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Tools for mental health therapists in private practice

PSYBooks Manual

Chapter Four

Intro to the CalendarCalendar

What this is

Calendar is one of the sections of the global nav. The Calendar section of the app allows you to keep track of all of your appointments and other events. You can schedule appointments (including repeating appointments), set reminders and choose different colors for different appointments to help you stay organized.

What it looks like

Calendar

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom.

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The Calendar section of the app can be used to keep track of all of your client appointments as well as other events. There are many ways you can customize the calendar, i.e., by choosing how you want your clients' names to appear, by color-coding certain events, by deciding whether or not to set reminders, etc. There are also tools that allow you to search and to print your calendar.

Add AppointmentCalendar

What this is

The Add Appointment tool is used to add both client appointments and other events to the calendar.

What it looks like

The best way to access the Add Appointment tool is by clicking the calendar. However, there's also an Add Appointment tool under the hamburger menu on the right that looks like this:

Add Appointment

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. The Add Appointment tool is on the left nav or can also be accessed by clicking the calendar.

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There are two ways to access the Add Appointment tool: 1) by clicking the correct time slot on the calendar or 2) by using the Add Appointment tool, which is one of the hamburger menu tools. The form that opens is identical, but accessing it via the calendar can save you some clicks because the date and time will already be filled in. For example, the Add Appointment form below was accessed by clicking on the 11am time slot on October 19, 2013. The items with orange arrows were pre-populated:

tool

Notice that since the default Appointment Type is "Client" (i.e., a client appointment), the Stop Time is automatically set for 45 minutes later than the start time. However, the Stop Time (and/or the Start Time) can be changed on this form. The defaults are just PSYBooks' best guess about what you might want. If you change the Appointment Type to Other Event, the Stop Time would change to 12:00pm, i.e., one hour after the Start Time.

If you had opened this tool from the hamburger menu, you'd have to fill in the Date, Start Time and Stop Time fields manually. However, by clicking on the calendar, in many cases, all you'll have to do is select the client's name from the Client Select box and click Save since the most commonly used items will already be filled in.

The Add Appointment form has some additional tools you can use if needed. Each will be discussed below:

  • Add Client (from the Add Appointment tool)

    You can add a new client right from the Add Appointment tool. If you open the Client select box on Add Appointment, you'll see an orange link for Add Client:

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    Clicking the Add Client link opens an abbreviated version of the regular Add Client form. This abbreviated version is specifically designed to allow you to quickly add a minimal amount of client information so you can schedule an initial appointment. This abbreviated Add Client form looks like this:

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    Notice that the only required items are first and last name. This is different from the regular Add Client form which also requires birthday. At some point, you will need to add the client's birthday (if you don't add it here), but it's not required on the abbreviated form since many therapists don't collect that information during the initial phone contact.

    Once you click Save on the Add Client form, you're taken back to the Add Appointment form which is now populated with the information you just entered:

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    You can now click Save and the appointment will be added or you can make additional changes to the Add Appointment form.

  • Repeats (Create a Repeating Appointment)

    Repeating appointments are extremely common among mental health practitioners so PSYBooks makes them easy to enter. The Repeats select box is right on the Add Appointment form as can be seen below:

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    Repeating appointments will be discussed in detail in a separate section below.

  • Provider Select Box

    In GOI accounts (GOI = Groups of Individuals, i.e., more than one subscriber at the same address), therapists may choose to share their calendar with one or more therapists in their office and/or with their office manager. In these situations, assuming those individuals have been given both read and write permissions, they can select the calendar you need with the Provider Select Box. Individual subscribers will not have this feature. Only one name will be listed in an individual subscriber's Provider Select Box:

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  • Office Location Select Box

    The Office Location select box looks like this:

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    If you only have one office, you will never need this tool. However, if you entered more than one office address in PSYBooks, each one is given a different color by default to help you keep your appointments straight. (You can change your default office color(s) at any time in the Calendar Settings tool.) Assuming you have not changed the default colors, watch what happens when we change this therapist's Office Location in the Add Appointment tool:

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    In other words, when Jane Therapist adds appointments to her first office address, they'll all be in blue (unless she changes the color for a specific appointment). If she changes the Office Location setting to her second office address, the appointments will be listed in orange. Assuming she doesn't change any specific appointment colors, her calendar for the week might end up looking like this:

