Scheduling Limitations Quick Reference Guide
As a part of Keona’s Intelligent Scheduling capability, scheduling limitations allows clients to customize
the way available appointments are presented. By setting conditions for appointments, Health Desk can
filter and present available appointments from client’s PM system based on the conditions set.
Requirements
Health Desk Core product license plus the Intelligent Scheduling module are required. Patient Self
scheduling may also be required for clients looking for self-scheduling functionality.
Implementation
Keona will install and configure Health Desk Core capability and the appropriate scheduling modules
based on the client’s configuration and workflow requirements. Clients can then self-administer
scheduling capabilities including scheduling limitations. Please see the examples below. For existing
Health Desk customers with Intelligent scheduling, Keona can enable scheduling limitations on request.
No additional fee is required for scheduling limitations.
Examples
Example: Limit 2 new appointments for Dr. Smith On Sacred Heart On Friday mornings.
How do I use it?
Once the feature is enabled, a menu item for Scheduling Limitations will be available for Administrator
users:
Once in the Scheduling limitation’s page, the user should be able to see a searchable list of currently
available resources (A) containing the number of limitations already associated with that resource (B):
Once a resource is selected, you will be able to see a summary of current limitations (A), with an option
to add a new limitation (B) or edit (C), or remove (D) a current one.
When adding a new limitation, the name will be automatically created and selected to be edited:
Conditions:
The first part of a scheduling limitation entry is the conditions. These are the search elements that will
need to be present if we want to limit a set of results. These conditions are optional and can be added or
removed to prevent additional searches to the PM system. Currently available conditions are:
Facility: If present, this calculation will only apply when scheduling appointments in any of the selected facilities.
Appointment Types: If present, these will be the appointment types that will be filtered and not displayed. It also serves to only calculate limitations when these appointments are being scheduled.
Sex: If present, it will calculate limitations only when the patient to be scheduled is of the selected sex.
Age: If present, it will calculate limitations only when the patient to be scheduled falls within selected age parameters.
Actions:
Currently, scheduling limitations' actions are set to limit the number of appointments in a certain time
period (3 in a week, 10 in a week, etc.…), This will be expanded in the future to include other types of
actions, like “Don’t allow the same appointment type to be scheduled in succession “.
For the currently available action “Limit Appointments“, we can configure 3 required elements:
Time Period: The time that will be considered for the limit of appointments
Appointment Limit: The actual number of appointments to be allowed.
Appointment Types: The appointments to be considered when calculating limits.
A 4th parameter/field “Calendar Schedule“ can be added to limit the entry to be used only during
certain times and days:
Examples:
Hide NewPatient15 and NewPatient30 appointment types when the provider has 4 of any New Patient
Appointment types scheduled on Friday mornings:
Conditions:
Appointment Types: NewPatient15 & NewPatient30.
Actions:
Time Period: Day
Appointment Limit: 4
Appointment Type: NewPatient15, NewPatient30, NewPatient45, & NewPatient60
Calendar Schedule: Friday - 07:00am to 12:00pm
Behavior:
When any patient on PSS or Health Desk tries to schedule an appointment for this provider, and that
appointment is NewPatient15 or NewPatient30, we will search the Scheduled appointments for this
provider. If, there are 4 or more scheduled appointments of type NewPatient15, NewPatient30,
NewPatient45, or NewPatient60 on a Friday between 7:00am and 12:00pm, any appointments of type
NewPatient15 or NewPatient30 will be removed from the search results during 7:00am and 12:00pm.