Using the New Calendar

Using the New Calendar

This training guide provides step-by-step instructions for using the New Calendar. Please feel free to print this PDF Guide to Using the New Calendar if you would like to have it for reference.

 
ACCESSING THE NEW CALENDAR 

Enter the New Calendar by clicking the Calendar drawer in the Chart Room. 

Alternatively, you can access the New Calendar by clicking the ‘Calendar’ button from a patient’s Chart Face (and other areas within the program). 

The screenshot below shows what you will see upon entering the New Calendar (this shows the schedule view). 

 
 
After you have set up the clinicians in your practice, each one will have their own column on the calendar, and you can use the filters (see below) to control your view.  

 
 
 
 
 
CONFIGURING THE NEW CALENDAR Settings and options can be found in the Calendar and in Settings & Directories.  
 

FROM THE CALENDAR 

Within the Calendar, use the Settings option icon in the top left. 

           
     Group Admin View                  Non-Group Admin View 
 
 
SELECT GROUP OPTIONS - only Group Administrators have access to this button. Select Group Options allows you to set the 
following options for the entire group: 

 
  1. time scale in min 
  2. start day at 
  3. end day at 
  4. default apt length 
  5. refresh interval 
  6. prevent double scheduling 
  7. warn before double scheduling 
  8. prevent double scheduling over block outs 
  9. prevent double booking 
  10. warn before double booking 
  11. prevent double booking of Medicare patient 
  12. warn before double booking a Medicare patient 
  13. only group admin may add/edit/delete block outs 
  14. show type color instead of status color 
  15. show weekends 
  16. hide cancelled appointments 
  17. hide rescheduled appointments 
  18. do not enter current patient in new event 
  19. show count of events in column 
  20. show scheduled clinicians only                                                                                                                                                                                             
 
 
SELECT MY OPTIONS  - this option allows each user to set up a portion of the calendar to his/her specifications.  

  

  1. time scale increments 
  2. start day at 
  3. end day at 
  4. default appt length 
  5. start on view 
  6. refresh interval 
  7. show weekends 
  8. hide cancelled appointments 
  9. hide rescheduled appointments 
  10. do not enter current patient new event 
  11. maximize calendar window 
 
 
SET UP CLINICIANS - Group Administrators can add a clinician to the calendar for scheduling.  

Users are not automatically assigned to the Calendar. To add them, group administrators should follow these instructions: 

1. Click on the Settings icon.

2. Click on ‘Set Up Clinicians’

3. Click on ‘Add Clinician’

 

 
4. In the popup window, fill in the required fields:

  

A. Name displayed should reflect the name of the location (if multiple locations).  Note: It is best NOT to add credentials because this can change and this may cause issues changing the name in the future. 

B. Click on the ‘Connect to this Clinician’ field to populate a list to select the provider. 

(Optional) Click the ‘Add New Group’ button to create the location as a group.   

C. In the popup window, type in the name of the location.  

D. Click the button to finish creation of the new group. 

E. Click the ‘Save’ button to save the new "name" on the calendar. 
 

Continue following the steps above until all providers are added to the calendar and assigned to groups if desired.
 

When you are done adding the providers, arrange the calendar so that the name of the providers line up (optional) by using the arrow icons to move the name of the clinician up or down.

 

After setting up clinicians in the Calendar, the providers will be able to see their schedules from the Quick Calendar by clicking the ‘Quick Calendar’ button. If a provider does not want to see the block outs or cancelled/Rescheduled Appointments they have the option to check the box to hide those selections. 

 

 
SET UP APPOINTMENT TYPES  - you can customize appointment types (categories) specific to your practice.  

 
 
Click on Add Appointment Type

 
 
Add Appointment Type Name, Default Length, and Type Color in the window that populates. Once done, click the ‘Save ’button.

 
 

Your appointment type will be added to the list

 
 

You can edit an existing appointment type by clicking the pencil icon next to the appointment type in the list. Make the desired changes and click the ‘Save’ button.

   

Cancel can be used if you began to make changes and no longer wish to. Delete an appointment type by clicking the ‘Delete’ button. 
 
 
OPEN LEGACY CALENDAR (FROM CALENDAR) - click this button to open the Legacy Calendar with all data (appointments, settings, and options) intact. The Legacy Calendar will remain until you leave the Calendar; upon return, the New Calendar will open. 
 

 
FROM SETTINGS + DIRECTORIES  - Group and Individual options are also available in Settings & Directories. 
 
Individuals: 

The options available can be selected from the Calendar Options tab. Group Settings are read only in this area. 
  1. Users can choose if they want to use the Legacy Calendar from here by clicking the ‘Use Legacy Calendar’ button. If selected from here, the Legacy Calendar will open every time the calendar is opened until you log off.  
  2. You can go back to using the New Calendar by clicking the ‘Use New Calendar’ button.  
 
