1.     BOOKING A SERVICE

1.1.   Selecting the Service Provider without Setting an Appointment

1.1.1.  From the Services


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.   Click on the Services item in the case navigator panel.


  


 The Services details will be displayed on the Services page.


On the right portion of the Services page is the Providers list which shows the service provider and service location that have been selected.  This list may be empty.


This list is divided into two sections, Active and Inactive.


The active list shows the currently selected providers who are on the current appointment for this service OR will be on the appointment when it is added.


The inactive list shows providers who were on previous appointments for this service.  All of those appointments would have been cancelled or no showed.  These providers, for whatever reason, are no longer selected to do the current appointment.


2.  Click the New button in the upper right portion of the providers list.



A list of Provider Types will display in a menu.



3.  Select the type of provider that you want to add to this service.


The Provider Search form will open showing the service criteria needed to find an appropriate provider from your roster and it will also list the service providers and service locations who meet the criteria.


4.  If needed, adjust the search criteria and redo the search.



– OR –


Click the Show All button to get a full list of providers without regard to the search criteria.



5.  Click on the Provider code, to select a service provider.


The Provider on File form will display.


6.  Click on the Save button (on the bottom toolbar).


1.1.2.  Selecting the Service Provider by Setting an Appointment


Setting an appointment is done exclusively using the workflow process. This means that you will have to launch the workflow for the service and work through it to the step where the workflow wants you to set the appointment.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Services item in the case navigator panel.


The Services details will be displayed on the Services page.


The left portion of the Services page displays the service and workflow status and appointments list for the service.


2.  Click on the Launch button in the Workflow Status section.


The Workflow Status Update form will display.


This shows the current status of the workflow and allows you to take actions on the workflow.


(a)  Click the Take Action button.


The default action for the current workflow step will show but you may be able to select another action.


If the selected action is defined as an action that will schedule an appointment then there will be a “To Do” item displayed in the To Do section that says “Assign/Appt”.



3.  Click on the Assign/Appt tab, if it is not already selected.



4.  Click on the Set Appointment (From Search) button.


The Provider Search form will open showing the service criteria needed to find an appropriate provider from your roster and it will also list the service providers and service locations who meet the criteria.


5.  If required, adjust the search criteria and redo the search.


– OR –


Click on the Show All button to get a full list of providers without regard to the search criteria.


6. Click in the checkbox in the row of the provider you wish to select.


7.  If this is for an examination type service then:


(a) Click the Search button in the Location Search section.


This is list the locations attended by the selected service provider.


(b) Click in the checkbox in the row of the location to select.


8.  Click the Set Appointment button (on the bottom of the form).


This will display the Set Appointment form.


9.  Enter the Start Date and Time.


If this is an examination type service then you may change the duration which is shown in hours and minutes.


10.  Click on the Save button (at the bottom of the form).


This creates the appointment.


11. WORKFLOW: Since you have come from the workflow process you must tell W5 that you are ready to move the workflow forward:


(a) Click on the Save button on the Workflow Status Update form.


(b) Continue in the workflow and take other actions.


– OR –


Exit the Workflow Status Update form.


1.2.      Changing a Scheduled Service


1.2.1. Changing the Appointment Status


The appointment on a scheduled service (IME, Peer or any other service) can have one of the following status settings:


Pending

The appointment hasn’t happened yet.

Cancelled

The appointment was cancelled

This isn’t the same as cancelling the entire service although cancelling a service automatically cancels a pending appointment on that service.

No Show

The claimant didn’t show up for the appointment.

Completed

The appointment was done.

For an IME this means that claimant showed up and the provider completed their examination. For a peer (or other records type service) this means that the provider did the review.



When an appointment is pending the ONLY way to change its status is to use the workflow to take the appropriate action (i.e., cancelled, no showed, and completed).


If an appointment status is other than pending then that status can be changed directly in the Appointment form without using the workflow actions as follows:


Go to the Case in Case Maintenance - only if you’re not already there:

Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1. Click on the Services item in the case navigator panel.



2. Click on the Appointments tab.



3. Click on the Edit button for the appointment that you want to change.



4. Click on the Action button at the bottom of the Set Appointment form:


(a) Click on the status that you want to change to from the Change Status menu.


Note:

The current status of the appointment is NOT available to be clicked.




5. Enter a reason for changing the status, then click on the OK button.


6. Click on the Save button (on the bottom toolbar).