Topics Map > SANDI - Health Information Systems (HIS) > Training, Documentation & Videos > Scheduler

SANDI Scheduler - Overview: Documentation and Video

The following article gives a full overview of the SANDI Scheduler.

Use the link below to view the SANDI scheduler overview (contains Q& A) 4/28/23

Video Training: SANDI Scheduler Overview (Informal 4/28/23)

Scheduler Access Options

There are two ways to go to the Scheduler.

1. Select Scheduler menu option, in the top menu bar

    • Note: Patient information will NOT automatically feed the patient info to the Scheduler when you enter from the menu.  You can still lookup and schedule a patient.  

2. Enter through the Appointments info box on the Dashboard.

    • Note: Entering the Scheduler this way WILL automatically feed the current patient info to the Scheduler.

Schedule via Menu (No patient selected)

The Scheduler menu option, in the top menu bar, can be used to view appointments in a variety of was using multiple filter options. 

Select the service and data range that you want to display and select Submit

Note: In our example we chose Neurology from 4/17 to 4/22 and the following is displayed:

-  A check-mark indicates that the patient has been checked-in.

- An exclamation mark means the patient has an alert you should be aware of. Hover over the appointment to see the alert. 

Appointment Slots and Colors Overview

Below is a listing of all schedule slot abbreviations, descriptions and colors

Appointment types are color coded as displayed in the table below:

Open Appointments are ALL B-L-U-E

Old Vetstar Abbrev

New SANDI Abbrev

Short Desc Full Desc Color
D DO Drop Off Outpatient Drop off Lavender
E EX Exam Exam Pink
B BA BAER BEAR Exam Pink
B BO BOAS or Airway SX BOAS or Airway SX Pink
E EE  Eq Exam Exam (Equine) Pink
L EL  Eq Lame Lameness Exam Pink
N NP  New Pt New Patient Exam Pink
F FA Farm Fac Faculty Pink
H HO Farm Ho House Officer Pink
A US Unltrsou Ultrasound Pink
M MR MRI MRI Yellow
O OB Overbook Overbook or drop off Orange
R RE Recheck Recheck Yellow
S ST Study

Study Appt or Recheck (Defined as university owned study animals)

Gray
M SE Surg Ele Surgery, elective Mint Green
S SU  Surg Eq Surgery Soft Green
T VT Tech Apt Tech Appointment Green
T CT ClinTria Clinical Trial (Client owned) Soft Orange
A AN  Ex/Rechk Exam or Recheck (Any) Chinook
C CN Cyt/Chem Cytosar/chemo appts Pastel Red
C CL Cruciate Cruciate ligament tear/rupture Pastel Red

Schedule Views (Format, Group By and View) Overview

Format

Least - This is the default view and displays only the appointment abbreviation.

Little More - Displays the abbreviation and short description

More - Displays the abbreviation, short description, patient name, and assigned clinician

Note: Selecting the Patient Name will load the Patient Dashboard.

Most - Displays the abbreviation, short description, patient name, assigned clinician and MR#.

Note: Selecting the Patient Name will load the Patient Dashboard.

Reason - Displays the abbreviation, short description, patient name, assigned clinician, MR # and appointment reason.

Note: Selecting the Patient Name will load the Patient Dashboard.

Group By

None (Default View) - No sort.

Faculty - Displays appointments assigned to faculty members. Unassigned appointments displayed under Other

Interns/Residents - Displays appointments assigned to Interns and Residents that are assigned the the Service that is selected. unassicgned appointments displayed under Other

Assigned Clinician - This changes the view to show appointments in columns by Clinicians (A "None" column also displays for those not assigned.) assigned to the Service that is selected. Unassigned appointments displayed under Other

Type - Displays appointments by appointment type.

View

Daily - Displays a single day of appointments.

Weekly M-F - Displays only appointments scheduled Monday through Friday regardless of From/To.

Weekly - Displays only appointments scheduled Sunday through Saturday regardless of From/To.

Column - Displays the dates requested in From/To with no particular calendar view. (Be aware that days without appointments will not display in this view.)

Search Filters (Service, From/To, Available Only Overview

Service - This lists all VTH Services. You an select via the drop-down by scrolling or typing the service name.

From and To - Use the From and To dates to filter your date. 

Note: If your View is set to M-F and your From/To range is Tuesday to Saturday it will show you Monday regardless of the dates, this is by design. Change your View to Column and it will show you the precise date range specified.

Available Only - Check this box if you only want to see available time slots. (Reminder: Open Appointments are ALL B-L-U-E)

    Search Options

      The Search Options box allows you to further filter the calendar.  

      Section/Department - This lists all VTH Services.  You an select via the drop-down by scrolling or typing the service name.

      Service/Type: This lists all appointment types.

      Exclude Service/Type: This allows you to select multiple appointment Types to exclude.

