The Medical module Provider Appointments feature is used to schedule and maintain consumer provider appointment records. It is also used to print provider appointment forms which can then be provided to and completed by the client's doctor or dentist as necessary and filed in the client's chart.
NOTE: Provider appointment records can also be scheduled and accessed using the Calendar. Please keep in mind that any changes made to appointment records via the Calendar are reflected within the Medical module, and vice versa.
Required Permissions 
Use of the Provider Appointments feature requires the following permissions:
Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Medical Button
Include In Direct Care Staff Lists (optional - only required if you will be assigned as a staff escort for provider appointments)
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
Click-by-Click Instructions 
Working with Provider Appointments
To enter, update, or delete a provider appointment record, complete the following steps from the AWARDS Home screen:
TIP: Provider appointments can also be scheduled using the Calendar.
- Click Charts from the left-hand menu, and then click Medical. The Medical fly-out menu is displayed.
- Click Provider Appointments. The Provider Appointments index page is displayed.
- Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client for whom provider appointments are to be scheduled or worked with.
- Click the Client drop-down arrow and select the client for whom the provider appointment is to be scheduled or worked with.
TIP: If the provider appointment to be scheduled or worked with is for a former (discharged) client, first click the Archives toggle to the right of the client selection option.
The index page is automatically refreshed to display any existing provider appointment records for the selected client.
TIP: When working on the index page, records are easily accessible using the following tools and navigation features:
"Show Records" display options - By default the index displays all provider appointments for the client. To limit the display to only those records that can be deleted - which, by default, are those dated in the future - click the Available for Deletion radio button under "Show Records" in the left-hand menu. (To re-expand the display to all records, click All.) Sorting options - By default records in the index are sorted chronologically by date, from newest to oldest. Click a different column header in the records table to sort the index by that data variable instead. Clicking a column heading a second time reverses the sort order. Navigation options - 10 records are displayed on the page by default. To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table. To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.
Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list. To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field. The index is automatically updated as you type. To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.ReporBuilder access - The Provider Appointments ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature. For instructions on using that ReportBuilder see below.
- At this time complete one or more of the following tasks as needed:
Add a new provider appointment record - To do so, click the add new icon from the action bar above the records table. A new data entry page is displayed. Configure the fields and options on this page as necessary, and then click Save. The provider appointment record is saved, and a confirmation page is displayed.
TIP: For more information on each field/option available on the data entry page, see below.
Update an existing provider appointment record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the records table. The data entry page is displayed. Make changes to the information on this page as needed, and then click Save. The provider appointment record is saved, and a confirmation page is displayed.
NOTE: By default the Provider, Date, Time, and Reason for Consultation values cannot be changed for past appointments.
TIP: For more information on each field/option available on the data entry page, see below.
View or print an existing provider appointment record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the records table. A read-only version of the record is displayed and can be printed as needed using your browser's print option.
Delete an existing provider appointment record - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the delete icon from the action bar above the records table. A confirmation message is displayed. Click OK to proceed with the deletion. The selected record(s) are deleted and the updated index is displayed.
IMPORTANT! By default provider appointment records are only available for deletion if the appointment date is in the future. If it will be necessary to regularly delete past appointment records, there is an option that will allow you to do so. The option will also allow you to edit the Reason for Consultation field on existing appointments. That option, which is only available upon request, is applied to all programs when turned on. For more information or for assistance in turning this option on, contact the Help Desk.
TIP: Prior to selecting records to be deleted, click Available for Deletion from the left-hand menu. The index is automatically refreshed to show only those records that can be deleted.
View and print the full provider appointment form - To do so, click the checkbox to the left of the record to be worked with, and then click the show form icon from the action bar above the records table. The Provider Appointment form is displayed in a new window. The form contains the client's personal information, form data from a FormBuilder form (if applicable), and current medication and diagnoses information. It also includes a section for the provider to complete and sign. Click your agency's logo in the navigation bar or use your web browser's print option to print the form. To close the form click the Foothold logo at the top of the appointment form.
Return to the Provider Appointment index - To do so, click the To Index icon from the action bar while working in an appointment record to return to the index page. You can also return to the index page at any time by clicking Provider Appointments from the breadcrumbs trail below the AWARDS navigation bar.