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    It's also possible to toggle certain office locations on or off. If you click the gold down arrow on the General Settings tool on the left nav, you'll see each of Jane's office calendars listed separately:

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    If you click Jane's name, all of her appointments will toggle off or on. Similarly, if you click either of the addresses, that office's appointments will toggle off or on. For example, if Jane clicked the 555 Blue St address to toggle all of those appointments off, only the orange appointments would be visible on the calendar:

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  • Appointment Color Coding

    Each subscriber has a default base color for their calendar appointments. Also, as discussed above, if the subscriber has more than one office, each office will be given its own default color. Although any of the default colors can be changed at any time in the General Settings on the Calendar page, all client appointments and other events added to the calendar will be created in that office's base color unless otherwise specified.

    The Add Appointment form has a series of color swatches that can be used to create a different colored background for any particular appointment. This feature can be useful in making some appointments stand out from others.

    In the screenshot below, you can see that Jane C. Therapist's base color is purple (the purple swatch beside her office location and also, purple is checked as the default color in the row of swatches in the Appointment Color section):

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    If nothing is changed, this appointment will be created with a purple background. However, Jane is free to change the color of this particular appointment by clicking a different swatch in the Appointment Color row. Changing an appointment color will NOT change the office's default color. To change the default color, you have to use the General Settings tool on the Calendar left nav. That tool is discussed elsewhere.

  • Client Information Section

    The Client Information Section of the Add Appointment form is just there to give you easy access to information that you may need when you're scheduling and/or changing client appointments. It's closed by default, but you can open it by clicking the hour glass on the right side of the gray bar that has the words "Client Information":

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Repeating AppointmentsCalendar

What this is

The Repeat Appointment tool is triggered by a select box on the Add Appointment tool. It allows you to create weekly, bi-monthly, or any other type of repeated appointment that you'd like.

What it looks like

The select box that allows you to mark an appointment as a repeating appointment looks like this:

Repeat appointment select

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. The Repeat Appointment tool is part of the Add Appointment tool, which can be accessed on the left.

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Clicking the Repeating Appointments select box opens these options:

Repeat appointment select options

Depending on which value you select, a new section of the form will open allowing you to further refine your choice. For example, clicking "Weekly" reveals these additional options:

Repeat appointment weekly

Each of the other "Repeats" selections also gives you additional filters which should allow you optimum flexibility in scheduling your repeat appointments.

Edit AppointmentCalendar

What this is

The Edit Appointment window allows you to make changes to existing appointments or events.

What it looks like

The tool to access the Edit Appointment form looks like this:

Edit Appointment Multi-Tool

You can open this window by clicking any appointment or event on the calendar.

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. Clicking on any appointment or event will open a small window that allows you to edit the appointment.

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Accessing the Edit Appointment tool is a two-step process. First, you have to access the Edit Appointment Multi-Tool by clicking any appointment or event on the calendar. Once you've clicked the appointment, the Edit Appointment Multi-Tool pops open like this:

Edit Appointment Multi-Tool

Clicking the "Edit" button on the right opens the Edit version of the Add Appointment Tool - in other words, it's the Add Appointment form but with your data already in place:

Edit Appointment Form

From here, you can make any changes you want to your appointment. If the appointment is part of a series of repeated appointments, when you save it, you'll get this popup which will allow you to select which appointments you want to change:

Edit Repeated Appointment

Delete AppointmentCalendar

What this is

The Delete Appointment window allows you to delete an existing appointment or event. When the appointment is part of a repeating appointment series, you can delete a single appointment or a series of appointments.

What it looks like

The tool to access the Delete Appointment form looks like this:

Edit Appointment Multi-Tool

You can open this window by clicking any appointment or event on the calendar.

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. Clicking on any appointment or event will open a small window that allows you to delete the appointment.

