Chapter 19: Whiteboard
CHAPTER 19: WHITEBOARD
The purpose of Whiteboard is to have Appointments, Reservations, Check-Ins and/or a schedule of
services to be performed, all accessible from one screen. You can use the Whiteboard to view patients
who will be arriving, check those patients in, and view those who are currently checked-in. The
Whiteboard also allows you to schedule and post activities for those checked-in patients. You can also
release and check patients out from Whiteboard. In addition, when a patient is checked into the clinic
for an appointment that has services which need to be preformed, you can have those added directly to
the Whiteboard.
In this chapter, you will learn how to:
“Access the Whiteboard” on page 1
“Patient Check-In” on page 1
“Add Services to the Schedule Tab” on page 2
“View Patient Activities” on page 3
“Post Services from the Schedule Tab” on page 3
“Release a Patient” on page 3
“Check a Patient Out” on page 3
“Print Reservations, Census and Whiteboard Layout” on page 3
“Print Scheduled Activities” on page 4
“Link a Whiteboard Category to Treatments, Items, and/or Diagnosis” on page 4
“Sort Whiteboard Entries” on page 5
“Expand a Treatment Group on the Whiteboard” on page 5
“Create Additional Data Fields for Whiteboard” on page 5
“Access Additional Data Fields from Whiteboard” on page 6
“Record Estimate Details on Whiteboard” on page 6
Access the Whiteboard
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On the CID, open the Clients menu. Click Whiteboard.
AVImark allows you to toggle back and forth between the Whiteboard and the CID
using ALT+F6. In addition you may work in other areas of AVImark while leaving the
Whiteboard open.
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Chapter 19: Whiteboard
Patient Check-In
From the Arriving tab you can quickly check a patient into a scheduled appointment or reservation.
This feature is available on both the Appointment and Boarding tabs.
Appointment tab
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Select the correct patient entry. Right-click and from the shortcut menu, click Check-in.
You will be prompted to remove appointment from calendar. Click either Yes or No.
Boarding tab
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Select the correct patient entry. Right-click point to Check-in and click Boarding,
Hospitalization or Other.
To learn more about:
Search the Help for:
Whiteboard Tabs
Whiteboard Activity
Table of Contents – Whiteboard
Whiteboard Activities
Add Services to the Schedule Tab
Once the patient has been checked-in you may add activities to the patient during the visit.
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On the Schedule tab, right-click and from the shortcut menu click New to display the Select
Patient window.
From the Patient Drop-down select the correct patient and click OK to display the New
Whiteboard Activity window.
Type the Code for the activity. If the code is not known, TAB to the Description field and
type at least the first two characters of the description to display a list of services to choose
from.
If choosing from the list, double-click the correct entry. The Code and Description fields will
fill in automatically.
Enter the other detailed information for this activity.
o Repeat - This field indicates the number of times this activity needs to be performed.
o Frequency - How many times per day the activity is to be performed.
o Frequency Intervals - Specify the interval as how many times per day or an hourly
interval.
o Quantity - The amount to be administered each time.
o Rate - The rate of measure in which to administer the service.
o Route - The route through which to take when administering the treatment or item.
o Completed - Mark as completed when the task is accomplished.
o User - The user who will be administering the service.
o Start - The start date for the activity.
o Time - The time for the activity to begin.
o Post on Checkout - Will be posted to the patient’s Medical History at check-out.
o Category - To associate a category with the entry.
o Amount - Uncheck Use Current Price to clear the amount field and enter a user
defined price.
o Patient - Allows you to select the patient if incorrect.
o Client - Contains the name of the client owning the patient.
Click OK to add the entry. You may add as many activities as required. When finished
adding activities, click Cancel.
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Chapter 19: Whiteboard
To learn more about:
Search the Help for:
Create a Whiteboard Category
Whiteboard
View Patient Activities
The Whiteboard window gives you two areas in which you may view the scheduled activities for
patients during their stay. This may be done from either the Schedule tab or the Checked-in tab. The
Schedule tab will allow you to view all patients’ activities in one large list, and the Checked-in tab
allows you to view individual patients’ activities.
