Dynamic Messaging
Guided Scheduling allows practices to inform and even warn users during the scheduling process through Dynamic Messaging. These messages only appear to users when the specific rule is enacted by the patient demographics, search results and/or practice information. Dynamic Messaging does not impact the results that come back to the user (filtering or optimization).
Dynamic Messaging is configured by navigating to www.allscriptsguidedscheduling.opargo.com, logging in, and selecting “Dynamic Messaging” on the left-hand navigation.
Administration
To create a new rule, select “Create New Message.” To edit an existing rule, select “Edit” next to the selected rule. Message name is what the Dynamic Message is called internally. This allows administrators to distinguish rules in Admin.
Criteria are the variables or fields that will trigger a Dynamic Message. Display location is where the message will be displayed to the user. Message Text is the text that will be displayed to the user.
Criteria
Select the appropriate criteria for which a Dynamic Message may be triggered. More than one criterion may be selected for a single rule. Select the available options for the rule for each criterion. More than one option may be selected for each criterion.
Available Criteria 1 – Age. The age of the patient as calculated from current date to the patient demographic data in APM.
Available Criteria 2 – Gender. The gender of the patient as indicated in the patient demographic data in APM.
Available Criteria 3 – Activity Type. The Guided Scheduling activity type is selected by the scheduler for this visit.
Available Criteria 4 – Frequency. Frequency may be based on how far out an appointment might be booked in the future, or the frequency for which an appointment may be booked based on prior appointments. When selecting frequency, the activity type criteria will auto-populate with it as frequency relies on activity type.
Within frequency, you will need to configure when the message should be displayed. In this example, the message will display between zero and 28 days since the activity associated with the message has been used. (This patient should only receive this injection every 28 days).
Available Criteria 5 – Insurance. The insurance plan for this patient as indication in the patient demographics in APM.
Available Criteria 6 – Location. The location(s) for which the message will apply.
Available Criteria 7 – Provider. The provider(s) for whom the message will apply.
Location
Select on which page or pages the Dynamic Message will appear.
Home Page – The Dynamic Message will appear at the top of the Open Times Results page.
Best Fit Page – The Dynamic Message will appear on Open Times results page on the available visit as appropriate. A visual indicator of an “M” will display when there is a message. If you place your mouse over the line, the message will expand to provide further detail.
Confirmation page – The Dynamic Message will appear on the Schedule Appointment page at the top.
Message Text
Type in free text the message that should be displayed to the user. Various criteria have been created as macros. These text macros can be inserted in a sentence to pull the associated information.
In this example the message will display as follows: Patient is Female (or male if appropriate).
When creating your message, the macros should be inserted in the sentence where you would like the data to be pulled. Place your cursor in the text where the macro data should be displayed and select the shift key and the tilde (~) key on your keyboard. Keep the shift key held down and select the macro choice with your mouse.
Macro Fields
Earliest-eligible-appointment-date: the soonest that the patient should be scheduled based upon the configured frequency and the last time the patient was appointed for that activity type.
Latest-eligible-appointment-date: the furthest out that the patient should be scheduled based upon the configured frequency and the last time the patient was appointed for that activity type.
Previous-appointment-date: the last date that the patient was scheduled for the configured activity type.
Minimum-days: the minimum number of days that should be between scheduled appointments based upon configuration
Maximum days: the maximum number of days that should be between scheduled appointments based upon configuration
Activity-name: the name of the activity being referenced in the message
In the example below we have used a number of the text macros to create our message. The completed message would be as follows:
“Injection can only be scheduled every 30 days. This patient was last seen on June 1, 2021. Please schedule on or after July 30, 2021.”
Scheduler Experience
Find Open Times
When a patient appointment search has been launched in Open Times, any Dynamic Message that applies to the patient will be displayed at the top of the Find Open Times page. The applicable dynamic message criteria currently available include patient age, patient gender, and patient insurance. The display of the message will be at the top of the page. Multiple messages may be displayed if all are applicable.
Open Times Results
When a dynamic message rule is applied, it will be shown in-line with the search responses. The rule criteria for the Open Times page includes provider, patient gender, patient age, patient insurance, selected activity type and appointment frequency (duration from/between appt).
Confirmation Page
When a Dynamic Message is applied to the Confirmation Page, the message appears at the top of the page Schedule Appointment page. The applicable criteria for the Confirmation Page are provider, patient age, patient gender, patient insurance, activity type selected and frequency (duration). Practices may also provide generic patient reminders on the Confirmation Page to be communicated to patients (nearby road construction, pre-authorization detail, etc.).
Dynamic Messaging Library
Specialty
Message Name
Message Text
Primary Care
Age Restrictions
This practice requires a referral to see new patients under ~patient-minimum-age.
Primary Care
Activity type cannot be seen prior to 28 days due to patient insurance.
The patient with ~insurance-plan-name insurance has an appointment on ~previous-appointment-date for ~activity-name. The next appointment must be scheduled on or after ~earliest-eligible-appointment-date.
Primary Care
Activity type cannot be seen prior to 14 days due to patient insurance.