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As with the Edit Appointment tool, accessing the Delete Appointment tool is a two-step process. The first step is to access the Edit Appointment Multi-Tool by clicking any appointment or event on the calendar. Once you've clicked the appointment, the Edit Appointment Multi-Tool pops open like this:

Edit Appointment Multi-Tool

Clicking the Delete button will delete the appointment. If the appointment is part of a series, when you click delete, you'll get this window, which allows you to choose which appointments you want to delete:

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Cancel AppointmentCalendar

What this is

The Cancel Appointment tool allows you to keep an appointment on your calendar, but mark it as cancelled.

What it looks like

The tool to access the Cancel Appointment tool looks like this:

Edit Appointment Multi-Tool

You can open this window by clicking any appointment or event on the calendar.

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. Clicking on any appointment or event will open a small window that allows you to cancel the appointment.

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Canceling an appointment is a way to maintain the appointment on your calendar while also visually cueing you that the appointment has been cancelled. To cancel an appointment, click the appointment or event on the calendar, then check "Mark this appointment cancelled." This action will expand the Edit Appointment Multi-Tool to allow you to make additional choices:

Cancel Appointment Multi-Tool

Once you've made your selection and clicked "Submit", the Edit Appointment Multi-Tool window will close and you'll notice that your appointment now has a line through it and the opacity has been reduced, making it stand out from your regular appointments:

Cancelled Appointment

If the appointment you marked as cancelled is part of a series, only appointments you designate will be marked.

Appointment RemindersCalendar

What this is

The Appointment Reminder tool allows you to create and send email and/or text reminders for clients and any other person or event on your calendar.

What it looks like

The Appointment Reminder tool looks like this:

Appointment Reminders

Where this is

The Appointment Reminder tool is found on the left nav of the Calendar section.

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Differences Between Text and Email Appointment Reminders

Aside from the fact that many people have personal preferences about whether they'd rather receive a text or an email appointment reminder, there is another factor to consider: length. Most text reminders are limited to a total of 160 characters. What makes this a bit challenging is that it may be difficult to accurately determine the number of characters in your text ahead of time. For example, you may decide you want to include your client's name in the reminder - maybe something like "This is to remind John Doe of an appointment with Robert C. Brown, Ph.D. on 10/03/17 at 2pm. Please call 111-222-3333 with any changes within 24 hours."

The reminder above is 151 characters, which is well within the limits of what can be sent. However, in a situation like this, "John Doe" is most likely a variable, meaning that the name of the person receiving the reminder would be inserted there. If the person receiving the reminder happens to have a name that is significantly longer than John Doe, the reminder could end up being truncated. We do warn you when we THINK you might be at risk of having a truncated reminder, but since we don't know how long the names on your appointment reminders lists may be, we're only guessing. However, as long as you are aware of the issue, you will more than likely be able to find ways around it, e.g., by shortening the whole text a bit, or possibly by only using a client's first name instead of their whole name.

Email reminders, on the other hand, can be as long (or short) as you want them to be. They will be sent exactly the way you set them up and you'll never have to worry about anything being truncated.

Getting Started with Appointment Reminders

Appointment Reminders are turned off by default. However, if you want to turn them on, all you have to do is click the Appointment Reminders tool on the left nav of the Calendar page and then click the box beside "Turn on appointment reminders:"

Appointment Reminders

If you don't want to do anything further, email appointment reminders will be sent to both therapist (account holder) and clients or others with appointments, at these times:

  • When a new appointment is made
  • When an appointment time is changed
  • When an appointment is canceled
  • 26 hours before the appointment
  • 2 hours before the appointment

In addition, the therapist will receive the following email each morning:

  • Daily schedule

Edit/View Global Reminders

If you want to view or make global changes to the default reminders, you can use the "Edit Global Reminders" tool, which is a link in the blue header area of the Appointment Reminders table:

Change Default Reminders

Clicking that link opens a window that looks like this - the top portion of the form is for email reminders and the bottom portion below the orange double line is for text reminders:

Change Default Reminders

The screenshot above is what this tool looks like with the default settings. In other words, email appointment reminders are being sent to everyone and they all use the default templates. The Template and Times columns only appear when the checkbox on that row is checked. Since no one is receiving text reminders, none of those checkboxes is checked, therefore you cannot see the Templates or Times columns on those rows.