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On the Checked-in tab, open the View menu. Click Patient Activities to display a patient
activity area at the bottom of the window.
Post Services from the Schedule Tab
Post activities as they are administered to the patient from the list of activities on the Whiteboard
window.
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From either the activities area of the Checked-in tab or from the Schedule tab, select the
correct entry(s). When selecting activities to post to a patient’s Medical History from the
Whiteboard Schedule tab, selecting a single activity multiple times will increase the quantity
of the activity that will be posted.
If more than one entry needs to be posted, you can select multiple entries by holding down
the CTRL key as you click on each entry. Use the SHIFT key to select sequential entries.
In addition, AVImark allows you to re-arrange the order of entries so they will be posted to
Medical History in the order you wish. Use a drag-and-drop operation to change the
position of the entries in the list prior to posting them.
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With the correct entries selected right-click and from the shortcut menu, click Post.
Release a Patient
If you are using the Control Patient Check out feature you will have to release the patient before
AVImark will allow them to be completely checked out.
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From the Checked-in tab, select the correct patient entry.
Right-click and from the shortcut menu, click Release.
Check a Patient Out
Once a patient has been released for check out, you are able to check the patient out from Whiteboard.
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On the Checked-in tab select the correct patient for check out.
Right-click and from the shortcut menu click Status to display the Check-in Status window.
Click Check out.
Print Reservations, Census and Whiteboard Layout
AVImark gives you the ability to print the list of reservations and the Census, list of patients currently
checked-in. Also from any tab you can print the layout of that selected Whiteboard tab.
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Chapter 19: Whiteboard
Appointment Reservations
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From the Whiteboard Arriving tab select the Appointments sub-tab.
On the File menu, click Print Census to display the Printing Appointments window.
Use the Print to drop-down list and select the correct printer.
For a specific date range, select the Check-in Date Range option and use the From and To
drop-down calendars to enter the date ranges.
If appropriate, use the Chart or Document option to print patient charts or documents for those
patients checked-in.
Click Print or to preview the report onscreen select the Preview option and then Print.
Boarding Reservations
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From the Whiteboard Arriving tab select the Boarding sub-tab.
On the File menu, click Print Census to display the Print Boarding Reservations window.
Use the Print to drop-down list and select the correct printer.
For a specific date range, select the Check-in Date Range option and use the From and To
drop-down calendars to enter the date ranges.
If appropriate, use the Facility drop-down list and select a specific facility.
If appropriate, select a Sort By option.
Click Print or to preview the report onscreen click Preview.
Census (Check-ins)
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From the Whiteboard select the Checked-in tab.
On the File menu, click Print Census to display the Print Hospital Census.
Use the Print to drop-down list and select the correct printer.
For a specific date range, select the Check-in Date Range option and use the From and To
drop-down calendars to enter the date ranges.
To include the Scheduled Activities on the report, select Include Activities
If appropriate, use the Facility drop-down list and select a specific facility.
If appropriate, select a Sort By option.
Click Print or to preview the report onscreen click Preview.
Print Tab Layout
If you have customized the layout of a tab in the Whiteboard by arranging, removing or adding
columns AVImark gives you the ability to print this layout as it is displayed on screen.
• In Whiteboard select the desired tab.
• Right-click and from the shortcut menu select View, Print.
• Choose a printer and click Print to print the layout of that selected tab.
Print Scheduled Activities
AVImark gives you the ability to print the list of activities for those patients who are checked-in.
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From the Whiteboard select the Schedule tab.
On the File menu, click Print Schedule to display the Print Whiteboard Schedule window.
Use the Print to drop-down list and select the correct printer.
To print activities for one specific doctor or staff member use the Doctor drop-down list to
choose the appropriate person.
Use the Whiteboard Category drop-down list to print activities associated with a specific
category.
To print activities for a specified time period select Date Range and enter the desired dates.
If appropriate choose to include More Stuff information, Notes and Completed Activities.
If appropriate, select a Categorize by option.
Click Print or to preview the report onscreen click Preview.
