Appointment Status & Management
Posted by Sean Lee on 23 April 2013 12:31 PM

Appointment Status Choices (________) 

The Appointment Status Choices Field is an area where we can define our Appointment Status Choices.  Here we can designate an unlimited amount of Status types, to accurately classify and process the data of Appointments that occurred. Typical Appointment Statuses include: Attended, Missed, Tutor-Cancelled, Student-Cancelled, or even Student-Missed, Tutor-Missed, Admin Cancelled, Student Cancelled, etc…Make sure to separate each classification with a Return or Enter character.  

Status for Attended (________)

The Status for Attended field allows a user to rename one of the two most important statuses that need to be defined in the system: Attended and Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices. 

Status for Missed (________)

The Status for Missed field allows a user to rename the second most important status: Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.

Missed Appointments, Change Status to (________) automatically each night

This preference involves the Automated Event “Missed Appts” mentioned in the Intro / Definitions section. To briefly summarize, the “Missed Appts” automated event basically checks all Visits that have occurred within a time period, and attempts to link these Visits to the correct Appointments. If an appointment, let’s say was set to occur at 12:00 pm on Monday, and the student who booked the appointment logs in at 11:45 am, and signs out at 01:15 pm. Later that night, the “Missed Appts” automated event runs and sees that our student made a visit for an hour and a half. The system also recognizes that the time frame matches that of the Appointment (to a degree of tolerance that you set, i.e. +/- 15 minutes), and therefore successfully matches the Visit to the Appointment, and marks the Appointment status as Attended.

            On the other hand, let’s say our student does not show up for the Appointment.  In this case, the system recognizes that there was no Visit made on Monday by said student. Consequently, the system does NOT link the Visit to the Appointment, as no visit occurred. This preference then comes into play, as the system will then modify the Appointment Status to whatever Status you define here, for example, “NO Call NO Show”, if the status of “missed” is insufficient or you want to further define/classify the status of an Appointment. 

  • Student Max Missed (_____) appts, since (__________)
  • Change Center Student Status to (__________)

The Student Max Missed Preference determines exactly how many Appointments a student can miss, and if so, what happens to the student’s Status as a result? For instance, let’s say we set a limit at 3 max Appointments missed within a Semester’s date range. Let’s also say if such a situation were to happen, we would then change the students’ status to BANNED.  In this case, if a student were to miss 3 appointments within a semester and subsequently attempted to book another Appointment, the system would return with a message indicating the students current status of BANNED, and the reason (missing 3 appointments). 

Appointment Fund Choices (_________)

The Appointment Fund Choices Field is an area where we can define the different classifications of Funds.  Here we can designate an unlimited amount of Fund types. Make sure to separate each classification with a Return or Enter character.

Appointment Location Choices (_________)

The Appointment Location Choices Field is an area where we can define Locations within Appointments.  Location is typically used to further designate a location within a Subcenter – for instance, Writing Center: Location – Room 103.  Make sure to separate each classification with a Return or Enter character.

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