 
Group Administrators: 
  1. Select Settings that Individual Users can Override. While these settings can be overwritten by individual users, it is beneficial to have settings set up for them when they first go to the Calendar. (These settings are on the left.) 
  2. Group Level Only Settings are set for the entire group.  
 
 
 
 
 
ICONS/VIEWS 

  1. Calendar Settings Covered in detail previously.
  2. Show all day.
  3. Coloring by appointment status.
  4. Show Column Counts.
  5. Show All/Only Scheduled Clinicians.
  6. Select a Group to view.
  7. Select an individual Clinician to view.
  8. Schedule view - For all Clinicians in a group.
  9. Day view - For individual Clinicians. 
  10. Week View - For individual Clinicians. 
  11. Month View - For individual Clinicians. 
  12. Grid view - For all Clinicians in a group.
  13. Refresh icon.
  14. Go To Today’s Date
  15. Populate a mini calendar to select a specific month.
  16. Move one day back or forward.
  17. Help Icon. 
  18. Go back the specified number of months. 
  19. Go forward the specified number of months. 
  20. Go to the Messaging Center.
 
Calendar Settings Options:

                                          
    Group Admin View                              Non-Group Admin View 
   

Show All Day - The day will begin at 12:00 am rather than the hours that your practice has established for your practice. (2)

 
 

Click to swap colors between Status and Type - This will allow the appointment Status to show in a small bar along the right side of the appointment while the body of the appointment will show the appointment type color. (3)

 
 

Show Column Counts - Indicates how many appointments are scheduled for each clinician on the date selected. (4)

 
 

Show All/Show Only Scheduled Clinicians - This option allows your practice to show only clinicians that are scheduled appointments on a selected date. (5)

 
 
Group Filter - display events for clinicians in a group and  hide all others. (6)

 

 
Clinician Filter - display events for the selected clinician and hide all others. (7)

 

 
Schedule view (with group Clinic chosen)(8):

  
 
Day view – clinician needs to be selected for this view to work (9):

 
 
Week view - clinician needs to be selected (10):

 
 
Month view – clinician needs to be selected (11):

 
 
Grid view  - Clinician does not need to be selected (12):

 
 
Clicking Refresh will cause the calendar to re-load and update the displayed data. (13)

Clicking ‘Today’ will take you to the current date. (14)

 
 
Click this icon to populate a mini calendar. (15)

Click the arrows to move the calendar forward or back a day. (16)

 

 
Help - Click for tips. (17)

Move back 1-4 months. (18)

Move forward 1-4 months. (19)

Access the Messaging Center. (20)

  

 
 
 
SCHEDULING AN APPOINTMENT 
​
There are three ways to schedule an appointment in the Calendar. The first is to double click on an open time slot in the calendar.  The second is to click on the ‘+New Button’. Both of these methods have largely the same workflow.
 

If you choose the double-click cursor method, the appointment date and time and clinician’s name will autopopulate. This is not the case if you click the ‘+New button’. You will need to manually add this to the Event Details window. If you have a default appointment type selected under group options, the appointment type will autopopulate. You can change any of these entries by editing in the Event Details window. The appointment book will autopopulate the patient’s name if a patient is selected in the upper-left corner of the main calendar. 

 
 

To add a patient to the Event Details: 
 
  1. Click within the Patient field 
  2. Type the name of the patient 
  3. Select the patient. 
 
 

If you are scheduling a follow-up appointment for a patient, you can print out a reminder for him/her by clicking the ‘Print Reminder’ button.

 
 

You can choose to schedule a recurring appointment using the ‘Repeat’ button. 

 


After all information for the appointment appears correctly on the Event Details window, click the ‘Save’ button to add the appointment to the calendar.  
 
 
The third way to schedule an appointment is using the Find Openings feature. Clicking the ‘Find Openings’ button enables you to search for open appointment slots. 

 
 

Using the Find Openings feature, you can search for an appointment slot based on appointment length, specific clinician, day(s) of the week, or a range of dates.
 

After you enter your desired criteria in the search window, the program will generate a list of open slots on the right. 
 

If you click the checkbox labeled ‘show Appt slots for this Length’, all available individual appointment slots will be displayed in the circled column. 
 

To schedule an appointment,  click on the desired appointment slot on the right, and an Event Details window will open.  
 
 
 
 
GROUP APPOINTMENTS
​
From the New Calendar, click the ‘+New Apt’ button.

 
 
From the ‘Event Details - Add’ window, add the Patient, Date, Time, Type, Clinician, and Location of the appointment, then click the ‘More’ button in the bottom right.  

 
 

Click ‘Add People’ from the menu. 

