| Visit Data may also be recorded through Appointments. While appointments are scheduled and appointment data is recorded, the associated Visit still needs to be recorded for Reporting purposes as well as for Attendance purposes. We can do this directly from the Appointment Record. Here is an example detailing this process.
The following screenshot displays the Schedule for our Consultant Jane Doe. On Wednesday, we see that Jane has an Appointment with student Sam Smith at 9:00 am for English 101.
When we click on the blue 9:00a hyperlink, the Appointment Entry window appears displaying the Appointment details.
Manual Visit Entry through Visit Info
There are three options to enter Visit information in the Appointment record. The first option is to enter the Visit information manually. Click on the Visit Info Tab to record Visit Info.
In the Visit Info Tab, users can enter Visit Data for the associated Appointment, in this case the 9:00am appointment between Jane Doe and Sam Smith. Users can fill in the Date, Time In, Time Out, Subject, Center, Reason, Location, and add any relevant notes in the Notes field.
Clicking on the “Date” field will copy the Date and Time from the Appointment Record and paste these fields into the associated Visit Record.
Clicking on the “Center” hyperlink will copy the appointment Center, Subject, and Reason and paste these fields into the associated Visit Record.
Click “Save” to save the new Visit Record.
Auto - Create Visit on Save
The second option to enter Visit information allows a user to simply copy the information already populated on the Appointment Info tab. In the Appointment Info tab, notice the “Automatically create the visit when this appointment is saved” preference to the right of the Save button.
If this preference is activated and a User “Saves” the Appointment Record, all of the information on the Appointment Tab will be copied and pasted into the Visit Info Tab, and both records will be Saved.
Click “Save” to save the new Visit Record.
Visit Record Entry through Group Roster
The third option to record visits involves marking attendance through Group Appointments. Visit Records can be created by processing the Attendance of a Group Appointment. For the following example, we see a Group Appointment scheduled for our Consultant Jane Doe on Wednesday. Notice the “3/10” field next to the 8:00 am Appointment, which signifies that students have booked three of the ten available slots.
By clicking on the blue dropdown arrow to the left of the 8:00am appointment, we are able to view the current Group Roster for the Group Appointment. In the Group Roster that is displayed, we can see Sam’s name in the current listing of Students.
To the left of each student’s name are two checkboxes. Activating the checkbox to the left will mark the Appointment status as Attended for the selected student and also creates a Visit record to link to the Appointment record. Activating the checkbox to the right will mark the Appointment status as Cancelled for the selected student, in which case no visit record will be created.
When the checkbox on the left is activated to indicate that our student Sam Smith has attended this appointment, the system will notify the user that a Visit record was created. A field will appear asking the user to enter any relevant Visit Notes for the Visit Record.
Enter any Visit Notes as needed and click “Save”, or if no Visit Notes are necessary click “None” to save the Visit Record.
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