Soarian’s Guide for AIM Physicians 2010

Soarian is a scheduling program introduced to AIM by NYPH in March of 2009. It is a work in progress and here is the AIM User guide.

1. Background-Soarian is available on the web, you can get to it by the clinic website- medicineclinic.org (see the horizontal boxes on top of the hospital picture). When using this link outside of the NYP network (i.e. home), you will need to activate your VPN or citrax program. The first time you log in you should use “siemens” as the password, a prompt box will then direct you to personalize your password.

2. Viewing your schedule – Soarian’s weird lingo calls providers “resources”. The best way to display your own schedule is to use top “RESOURCE Appt “ tab or the “1-day Resource” tab. Search for your schedule by inputting your name into the “RESOURCE” box and hitting the back arrow. This will bring you up a list of options and click on your own name, then “OK” to display your schedule. When looking through the “1-day resource” tab you can jump to your n ext clinic by clicking. You can look at advance dates by toggling the date bottom on top and hitting GO.

3. To track your arrivals during clinic or figure out who booked the appt –pull up your schedule in the “1 DAY RESOURCE BOOK”. Once a patient arrives, a grey stick figure will show up next to their name and the arrival time. You may need to hit “GO” often to refresh the arrivals. Of note, most of you should learn to also track arrival time by using Eclipsys. To find more details on who booked the appts, and what date it was booked originally, click on the time slot of the pt’s appt on the L column to pull up Appointment Detail. Then hit AUDIT. This will show you the code of the person who scheduled, arrived, or discharged the pt. (To ensure scheduling accountability, our administrators have a listing of staff and Soarian code).

4. To schedule an appt, There are 2 ways to schedule appts, IN PROGRESS and INTEGRATIVE BOOKING. The steps are pretty similar. First select a patient on top, then pick the proper Dept {For Residents in AIM Use IMR (Internal Medicine/Res) and for Attendings use Med (internal medicine)}. The LOCation is Vanderbilt Clinic, RES is the MD name, type that in. Then pull down ACTIVITY for a new pt (IMRNWP) or follow up visit (IMRFUV). After selecting an appt be sure to hit the save button on the bottom and later “create default” to complete the transaction. When you are not going to be in clinic for a while, but need someone to advance care for you. You can also search for any open appts within your Clinic FIRM, by clicking on the , then in the RES button type AIM to pull up the AIM modules.

5. To cancel an appt: Select the patient, click on the PATIENT APPOINTMENT button, a list will appear. Check the box next to the appt you wish to cancel. Click the cancel button . You can also cancel the pt in the 1 DAY RESOURCE tab, just click on the patient’s name and hit the cancel button.

6. To look up a pt’s future, past appts, show rate, Go to PT APPT tab and back date the calendar on top to pull up past appts, here you can view several types of appts, cancelled, scheduled, etc... Soarian only has data going back to March 2009. There is now also a no show percentage which is the small red figure with a show/scheduled fraction ratio right next to the name.