PATIENT SCHEDULES:
Using the CADENCE System
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The "CADENCE" system is the computerized scheduling system used by the CPMC outpatient clinics. Housestaff can now access their patient schedules from any computer in the hospital. Instructions for use are below - a few points to remember include:
- The schedule changes from hour to hour. Do not assume that because you checked your patient schedule last week that you know who is coming to clinic!
- You are required to be in clinic even if there are no patients in your CADENCE schedule. There may be patients already here in clinic who need to be seen (because their scheduled MD's clinic was cancelled, because someone is running late, etc).
- Only the chief residents and clinic directors can cancel your clinic - if you call in sick or are pulled for sick call, they will call the clinic and inform us. If we haven't heard from the chiefs (or cancelled your clinic ourselves), we assume that you will be here.
- Proofreading your schedule on a regular basis is a very, very good idea. If you catch mistakes in advance, it's easy for us to fix them. You can review the relevant rules governing your clinic schedule here. If you have questions, or think you've spotted a mistake, call us.
CADENCE now provide us with the capability of scheduling patients ourselves. Please see below for info.
It is probably easiest to learn to use CADENCE from someone who knows how to do so - stop by the clinic for a quick lesson from one of us.First, you need to find a hospital computer (one that has a NYPH asset tag #). It should be capable of running the applications from the NOVELL network. Due to program licensing limitation (it is not a web based program), this program will be installed in a limited amount of computers* on the Milstein Medical Floors, however all clinic computers will be have Cadence capabilities.
1. Log into the hospital Novell Network. Look for the Icon-ICA Epic Hyperspace Production West. This icon is most easily found by clicking on the Epic folder in the left Novell network box.
2. Click on the icon, and sign on to the program by using your WEBCIS ID.
3. Click on Schedule, pull menu down to View Schedule.
4. By default, the department (AIM clinic) is the one you are logged into already. To look at individual providers' schedules, click on --- and pick the provider, then hit Search. The schedule should come up. You can click on the dates on the monthly calender to view your future schedules. Click on the "print" button for printing. ( Color Coding-Green means that the slot is available, red means slot is overbooked, yellow means the slot is filled)
5. To schedule appointments: click on make appt. button to go to the appt function. Choose the appropriate department, visit type, and the provider. Use the calender to pick a day. Click on the "schedule" button at the bottom of the screen. Cadence will display the first day with a schedule following the day entered in the step 3. To display only the open slots choose "open times by date and time". Pick a time, and double click on it. You will see the appointment info at the bottom of the screen, enter notes as needed. Click the schedule button, then accept on the next 2 screens that follow.
6. To cancel appt. Open the patient's record, on the bottom half of the screen you will see the patient's current/future appointments. Highlight the appointment you need to cancel From the buttons now available on the bottom of the screen, click on "cancel". On the upper half of the next screen, will be a list of all of the appointment. Verify that only the appointment you want cancelled is selected, and enter a reason for cancel (never select "deceased"). Click the "cancel selected appointments" button. Selected appointment will be marked "canceled" in the upper section, and automatically moved to the bottom section, if rescheduling is needed.
7. Who is here? The "arrived" button is available from the "scheduling" menu. When you first access this report, select your clinic (AIM) from the tree on the left side of the settings window and check the "make this my default report" box. On subsequent visits you will be taken directly to the "arrived" report. Change the arrival date to today's date by typing "t". Click on the "run" button. all patients checked-in to any of the AIM clinics will be displayed.