      Clinician: Use this option to see appointments for a specific clinician. (Clinician must be assigned to be visible by filters or reporting.)

      From and To - Use the From and To dates to filter your date. 

      Days: Allows you to select certain days of the week to display the schedule. 

      Available Only - Check this box if you only want to see available time slots. (Reminder: Open Appointments are ALL B-L-U-E)

      How to Add an Appointment

      1. Select your search criteria (Service, dates, etc.) that you want to include in your available (Blue) appointment slot and select Submit

      2. Double-click on any slot you would like to schedule and the appointment creation screen will appear.

      Note: All red fields are required.  All required fields have an asterisk preceding them. 

      3. Basic Information will be supplied about the appointment slot (Service, Date, Type, Time, Create By)

      4. Use Patient Lookup to find and select the patient you want to schedule.

      Notes:

      • Patient information will fill in automatically when selecting an appointment via the dashboard.
      • The Referring Vet will pull in automatically if an rDVM is assigned to the patient

       

      5. Select the Clinician (The clinician will appear in the More view of the schedule or in the group by Faculty or Interns/Residents view and be pulled into the check-in sheet when printed. If no Clinician is entered the appointment will be in the "Other" view and will not populate in reporting.)

      6. Put in the Appointment Reason. (The reason will appear in the Reason view of the schedule view and be pulled into the check-in sheet when printed.)

      7. New Client - Check if this is a new client and it will appear on the Appointments by Create Date report.

      8. Notify Client - When checked, this will send a notification, based on MOC, to the client that the appointment is made. There will also be an entry in the Communication log (Example: Notification: Appointment Notification)

      9. Select Book Appointment and it will appear on the schedule

      10. The appointment will appear in the schedule.  If you hover over the appointment you can see client, patient, and rDVM details. 

      - A check mark indicates that the patient has been checked-in.

      - An exclamation mark means the patient has an alert you should be aware of. Hover over the appointment to see the alert. 

         

      How to Rebook an Appointment

        1. Select the appointment that you want to rebook and the rebook ribbon will appear.

        2. Locate an appointment slot to reschedule the appointment too and double click it. 

        3. Select Yes

        Important Note: If you move the patient to a slot assigned to an existing doctor the appointment will update to that doctor, you can change this before updating.

        4. Update any information needed and select Update Appointment and the appointment will update to the new slot.

        How to Cancel an Appointment

          1. Select the appointment that you want to Cancel.

          2. Select Cancel Appointment

          3. Select Yes and the Appointment will be removed from the Schedule.

          Schedule Reports Overview

            Reports

            There are links within the Scheduler Reports in Reports & Queries to allow  quick and easy navigate. 

            Appts By Create Date

            Use the filters to narrow your search and Submit.  You can export results to Excel.

            Appts By Department

            Use the filters to narrow your search and Submit. 

            You can print in Grid View, regular PDF or export results to Excel.

            Canceled Appointments

            Use the filters to narrow your search and Submit. 

            You can export results to Excel.

            Settings: Add Appointment Slot & Edit Service Messages Overview

            Add Appointment

            1. Select Add Appointment from the Settings Menu,

            2. Enter the information for the new slot you want to create and select Submit,

            Note: If you need to delete a slot you must do so through Vetstar. There is not a way to delete in SANDI at this time. 

            Edit Section Messages

            Use Message to send an alert to those in a specific section.  

            Note: Messages defaults to the service chosen in the menu filter bar. Be sure you've selected the proper service. 

            Important:

            • Messages appear when you first select your section or refresh the screen. They do NOT appear automatically.

            1. Enter From Date/To Date: This is the date range you want the message to display. The message will NOT appear outside of this range.

            2. Type your message and Submit.

            3. The next time you Submit a search or refresh the screen the message will appear in the bottom right corner of the screen.

            Building out a Calendar and Deleting Appointment Slots: Must Continue to be done in Vetstar

            The following tasks must still be completed within Vetstar.

            • Building out of Calendars
            • Deleting/Removing Appointment Slots

            How to see booked appointments without relying on the color of the slot

            Under Format, choose More (or higher).  If a slot is booked, this will show the Patient Name. It will also show the Dr. if one is assigned.

             In the screen shot:

            • The broken arrow ( - - - >) pointing right is a free, unbooked slot.
            • The solid arrow, pointing left ( ß), is a booked appointment as you can see the patient and Dr. info.



            Keywordssched, appointment, book, rebook, surgery, exam, recheck, ultra, ultra sound, mri, schedule, cancel, notify, test, email, notify   Doc ID127466
            OwnerTina O.GroupUofI College of Veterinary Medicine Teaching Hospital
            Created2023-04-25 12:22:42Updated2024-02-14 07:46:54
            SitesUniversity of Illinois College of Veterinary Medicine Teaching Hospital
            Feedback  0   0