In addition to the the two large mail vs. text horizontal "rows", this form also has three columns: the category or type of appointment (i.e., Everyone, Subscriber, Clients and "Other"), the template you want to use with that category, and the times you want their reminders to be sent. In other words, if this page had PSYBooks' typical blue table headers, it would look something like this:

Change Default Reminders

An Overall Strategy for Working with Appointment Reminders

If you don't want to use the default appointment reminders, a good strategy is to use the "Edit Global Reminders" form to change the global settings, then make changes to any individual's appointment reminder settings using the table. To edit the global reminders, start by choosing the category of appointment type you want to change (e.g., Everyone, Subscriber, Clients and/or Others):

Editing Global Reminders: Category

The first column on this form shows the category of appointment reminder. You can choose to send email and/or text reminders to any category. For example, you might want to change your default settings to send text reminders to yourself, but continue to use email reminders for everyone else. Since the top part of this form is for email reminders and the bottom half is for texts, the changes just described would cause the form to look like this:

Change Default Reminders

Once you've chosen the global category you want to work with, you can then change the template and/or the times on that category's row.

Editing Global Reminders: Templates

Clicking a template select box gives you options similar to these:

Change Default Reminders

Notice that in addition to the Default template, you have the option of creating new custom reminder templates with the "Add email template" or "Add text template" links. Although adding a template is not difficult, many of the same principles are covered in viewing and/or editing existing templates, so we'll cover that first.

Viewing and Editing Global Templates

The binoculars beside the template select boxes allow you to view or edit any of your existing templates. When you first begin, the only option you'll have is the Default template, so we'll start there. If you click the binoculars beside the Default template in the Email section of the Clients row:

View Template

the window that opens would look something like this:

View Template

This form divides into two main sections: the Template section at the top and the Variables section at the bottom:

View Template

The shaded area in the Template section (i.e., the "Current Template") shows you the text of the reminder your clients would receive, for example:

Current Template:

This is to remind you of the appointment you have scheduled with Steff Smith, Ph.D. for:

[dayDateTime]

If you have any questions about this appointment or if you need to cancel, please contact Steff Smith, Ph.D. at 770-842-1050.

Your name and credentials (as they appear in your profile) would appear in place of "Steff Smith, Ph.D." and the first phone number listed in your profile would appear instead of 770-842-1050. The [dayDateTime] is a variable and would show the day, date and time of the appointment. If you have any questions about the variables used in the reminder - or if you want to make changes, you can use the "Variables" section, which appears below the "Current Template" section of the larger Edit Template form shown above:

Template Variables

Working with Variables

The Variables section is comprised of two sub-sections: "Variables Used in This Reminder" and "Other Variables You May Use." Each will be discussed below.

Variables Used in This Reminder

Looking first at the Variables Used in This Reminder, we see an explanation of the [dayDateTime] variable and also a sample so you can see the formatting (Fri, Aug 3, 8:00 AM, EDT):

View Template

We can also see that there are two more variables used in this reminder: [providerName] and [providerNumber1]. The values for both of these variables have been obtained from the subscriber's Profile, so they have already been filled in. Putting all of this information together, we now know that the complete default email reminder that would be sent to this therapist's client would read something like this:

This is to remind you of the appointment you have scheduled with Steff Smith, Ph.D. for:

Fri, Aug 3, 8:00 AM, EDT

If you have any questions about this appointment or if you need to cancel, please contact Steff Smith, Ph.D. at 770-842-1050.

When you open this form on your own account, [providerName] and [providerNumber1] would be filled in with the information in your PSYBooks Profile.

If you are satisfied with the variables in this reminder, you don't need to do anything else. However, if you'd like to make changes to any of the variables, there are two ways to do it. You can: 1) make global changes so they populate throughout PSYBooks or 2) make changes that only affect Appointment Reminders.

  • Change the Variable Throughout PSYBooks. To understand the first possibility, let's say our fictious therapist in the example, Steff Smith, has decided she wants to include her middle initial "A" in her appointment reminders. Or maybe that's not the phone number she wants to use on reminders. If Steff wants the variable changes to affect everything in her PSYBooks account, that should be done from clicking the "My Profile" link at the top of any page. Once the profile opens, she can click her name in the table and make any changes she wants on the Edit Therapist Profile form:

    View Template

    Changing the Profile will affect everything in PSYBooks, e.g., the information Steff sends to insurance companies, statements she prepare for clients, etc. Also, since the change was made globally, the next time she views a template in the Appointment Reminders section, she'll see that the variables have been changed to reflect the edits she made in her Profile.