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Chapter 19: Whiteboard
Link a Whiteboard Category to Treatments, Items, and/or Diagnosis
AVImark allows you to link Treatment, Inventory and/or Diagnosis Categories or individual
Treatments, Items, and/or Diagnosis to a Whiteboard Category. These Whiteboard Categories will
need to be set up in System Tables, Whiteboard Categories. This feature is particularly useful when
you want to group specific services together on the Whiteboard.
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On the CID, open the Work with menu. Click Treatments, Inventory, or Diagnosis List.
Link a Treatment, Inventory, or Diagnosis category
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From the Categories section of the appropriate list, select the correct Category.
Right-click and from the shortcut menu, click Change to display the Change window for that
list.
Using the Whiteboard drop-down list, choose the appropriate category name and click Done.
Link an individual Treatment, Item, or Diagnosis
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Click the Category name which contains the service to be linked.
Select the correct item. Right-click and from the shortcut menu, click Change to display the
Change window.
Click the Whiteboard tab. Using the Whiteboard drop-down list, choose the appropriate
category name and then click Done.
Sort Whiteboard Entries
Sort the Arriving, Checked-in, or Schedule Tab by using the “Group by Panel”. This will allow you to
sort by a column heading.
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Select the Whiteboard tab you wish to sort.
On the View menu, click Show/Hide Group Panel to display a gray area above the
Whiteboard entries.
Select the Column Heading you wish to sort by. Drag the heading to the gray area. This will
display the entries in a “tree style” grid.
On the View menu, click Expand All/Collapse All to expand or collapse all entries at once.
Expand a Treatment Group on the Whiteboard
When choosing a treatment group to add to the activity schedule on the Whiteboard, you have the
option of expanding or not expanding the group.
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In an activity area on the Whiteboard, right-click to see the shortcut menu. Point to Choose
and click Treatment to display the Treatment List window.
Select the desired Treatment Group. Click Done to display the Treatment Group on the New
Whiteboard Activity window.
Click OK. You will need to click Yes or No to confirm.
Create Additional Data Fields for Whiteboard
Additional Data Fields may be created for the “Checked-in tab” or the “Schedule” tab.
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On the CID, open the Work with menu. Click System Tables.
Select the Additional Data Fields Table.
In the Entries for Additional Data Fields section, select the area you wish to create fields for.
Additional Check-in Fields
Selecting this field, you may create Additional Data Fields for the Checked-in tab.
Additional Whiteboard Fields
Selecting this field, you may create Additional Data Fields for the Schedule tab.
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Chapter 19: Whiteboard
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Right-click and from the shortcut menu, click More Stuff Fields to display the Define More
Stuff window.
Right-click and from the shortcut menu, click New to display the Additional Data Field
window.
In the Name field, type the description of the field you want to create.
Using the Type drop-down list, select the field type that would be best for data that will be
entered into the field you are creating.
Click Done to add the field. Continue adding the desired Additional Data fields in the same
manner, and click OK when you are finished.
Click Done on the System Tables window.
Access Additional Data Fields from the Whiteboard
Checked-in tab
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On the Checked-in tab, select the correct patient. Right-click and from the shortcut menu,
click Change to display the Change Check-in window.
Enter the data to record for the patient and then click OK.
Schedule tab
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On the Schedule tab, select the correct entry. Right-click and from the shortcut menu, click
Change to display the Change Whiteboard Activity window.
Enter the data to record for the patient and click OK.
Record Estimate Details on the Whiteboard
AVImark allows you to post, “Patient Specific Estimates”, “Canned Estimates” or an “Individual
Estimate” entry to Whiteboard. This can be done automatically or manually.
Automatically
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On the CID, click the patient’s Estimate tab.
Choose or create an Estimate.
When selecting the Estimate, you will need to click Yes to confirm.
Manually
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On the CID, click the patient’s Estimate tab.
Select the desired Estimate. Right-click and from the shortcut menu, click Post to
Whiteboard.
You will need to click Yes to confirm.
To learn more about:
Search the Help for:
Include More Stuff on Schedule
Whiteboard Categories Setup
Print Whiteboard Entries
Whiteboard Categories Table
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Chapter 19: Whiteboard
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