The process of working with provider appointment records is now complete.
Using the Provider Appointments ReportBuilder
The AWARDS Provider Appointments ReportBuilder can be used to generate customized reports of appointment information, including doctor/provider detail, along with basic client demographic data. To generate and save a Provider Appointments ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps from the AWARDS Home screen:
TIP: The following instructions detail accessing the Provider Appointments ReportBuilder from directly within the Medical module. This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access. For more information on using the Reports module, click here.
- Click Charts from the left-hand menu, and then click Medical. The Medical fly-out menu is displayed.
- Click Provider Appointments. The Provider Appointments index page is displayed.
- Click Provider Appointments ReportBuilder from the left-hand menu. The ReportBuilder Settings page is displayed.
- Click the Program drop-down arrow and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
- Click the Roster Date Range drop-down arrow and choose which clients are to be included in the report based on their program history. Available selections are:
NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report. It, along with the date ranges specified in steps 6 and 8, must be set each time the report is run.
In Program - When this option is selected the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range. This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 15).
NOTE: In this context, clients who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period.
In Program Including Pending Clients - When this option is selected the report will include admitted and pending clients - those with an admission date OR intake date, respectively, prior to the report end date, and no discharge date (or no discharge date within the date range).
NOTE: Pending clients are clients in a multi-step intake program who have had an intake processed but who are not yet fully admitted - or clients for whom a room reservation has been made. Programs using Drop In functionality also create clients designated as pending.
Admitted - When this option is selected the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.
Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module. When this option is selected the report includes clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.
Discharged - When this option is selected the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range. Current program episodes will not be included.
Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module. When selected the report includes clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range.
- By default both Roster Date Range fields contain today's date to include in the report only those clients on the current roster. If necessary, make changes to that default date range using the available From and To fields/date pickers. When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
- By default the report contents include all clients with records matching the report settings; any client without records matching those settings is excluded. If necessary, click one of the other Client radio buttons to make an adjustment to the included clients. Available selections are:
Clients with Records - The default. As noted above, includes in the report all clients with records matching the report settings, and excludes those that do not match.
All Clients - Includes in the report all clients on the program roster, whether or not they have records that match the report settings. Those without matches will display "--" for data variables in the report where there is not a matching record.
Select Client - Limits report contents to those records for a single client only, if records are found for that client that match the report settings. When selected, use the corresponding drop-down (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated. (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)
- For the clients included in the report, contents are limited to provider appointments scheduled for dates at some point during the date range specified using the Provider Appointment Dates fields on this page. By default that date range is set to report appointments scheduled for a month, beginning two weeks prior to today through the two following weeks. If necessary, make changes to that default date range using the available From and To fields/date pickers. When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
- Leave the Provide ExportBuilder Options checkbox unchecked. It is NOT relevant to report generation.
NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.
The instructions provided here detail use of the Provider Appointments ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.
- If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox. When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.
NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.
- Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved report format. Available choices are to:
NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here. Make changes to the selection as needed, or leave it at its default value.
Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down. When using this method, you can immediately generate the report without changing any settings. Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.
Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.
- Click CONTINUE.
If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page. Continue with step 20.
NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 20. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
In all other instances, the Options page is displayed. Continue with step 13.
- The Options page contains a list of available report variables grouped by type, and includes sections for "Client Information," "Provider Appointment Information," and "Doctor/Provider Information." These variables represent data collected on the client face sheet, intake forms, medical appointment records, and provider records.
NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page. It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).
NOTE: Characteristics with an asterisk (*) next to them are those for which one client may have multiple values; for example, diagnoses where multiple records may have been entered for a single client. In such cases the individual report detail for each client will include a list of characteristic values separated by commas.
Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.
- Click CONTINUE. The Report Options - Continued page is displayed.
- Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents. Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.
TIP: Individual detail report options and/or summary table selections must be set before the report can be generated.
- To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT. The Save Report Format dialog box is displayed.
TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 19.
- Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.
TIP: For more information on using the save report format options, please click here.