The patient had an appointment on ~previous-appointment-date. Patients with ~insurance-plan-name should not have another ~activity-name appointment scheduled until after ~earliest-eligible-appointment-date.
Primary Care
Humana referral alert
Please obtain a referral for all Humana patients.
Primary Care
Annual well visit / Humana
~activity-name can only be scheduled every ~maximum-days days. Please scheduled the next appointment on or after ~earliest-available-appointment-date for ~insurance-plan-name. Thanks!
Primary Care
BCBS-MA : BCBS (PPO) : 56 – 999 Days : Warning
The patient with ~insurance-plan-name had a previous appointment on ~previous-appointment-date for ~activity-name. The next appointment should be before ~latest-eligible-appointment-date.
Primary Care
Display gender on home page
This patient is ~patient-gender.
Orthopedics
Message regarding bringing films/notes from referring provider
Remind the patient to bring films and any notes from referring provider for ~activity-name.
Orthopedics
Physician name wrong activity type for Medicare visits
You have selected the wrong appointment type. Please go back and select the appointment type specific to Medicare.
Orthopedics
Medicare only
~activity-name appointments are not intended for patients insured by ~insurance-plan-name.
Orthopedics
Synvisc / Orthovisc frequency (6 months)
The patient had a previous appointment on ~previous-appointment-date. Please schedule on or after ~earliest-available-appointment-date.
Orthopedics
Injection coordinator must schedule
~activity-name must be scheduled by Injection Coordinator.
Orthopedics
2 visits same day restriction
You cannot schedule this appointment on ~previous-appointment-date. The patient already has an appointment with another provider. Please select a different day.
Orthopedics
Surgery Coordinator Must Schedule
~activity-name must be scheduled by Surgery Coordinator.
Orthopedics
Provider name humerus
~provider-name only sees humerus injuries close to the shoulder.
Orthopedics
Physician approval required
~activity-name appointments require physician approval.
Orthopedics
No arthritis
~activity-name should not be scheduled for arthritis patients.
Orthopedics
Provider no longer at practice
Prior ~provider-name is no longer at practice as of Date. New provider name may have availability.
Orthopedics
Medical Assistant must schedule
~activity-name must be scheduled by Medical Assistant.
Orthopedics
Surgery Coordinator must schedule. Physician approval required.
~activity-name must be scheduled by Surgery Coordinator and requires physician approval.
Orthopedics
Provider name knee MRI review
~activity-name requires PA approval if ~provider-name is not in clinic.
Orthopedics
Medicare patient message
Providers ~provider-name have Medicare specific activity types. Please ALWAYS use those when scheduling Medicare patients.
Orthopedics
Private payers only
~activity-name appointments are not intended for patients insured by ~insurance-plan-name.
Orthopedics
50 and older
~activity-name appointments are not intended for patients who are at least 50 years old.
Orthopedics
Provider name Medicare 65 or older only
~provider-name does not see Medicare patients who are 64 years old or younger.
Orthopedics
Provider Name knee/shoulder MRI results
Remind patient to bring MRI CD.
Orthopedics
PA approval required
~activity-name requires PA approval.
Pain Management
MD visit required
Patient saw ~provider-name on ~previous-appointment-date. Please book next appointment with Physician Name.
Pain Management
Medical Clearance Facility Appointments
ALERT: YOU ARE SCHEDULING THIS PATIENT FOR A PROCEDURE. PLEASE CHECK IF PATIENT REQUIRES MEDICAL CLEARANCE PRIOR TO SCHEDULING.
Eye Surgery
Emergency 10 (Same Day)
Emergency 10 (same day) appointments are per WMRC’s protocol.
Eye Surgery
NP 15: Routine (w/in 7 days)
~activity-name MUST be scheduled within 7 days.
Eye Surgery
Avastin: Medicare: 25 Days
The patient had a previous appointment on ~previous-appointment-date for ~activity-name. Please schedule on or after ~earliest-eligible-appointment-date.
Eye Surgery
Jetrea: Alice warning
Please notify Alice when scheduling ~activity-name ASAP.
Eye Surgery
Eylea: Humana: 30 days
The patient had a previous appointment on ~previous-appointment-date. Please schedule on or after ~earliest-eligible-appointment-date.
Eye Surgery
EP 10: Problem visit (w/in 24 hours)
Please communicate with a Tech when scheduling ~activity-name per practice protocol.
Eye Surgery
Tricare Prime Referral
~insurance-plan-name requires a referral.
Eye Surgery
Eylea: Non-Humana 28 days
The patient had a previous appointment on ~previous-appointment-date. Please schedule on or after ~earliest-eligible-appointment-date.
Eye Surgery
NP 15: FAA Notify Physician Name
When scheduling ~activity-name, please notify Physician Name.
Eye Surgery
Avastin: Non-Medicare: 28 Days
The patient had a previous appointment on ~previous-appointment-date. Please schedule on or after ~earliest-eligible-appointment-date.
Eye Surgery
Lucentis .3 and .5 28 Days
The patient had a previous appointment on ~previous-appointment-date. Please schedule on or after ~earliest-eligible-appointment-date.
Eye Surgery
Iluvien: Single: Alice Warning
Notify Alice when scheduling ~activity-name ASAP.