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How to Use Buttons on the Appointment Window in eClinicalWorks (eCW)?

The Appointment Window in eClinicalWorks (eCW) offers several features beyond basic scheduling that enhance appointment management, billing configuration, and patient communication. This guide explains the additional buttons and sections available in the Appointment Window, helping healthcare providers use eCW effectively for comprehensive appointment management.

1. Claim Provider Button

• Purpose: This button allows you to configure billing information for an appointment. It includes options to designate the rendering, supervising, or pay-to provider if these differ from the assigned primary provider.
• How to Use: Click the Claim Provider button and select the necessary provider details. This ensures accurate billing and compliance with payer requirements, especially for specialized services that involve multiple providers.

2. Visit Status Drop-Down

• Purpose: The Visit Status drop-down tracks the appointment’s progress, indicating stages like Pending, Confirmed, Arrived, Canceled, and No-Show. Each status change updates the appointment color on the Resource Schedule, keeping staff informed.
• How to Use: Select the status from the drop-down list, and eCW will automatically update the appointment display color, enabling team members to see the patient’s status at a glance.

3. Case Manager Button

• Purpose: This feature allows you to assign specific cases to appointments, such as workers’ compensation, motor vehicle accidents, or other specialized cases.
• How to Use: Click on the Case Manager button and select or create the case. Assigning cases facilitates detailed record-keeping, helps in claims processing, and allows the billing team to track appointments associated with specific case types.

4. Link Referrals

• Purpose: Use this button to connect a referral with the appointment. Linking referrals helps streamline documentation, improves billing accuracy, and ensures that referral-related requirements are met.
• How to Use: Click the Referrals button or select a referral from the Referral drop-down menu if it’s already documented. This links the referral to the appointment, making it visible to providers and billing staff.

5. General and Billing Notes

• Purpose: Document specific details relevant to the appointment. General Notes are visible on the Resource Schedule and can include general visit-related information, while Billing Notes are accessible from the Claims window for billing staff.
• How to Use: Enter notes in the appropriate section. General notes might include reminders for the provider or patient-specific instructions, while billing notes can document special billing instructions or coverage requirements.

6. Right Chart Panel

• Purpose: The Right Chart Panel allows front-desk staff to view and collect payments, check balances, and manage billing details directly from the appointment screen.
• How to Use: Open the Right Chart Panel to see the patient’s co-payment, outstanding balances, or other billing information. This feature makes it easy to collect payments during check-in, streamlining the payment process.

7. Change Co-Pay for This Visit

• Purpose: This option allows you to modify the co-pay amount for the current visit if it differs from the standard amount. This can be helpful for visits that may have a different coverage or out-of-pocket cost due to procedure type.
• How to Use: Check the Change Co-Pay for This Visit box and enter the new co-pay amount.

8. Non-Billable Visit Checkbox

• Purpose: Mark an appointment as non-billable when services provided during the visit will not generate a claim (e.g., administrative consultations or follow-up calls).
• How to Use: Select the Non-Billable Visit checkbox. This prevents the appointment from being added to claims, ensuring accurate records for non-reimbursable visits.

Why Using Additional Appointment Window Features is Important

The Appointment Window in eCW provides advanced options that support efficient billing, patient management, and provider coordination. By using these features, healthcare providers can enhance appointment accuracy, minimize billing errors, and ensure clear communication across departments, ultimately supporting better patient care and administrative efficiency.

Frequently Asked Questions (FAQs)

Q1: Can I assign more than one provider to a single appointment?
A: Yes, use the Claim Provider button to designate multiple providers, such as rendering and supervising providers. This is especially helpful for multi-provider cases or specialized treatments.

Q2: How do I use the Non-Billable Visit checkbox effectively?
A: Check this box for visits where no claim is generated, such as follow-up calls or consultations not covered by insurance. This keeps billing records accurate and avoids generating unnecessary claims.

Q3: Can I change an appointment’s status to No-Show or Canceled after it’s been created?
A: Yes, the Visit Status drop-down allows you to adjust an appointment’s status to No-Show, Canceled, or Rescheduled as needed. This ensures accurate tracking and reporting for appointment attendance.

Q4: How are General and Billing Notes used differently?
A: General Notes provide information relevant to the front-office or clinical staff, such as reminders or specific instructions. Billing Notes include details pertinent to billing staff, like special coverage requirements, and are visible in the Claims window.

Q5: How can I view a patient’s outstanding balance from the Appointment Window?
A: Open the Right Chart Panel to view the patient’s billing information, including outstanding balances or due co-payments, allowing for efficient check-in and payment processing.

How Staffingly, Inc. Supports Appointment Management in eCW

Staffingly, Inc. provides skilled virtual assistants who are trained to manage appointments, billing notes, referral links, and other appointment-related functions in eClinicalWorks. Our team ensures that appointments are accurately documented, statuses are updated, and billing information is recorded to support seamless patient care. By outsourcing appointment management to Staffingly, healthcare providers can reduce administrative tasks, improve accuracy, and save up to 70% on staffing costs.

What Did We Learn?

The additional buttons and sections in the Appointment Window of eClinicalWorks enable healthcare providers to manage billing, referrals, and visit details with precision. Mastering these features ensures appointments are properly recorded, billing processes are streamlined, and patient information is complete. Efficient use of these tools supports accurate patient records, clear communication, and optimal patient flow in the practice.