations
15. Rev #	Number of revisions for Authorization Code
16. Payor	The primary payor this appointment should be billed to. This will be a list of insurers set up on the Insurance tab of the current patient’s Demographics record. If a specific insurer representing self-pay has not been recorded for this client, a “* SELF *” option will be added to the list for specific appointments that are not billable to an insurer.	Only if selected in Options form
17. Billable Time in hours	Billable time in hours.
18. Override Price $	Enter a price if you would like to charge something other than what the fee schedule rules would dictate.
19. Progress Note	A link to the Progress Note Module. An icon indicates a Progress Note exists for this appointment.
20. Medication	A link to the Medication Module. An icon indicates a Medication Record exists for this appointment.
21. Do Not Bill	If this option is selected, the appointment will not be transitioned into BillingTracker. This will also cause the entry in the Treatment History Box to display in red.	Only available if linked into BillingTracker
22. Treatment History	Choose either Mental Health or Chemical Dependency.
23. External Contacts	A link to the External Contact Module
24. Travel Reimbursement		For more information, please see How can I configure ClinicTracker so that my staff can bill for Travel Reimbursement Services?
25 Module: MH or CD
26. Collect Other Signature
27. Collect Patient Signature
28. Risk Assessment		Check this box if a suicide risk assessment was performed.
29. Medication Review		When this box is checked, the provider attests documenting or reviewing the patient's current medications using all resources available. Check, then right-click to indicate a reason why this wasn't performed.
30. Override Units	Units for Primary Service (leave blank to use unit calculation logic). Enter the number of units if you would like to charge something other than what is entered under the Appointment Details section.	If you opt to use this override feature on an appointment and you use the "add similar" icon, your override will be carried over.
31. Wand Icon	Use this icon to calculate the service units.

Saving an Appointment

Depending on your clinic specific settings, you may receive one of the following prompts when trying to save an Appointment Record:

Note: These prompts can be enabled on the Options form by going to: Help -> About -> Admin Config -> Options -> Preferences tab