 
 

The ‘Event Details - Add’ window expands to allow you to invite more Patients. Click the + to add another patient.

 
 

Select another patient from the Find Patient window.  

 
​
 
The new patient will be added to the appointment. Continue with the steps above until all patients are selected.  
 
 
You can also use the ‘Add From Roster’ button to add patients if you have set up Group Rosters.  
  1. Click on ‘Add From Roster.
  2. Click ‘Select Roster’ to populate the list of rosters.
  3. Once you have selected the roster you want to use, click    on ‘Add Patients from Selected Roster’.
 
 

You can add Clinicians to the appointment the same way. Click the + by ‘Select a Clinician’. 

   
​
Choose the clinician from the ‘ Choose Clinician’ window. 
 

The Clinician will be added to the appointment.  
  

Once all is set, click the ‘Save’ button. 
  

The appointment will book under all Clinicians selected in the appointment. 

 
 

When the Status is changed on the appointment, it will be reflected for all Clinicians. I can go into the appointment to add or  remove patients (or clinicians) from the appointment. 

 
 

You can see how many patients are scheduled in an appointment by the number in parentheses.

 
 

Hovering your cursor over the appointment will show the details. 

 
 
 
 
 
DRAGGING AND DROPPING APPOINTMENTS 
​
Dragging and dropping appointments allows you to move a patient from one time to another by dragging the appointment. This can be used in any of the views.  
  

Hover your cursor over the appointment and when the arrow becomes a hand, grasp the appointment and drag it to the new time, day, or clinician. 

         
                                 Schedule View                                                                               Month View
​
​Length of session can also be adjusted. Hover near the bottom of an appointment until you see your cursor has an arrow on each end. Drag the appointment to be the desired length. Once released, the appointment will update to the correct length.  
 
 
Appointments that are updated in this manner will populate an Event Details window allowing you to click  ‘Cancel’ to revert the changes or click ‘Save’ to accept the changes. 

 
 
 
 
 
PRINTING AN APPOINTMENT LIST 
​
To print out a list of appointments for a specific date, select on the desired date on the calendar.  

 
 

Click on the ‘Print’ button located on the right. 

 

The Event Print Options window will populate, allowing you to select the appointment types you want included on your printed list as well as how you want patient information to print. 
 

If you select FULL patient info, your printed list will include appointment information and basic patient demographics including: 
  1. Name 
  2. Chart/Patient ID 
  3. DOB 
  4. Contact phone numbers 
  5. Number preferred by patient 
  6. Insurance information 
  7. Any calendar note that has been set up for this patient 
  8. Number of patients being seen by the clinician for this day 
​
If you select LESS patient info, insurance information and calendar notes will not be printed. 
 
​
You will  also be able to include patient diagnosis on each event that’s printed or print a certain number of copies for each clinician assigned to an event. 
 
Select ‘Print’ to continue. 

 
 
 
 
 
EXPORTING AN APPOINTMENT LIST 
​
To export a list of appointments from the calendar, click on the ‘Export’ button. 

 
 

Enter the date range for the appointments you want to include in the file. If you want tomorrow's appointments called tonight, you would enter the start and end date as tomorrow's date. 

 
​

Check the Scheduled box if you want all scheduled appointments to be included. Add other Status as desired. 

 
 

Check the providers whose appointments you want to include in the file. 

 
 

Click the ‘Export’ button in the lower right of the pop-up box. You will see a message telling you that you can download the file from the Upload Site.

 
 

On the Upload Site, download the file as an EXCEL or CSV file.

 
 

Save the report to your local device and open with the program of your choice.  

    • Related Articles

    • New Export Process

      New Export Process ICANotes Exports Whenever you export a report from ICANotes, that report will be available for download in the ICANotes Upload Site! Please note the following: If you are a Security Administrator or Group Administrator, you will be ...

    • Creating a New Chart

      Creating a New Chart Creating a New Chart Click on the button in the Chart Room. A dialog box will open: Enter the patient’s First Name, Last Name, and Date of Birth, then click the button. The program will check to see if there is already a chart ...

    • Using the Security Center

      The ICANotes Security Center is available to users designated as Security Administrators for their group. 1. To access the Security Center, go to 'Settings + Directories' from the Chart Room. 2. Click the 'Security Center' button at the bottom. 3. ...

    • New Calendar Navigation

      While working in the New Calendar, it is possible to skip the Chart Room and do your navigation from the New Calendar. When you first log into ICANotes, go to the Calendar from the Calendar button. Selecting a Patient: I can select a patient from the ...

    • New Calendar Known Limitations

      There are some limitations to the New Calendar over the existing calendar. Please review these limitations before requesting that the New Calendar be enabled on your account: Appointment status colors cannot be modified. Repeating events that were ...