Tridiuum ONE Scheduling Administrator Training Guide

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The following training document will give an overview on how to schedule patient appointments, manage providers' schedules, add availability, and send or start patient assessments.

Home

Clinical Home

1. The Clinical Home is updated in real-time. This gives you a quick snapshot of all the patients the providers have given assessments to that day. You can filter patient assessments on this screen by day, or by clicking the filter icon.

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Patients

Patient list

1. On the PATIENTS tab, you can view all the patients at all your sites.

2. From here you can search by patient MRN or name. You can also filter patients by site (if you have more than one site).

3. If you need to have a patient take an assessment, you can start an assessment by clicking the paper icon in the LAUNCH column.

Assessments

Starting an assessment from the clinical home

1. Click +ADD ASSESSMENT on the Clinical Home.

2. When the ADD ASSESSMENT box appears, type in the patient’s MRN, the site your patient is meeting you at, the assessment type, and the way you’d like the assessment to be administered.

   1. Proctor to Patient- Read the assessment to the patient while they answer the questions.

   2. Launch Onsite for Patient- The patient will take the assessment themselves on an iPad, tablet, laptop, or computer in office.

   3. Send to Patient- Assessment will be emailed or sent via text message to the patient for them to take at home.

Scheduling

Managing schedules

1. On the Scheduling page, you can manage you and your providers' schedules. The initial schedule is your schedule that appears. To search for a specific provider’s schedule, simply start typing the provider’s name in the top left corner and click Enter once you find the correct provider whose schedule you would like to access.

2. Once you are in the provider’s calendar, you can manage their schedule by adding provider availability, patient appointments, hold appointments. You can also edit availability, appointments, and holds on this screen.

Managing intake availability

1. Adding intake availability states that the provider is open to accepting one new patient per open slot. It is the responsibility of the scheduling administrator or provider to manage all appointments for that patient after their intake appointment. If you cancel a scheduled intake appointment, the appointment slot will become available for another new patient. If you do not want to have open availability, you must REMOVE AVAILABILITY from your calendar.

Managing patient appointments

1. Managing appointments through Tridiuum helps prevent double booked appointments.

2. Appointments scheduled by the Call Center through Tridiuum will automatically prevent the provider’s available time slot from being booked again. Your intake availability slot will be visible on your calendar to ensure you know that it was an intake availability slot filled.

3. When an appointment is scheduled in Tridiuum, the patient will receive an email from Tridiuum1 Notifications for them to confirm their appointment. If they do not confirm their appointment, they will still receive reminder notifications and assessments and the appointment can still be held.

4. Patient appointments can also be managed from the patient profile under the VISITS tab. Click +ADD VISIT.

5. Create your appointment.

Creating patient appointments

1. Site: Select the site location of where the appointment will be held.

2. Provider: The provider this appointment is scheduled with.

3. Patient/Group Name: Who the appointment is for.

4. Start Date/Time: Date and time the appointment will start.

5. End Date/Time: Date and time the appointment will end.

6. Repeat: Select if you’d like this appointment to repeat.

7. Visit Type: Type of visit (Intake Psychiatry - 60 min, Psychotherapy - 60 min (ongoing appointment)

8. In person or Virtual appointment - Signifies if the appointment was held in person or virtually.

9. Notes: Any notes about the appointment you'd like to add.

Hold appointments

1. A hold appointment is for when a patient is requesting to meet with a specific provider but needs the proper authorization to ensure their needs are met and the claim is approved. The provider can create a hold to block out a time that is convenient for both the patient and the provider. The patient must then be told to contact their local Medical Center to go through the proper screening to have the appointment booked with you or their provider.

Scheduling and assessments

Scheduling in person appointments and patient assessments

1. If you schedule the visit on the Tridiuum ONE scheduling calendar, select the Visit Type (Psychiatry Intake 60 mins for an intake appointment or Psychotherapy - 60 min for ongoing appointment).

2. Click In person appointment.

3. Next, select the Assessment Type (Mental Health for an adult and Youth Mental Health for a child).

4. To ensure that the appointment is sent to the patient, you must select the Send via Email and/or Send via Text option and type in the patients preferred email address and phone number. This ensures they are also providing consent to communicate via email or text.

5. Once scheduled, the patient’s assessment will be sent to them 20 minutes in advance to complete the assessment. If the assessment is not completed by the patient, we recommend the provider proctor the assessment to the patient at the time of their visit.

Scheduling virtual appointments and patient assessments

1. If you or your providers are seeing patients virtually, Tridiuum assessments will automatically send to the patient via email or text message 20 minutes prior to their scheduled appointment time. Whether you use Tridiuum’s video platform or another video platform, an intake assessment will always be sent to the patients.

2. To ensure that an assessment is sent to the patient prior to every visit, when you complete the appointment information, be sure to select Virtual Appointment and the Assessment Type (Mental Health or Youth Mental Health).

Profile

Managing site profiles

1. Your Tridiuum ONE profile is a combination of your personal, professional, and site information to ensure that the patients meeting with you best match you based on your specialties and location. Your patient will also receive a link to your profile when an appointment is booked with you. It is important to complete all your profile information to ensure you receive the best patients for you.

2. The personal and professional portion of profile creation must be completed by the individual provider. Another user can not manage this portion of their profile.

3. The site portion of the profile is meant for all users who work at that location. It is not specific to each individual user. It is the only portion fo the profile that effects all users who work at that location and it is critical for all site profile information to be complete to ensure providers receive patient intake appointments.

Reports

Viewing the Provider Appointments and Provider Availability reports will how show a quick snapshot of a provides open availability and booked appointments. NOTE: Provider intake availability time slots will not disappear from a providers schedule if a patient was booked during that time. This is for your tracking purposes to ensure you had that availability open at one point. Also, if an intake appointment is cancelled, the intake availability slot will reopen to have another patient booked during that time.

1. Go to REPORTS tab and select Provider Appointments or Provider Availability from the drop-down options.

2. Select the AREA from the drop-down.

3. Select the provider or providers who you would like to see their booked appointments.