Confirm-IT CTL User Guide Revision 2.0.
Introduction INTRODUCTION ............................................................................................................ 1 Overview......................................................................................................................... 1 Figure 1 Confirm-IT Calendar with 8 Service Providers In Single Day View .......... 1 GETTING STARTED, “The Basics”.............................................................................. 1 Assumptions...................................
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Introduction INTRODUCTION Overview Confirm-IT is a multi-featured calendar based application that includes an Appointment Scheduler and Customer Database Manager. It also automatically sends Voice, Email and Text Message appointment reminders to customers with scheduled appointments. Customers receiving a phone call “voice reminder” may be given the option to interact by pressing a dial pad digit to confirm, cancel and/or reschedule their appointment.
Getting Started at that time. Any subsequent changes to the initial configuration entries may be made by a designated administrator as required. This User Guide assumes that the Wizard procedure has already been performed by the user in conjunction with the Confirm-IT software installation personnel. The Wizard setup procedure is covered in the Installation Manual and also in the Administrator /CSR Manual. Sign In To start Confirm-IT, click the on the desktop icon select Confirm-IT from the Programs menu.
Getting Started Selecting A Calendar View After Sign-in, a single day view calendar will appear as the first screen. All active staff member’s names will appear at the top of their related column. By clicking on the boxes labeled located in the upper left, you can change to calendar view to show 3, 6 or 31 days. You may also select a desired range of days by clicking on a mini monthly calendar and dragging the mouse to highlight the desired consecutive day range.
Getting Started The 1 day view was previously shown in Figure 3 above. Figure 4 shows samples of the 3, 6 and 31 preset views. Shown on the smaller calendar to the left, is the actual date range being displayed.
Getting Started Drop Down View Menu Confirm-IT is capable of displaying different service provider (staff member) views. Each service provider can be assigned to 1 of 6 views, all views or none. This feature was developed to allow the Confirm-IT calendar to be viewed on multiple PCs Each user may see the same or different service providers that exist in the common database displayed. There may also be times when you want to only see appointments for a certain department or group of service providers.
Getting Started Calendar Note A calendar note can be shown in the upper left of the calendar view screen. From the pull down Calendar menu, select Create Calendar Note to either create a note or add more text. A yellow background note area will appear to allow text input and presents options to save or cancel. To delete the note completely, double click on the note at the top left of the calendar screen.
Scheduling An Appointment SCHEDULING AN APPOINTMENT To enter an appointment in the 1, 3 or 6 day view calendar, simply double click on the desired time block in the column of the staff member you want to assign the appointment to. A blank Appointment Schedule form will appear. IMPORTANT: To avoid entering duplicate customers, it is best to ask for the customer’s phone number and the spelling of their last name.
Scheduling An Appointment Type part or all of the patient’s last name and phone number. Click on the Search button to see if they already exist in the patient database. If there is more than one match (such as other family members), a list of names appears in a Search Results window. If the matching customer name appears in the list, simply highlight that row, double click or click OK and all information is transferred. Click to enable reminder types. Can select multiple.
Scheduling An Appointment Refine Search, Search Again When entering an appointment, if the information entered locates multiple matches for a previous patient or customer, a secondary search screen appears. It shows what key words were entered and allows you to change or add additional information to search on and search again to refine the search. Figure 6A Search Results – Search Again Appointment Screen The appointment screen has a General and Advanced Tab.
Scheduling An Appointment Confirm-IT can send Email and Text Message appointment reminders to customers if your system has an Internet connection and Email account set up. The customer’s Email address or mobile phone information may be entered in the Email Address field. To send text messages to a mobile phone, the phone number and service address must be entered in the Email Address field.
Scheduling An Appointment Recurring Appointments Confirm-IT has the ability to create recurring appointments for customers or patients that have regularly scheduled appointments. Recurring appointments will be identified by a circular arrow icon in the appointment box in the calendar. Recurrences can be set weekly, monthly, yearly, the first Monday of each month etc.
Scheduling An Appointment Tool Tips & Right Click Options Menus To provide more detail for items shown in the calendar, the tool tips feature is available. By simply moving the mouse cursor and “hovering” over a colored section or appointment, additional detail will be shown. The amount of detail shown is programmable by the administrator in the user options section. By right clicking on an appointment, a list of options will be displayed.
Scheduling An Appointment Viewing Only a Single Staff Member’s Appointments In any calendar view where multiple staff member columns are shown, you can narrow the view to see the appointments for a single staff member. By double clicking on the name located at the top of the column of the desired staff member, a one day view of only that member’s appointments is displayed. You can now select multiple day views but only the selected member’s appointments will be shown.
Additional Features Additional Callout Features In addition to the appointment reminder functionality included in all versions of ConfirmIT, the Notify Now, Range Appointment and Date Appointment features have been added to applicable Confirm-IT versions. The associated tabs for these new features will only be shown in the Callout Options menu if that feature is present.
Additional Features At the time your system administrator set up the names and types of Services your company performs, it was determined whether the service is a conventional appointment reminder or a Range Appointment or Date Appointment type. Range Appointment – For all Confirm-IT applications except Personal Care, the service related Range Appointment is included and allows an appointment reminder message to specify a start and end time range.
Additional Features Help Menu Additions The pull down Help menu has some new additions. - Confirm-IT User Guide can be viewed from this menu. - Confirm-IT Icon Chart – Explains the meaning of the appointment status characters that appear in the appointment blocks of the calendar. - Installer Options – A link for the installer technician to connect to the Advanced programming screens of the Confirm-IT Server. It has its own viewer and will automatically connect to the IP address of the server.