- Click Save Report Format. The report format is saved and the Report Options - Continued page is re-displayed.
- Click DISPLAY REPORT. The report is generated and displayed on the ReportBuilder page.
NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete, and then proceed with step 20. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
- At this time individual detail and/or summary table content can be hidden or sorted as needed. The report can also be printed or exported to Microsoft Excel. For more information on working with ReportBuilder report contents, please click here.
NOTE: When working with report data, please keep in mind that when a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
The process of generating a Provider Appointments ReportBuilder report is now complete.
A Closer Look @ Fields & Options 
Appointment Kept?
NOTE: This option is only available for existing appointment records.
Click this drop-down arrow and select one of the following options, based on the appointment date:
Canceled by Client
Canceled by Staff
Canceled by Provider
Kept (only available for appointments dated in the past)
No Show (only available for appointments dated in the past)
Date
NOTE: In existing appointment records with dates in the past, the Date is read-only and cannot be changed.
In this field, record the appointment date (using mm/dd/yyyy format), or select the date using the available date picker drop-down.
Duration
In this field, type the anticipated appointment duration using HH:MM format.
Include Form
NOTE: This option is only available for programs configured to use FormBuilder forms with the location "Medical - as an option to be included on the Provider Appointments Form."
If a FormBuilder form should be included in the appointment record, click this drop-down arrow and select the form. Upon selection, the form content is displayed on the page. Complete data entry in that portion of the page as necessary.
TIP: When working with existing provider appointment records the Include Form option is read-only if a form has already been saved with the appointment record. In such cases, a Delete Form button is available for use instead, located mid-way down the page.
When Delete Form is clicked, the form and its data are removed from the appointment record being worked with. Another form can then be included if needed, or the same form can be included again as if starting from scratch.
Provider
NOTE: In existing appointment records the Provider is read-only and cannot be changed.
Click this drop-down arrow and select the provider with whom the appointment is scheduled.
NOTE: The providers available for selection in this list are those currently included in the Providers or Support Service Contacts portion of the client's face sheet, which can also be accessed using the Medical module Providers or Support Services Contacts features, respectively.
If the necessary provider is not available, do one of the following based on the AWARDS feature with which your agency records provider information:
If your agency uses the Providers feature - Select "Add New" from the providers list. When "Add New" is selected, a pop-up data entry window is displayed. Enter the provider contact information, and then click Save. If it's later necessary to update provider contact information recorded in this way, use the Providers feature or the Providers Directory as needed. (When a provider is added to the appointment in this way, his or her information is also recorded in the providers list accessed through client face sheets and the Providers feature.)
If your agency uses the Support Services Contacts feature - You must exit the appointment record, navigate to the Support Services Contacts feature (or the corresponding portion of the client's face sheet), and then add the new provider for this client. You can then return to the Provider Appointments feature and schedule the appointment as necessary.
Provider Impression / Diagnosis
NOTE: This option is only available for existing appointment records with dates in the past.
In this text box, type or make changes to any diagnosis or impression information given by the provider.
Provider Recommendations / Follow-Up
NOTE: This option is only available for existing appointment records with dates in the past.
In this text box, type or make changes to any recommendations or follow-up requests given by the provider.
Reason for Consultation
TIP: In existing appointment records the Reason for Consultation is read-only and cannot be changed. If it is necessary to change reason for consultation information for existing appointments on a regular basis, there is an option that can be turned on behind-the-scenes in AWARDS that will enable all users to do so. That option will also enable users to delete appointments dated in the past, which is prohibited by default. If you are interested in having this option turned on, please contact the Help Desk.
In this text box, enter information on the reason for the client's appointment.
Click this drop-down arrow and select the staff person who will be escorting the client to his or her appointment, if applicable.
NOTE: Staff members available for selection in this list are those with chart access permission for the program who also have the "Include In Direct Care Staff Lists" permission assigned under Permissions Maintenance.
Time
NOTE: In existing appointment records with dates in the past, the Time is read-only and cannot be changed.
In this field enter the appointment time (using HH:MM AM/PM format).
Travel Time To / From Appointment
TIP: Travel time can only be specified if a staff escort has been set for this appointment record.
