Navigating to the Appointment Summary

To edit an appointment summary, open the appointment report by navigating to the student’s history tab and clicking View Appointment Summary for the appointment you want to change. Then, at the bottom right of the Appointment Summary pop-up, click Edit Report. 

Appointment Details  

At the top left of the appointment report pop-up, there is a box labeled Appointment Details. This represents the appointment as scheduled or as created, if created from the student profile page as a drop-in. This box cannot be changed, and this data will be reflected on the Appointments Report and Appointment Summaries Report in the “Scheduled” fields. The only way to change this data will be to delete the appointment entirely and create a new appointment (which will be created as a drop-in). 

Meeting Information  

Under the appointment details are boxes for Care Unit, Location, Service, Course, and Meeting Type. Any of these can be changed if the appointment was submitted incorrectly. In addition, more services can be added. Updates to this data will be reflected in the Appointment Summaries Report in the “Reported” fields, and on the staff Appointments tab under Recent Appointments. 

Date and Time of Visit  

Under Meeting Type are boxes for Date of Visit, Meeting Start Time, and Meeting End Time. Any of these can be changed if the appointment was submitted incorrectly. In addition, more services can be added. Updates to this data will be reflected in the Appointment Summaries Report in the “Reported” fields, on the student and staff calendar in OnCourse, and on the student. 

Attendees  

Under the appointment details are boxes for Care Unit, Location, Service, Course, and Meeting Type, Date of Visit, Meeting Start Time, and Meeting End Time. Any of these can be changed if the appointment was submitted incorrectly. In addition, more services can be added. Updates to this data will be reflected in the Appointment Summaries Report in the “Reported” fields, on the student and staff calendar in OnCourse, and on the student. 

Check-In Data  

Check-In Data is automatically created if a student checks in to an appointment. If a student doesn’t check in, the check-in data will be created based on when the staff person opened the appointment summary box and when it was submitted. 

Appointment Summary  

When editing the appointment summary, always include the date the summary was changed and your name.#. If personal or health information was redacted, include the word redacted and the reason the summary was redacted. If the summary was edited, include the word edited. Examples: [edited on 7/22/24 by anthony.204] or [personal information redacted on 7/22/24 by anthony.204] 

Privacy and Report Data  

Students can see all appointment summaries and privacy cannot be changed. The report information only documents the first time the appointment summary is submitted, not other edits, and cannot be changed. 

Open the Note

To edit a note, open the note by navigating to the student’s history tab and clicking Edit Note for the note you want to change. 

Check-In Data  

When editing the note, always include the date the note was changed and your name.#. If personal or health information was redacted, include the word redacted and the reason the note was redacted. If the note was edited, include the word edited. Examples: [edited on 7/22/24 by anthony.204] or [personal information redacted on 7/22/24 by anthony.204]. 

Attached Files 

To remove a file, click the X next to the first Choose File button to remove the incorrect file. To add a new file or more files, click the second Choose File button. When making these changes, make sure to not the edit in the note summary box. 

Note Reason  

Note reasons can be removed by checking the X next to the reason. Additional note reasons can be added.  

URL  

A link to a website can be included for the student to view and can be edited if incorrect. 

Visibility  

Students will only see the note if the box is checked. Most notes should be visible to students as notes can be included in student record requests.