If a staff escort was selected for the appointment, his or her travel time can be indicated using these fields. In each of these fields, enter the required travel time for the escort to and from the appointment (using HH:MM format). If a value is entered in one or both of these fields, that travel time is taken into account when displaying appointments in the Calendar's "Staff" view; for example, if a 9am to 10am medical appointment is recorded with 15 minutes of travel time to and from, that appointment will display on the staff escort's calendar as occupying the time between 8:45am and 10:15am.
Frequently Asked Questions 
How do I delete a form that has been included in a provider appointment record?
To delete a form included in a provider appointment record, you must access the relevant record from the data entry mode and click the Delete Form button within the record. Once an included form has been removed, you can then include a different form if needed or re-include the same form if you'd like to start from scratch.
NOTE: The "Delete FormBuilder Form" permission is not required to complete this process as it is when deleting forms from some other AWARDS locations.
NOTE: Form deletions are recorded in the audit trail.
How is "Total Appointment Time" calculated in the Provider Appointments ReportBuilder?
Total appointment time is an auto-calculated value that looks at both the appointment duration, and any travel time recorded when a staff escort has been specified. For example, if the appointment duration is 1 hour and there is a travel time to of 15 minutes and a travel time from of 30 minutes, the total appointment time will be reported as 1 hour 45 minutes using this variable in the Provider Appointments ReportBuilder.
Where does an appointment's end time come from in the Provider Appointments ReportBuilder?
End time is automatically determined based on the appointment start time and duration. For example, if an appointment that starts at 1pm and has a duration of 1 hour will have an end time value of 2pm in the Provider Appointments ReportBuilder.
Why am I receiving reminders regarding a provider appointment with a date in the past?
Once an appointment date has passed, the provider appointment record in AWARDS must be updated in order to indicate whether or not the appointment was kept. Until that is done, reminder messages will continue to be sent regarding the appointment. The reminders will state "DATA ENTRY MISSING FOR APPOINTMENT KEPT/NOT KEPT" in order to indicate what must be done.
Why am I still receiving reminders for an appointment whose status has already been set?
In some instances appointments will be recorded in two places:
Within the Medical module Provider Appointments feature. If the status of an appointment recorded here is not entered, PROVIDER APPOINTMENT REMINDER notification messages are sent out.
Within the Services - Individual module's Charting Timetable feature. If a done date for an event recorded here is not entered, CHART REVIEW REMINDER notification messages are sent out.
In the event that you receive a reminder for an appointment or event you feel you have completed the data entry for, it may be that the reminder is regarding the second of the two data entry points. To see whether that is the case, check the subject line of the message to determine where in the application the reminder is being generated from. Once you have made that determination, go to the corresponding feature in AWARDS and check the record in question to check on whether it is complete and make updates as necessary.
TIP: For more information on updating provider appointment records, see above. For more information on updating charting timetable records, see Entering / Updating a Chart Event.
Why is a provider entered using the Providers feature not appearing in the providers list when scheduling an appointment?
The provider list in the Provider Appointment Form feature is designed to list each provider only once. As a result, if there are two providers with the same name at the same agency (recorded with the provider), that name will only be included once in the list. Likewise, if there are two provider roles with the same name, only one of the providers in that role will be included in the list. In order to ensure that all providers are included when making a selection during the provider appointment data entry process, each provider's name and role should be unique.
Why is the provider address on the printed provider appointment form different than the one selected?
If there are two providers with the same name, or if there are two provider roles with the same name, the system will pull the address for the first of those providers/roles because it sees both entries as being for the same person. To avoid problems such as this, be sure to a unique name and role for each provider entered using the Medical module Providers feature, or the Update Support Services Contacts section of the face sheet.
Why isn't there an option to delete provider appointments dated in the past?
By default, once an appointment date has passed, its reason for consultation information can no longer be updated, and the appointment itself cannot be deleted. If it will be necessary to regularly delete past appointment records, there is an option that will allow you to do so. That option, which is only available upon request, is applied to all programs when turned on and makes a delete checkbox visible to all users for past appointments. For more information or for assistance in turning this option on, contact the Help Desk.