  • Make Variable Changes That Only Affect Appointment Reminders. On the other hand, if Steff wants to keep her Profile the way it is and only wants the changes to appear in her Appointment Reminders, she can make the changes in the "Variables Used in This Reminder" section of the "Edit Email (or Text) Reminder Template" by clicking the link of the variable she wants to change. The series of images below show how this works:

    Variables

    When you click "Save Variables" at the bottom of the form, you will have changed the Default email reminder template by changing one (or more) of the variables used in the template:

    Variables

Other Variables You May Use

Below the "Variables Used in This Reminder" section, is a section of variables called "Other Variables You May Use." These will be different on each template but a sample of what you might see is below:

Variables

Notice that some variables in both sections are followed by an explanation of the variable and an example, whereas others are orange links that you can click and change:

Variables

As indicated in the above graphic, variables outlined in blue are set by the system and will be different in each reminder. This means that you can't see exactly what they will say on your template page. For example, the [dayDateTime] variable will give the day, date and time of the actual appointment. Similarly, [appointmentFirstName] will insert the first name of the person receiving the reminder. You cannot directly change these variables on the template form. However, if you change the day, date and/or time of the appointment in your calendar - or if you change the recipient's name in their profile or demographics page, the system will automatically insert the updated values in your reminders.

Conversely, the variables outlined in orange are ones you can change. Some of these, such as the various forms of your name, office address and/or phones, are taken from your profile. However, as indicated above, you can change them - either here or in your profile - to send out different values of these variables in your appointment reminders. Others, most noteably the custom variables, which will be discussed later, can be used for anything you like.

Editing Templates

To make changes in your reminders, you begin by clicking the orange "Edit Reminder" button at the top of the form:

Variables

Clicking "Edit Reminder" opens a form that looks like this (the form below is an email template, but the principles are the same with text templates):

Variables

This form may look confusing at first, but if you look closely, you'll see that the original form has been collapsed to 50% of its width and appears on the left half of the window. The right half of the window is where you make your changes. This allows you to see both the current reminder plus all the variables you can use while you're modifying it.

To understand the form, it helps to compare the shaded area on the left with the shaded area on the right. The one on the left is the reminder with all variables already parsed. (The exception is the dayDateTime variable, since that can only be determined once the reminder is attached to an actual appointment.) The shaded area on the right has the unparsed version of the reminder in textarea fields, which will allow you to make changes. Notice also that the shaded area on the right has a way to add an initial paragraph and also a closing paragraph:

Edit Template

Before getting into the finer points of making template changes, the first thing you may want to do is give your new template a name. Even though we started this process by editing the Default email reminder, once you make changes to this form, you will be creating a brand new template - not overwriting the Default reminder. We will give it a name for you if you don't put anything in the Template Name box, but it will probably help you to identify your template if you name it yourself:

Name the Template

After that, you're free to make any modifications you might need. Notice that the variables on the left side of the page are blue in this edit version of the form. That's because they are now links that you can drag and drop to a textarea on the right side of the page where you want them to appear:

Name the Template

Changes you make on the right - including typing and/or dragging and dropping variables - will automatically show up in the "Current Template" section on the left.

In the sample below, the user has created both an opening and a closing paragraph and added some text (using the [officeAddressShort1] variable) to the 3rd paragraph:

Preview Template

Notice that the user has chosen to use some of the "Other Variables You May Use" in their template. Specifically, they used [appointmentFirstName] in the paragraph they added at the top; they added a sentence to the 3rd paragraph that included [officeAddressShort1], and instead of [providerNumber1], which is used in the Default template, they decided to use [providerNumber2] if people need to call about the appointment.

In the Preview section on the left, we can see a sample of the custom reminder that the user just created. Notice that there are two variables that have not been parsed: [appointmentFirstName] and [dayDateTime]. This is because these variables will change depending on the specific reminder being sent. For example, for a client named John Smith, instead of "Hi [appointmentFirstName]," it would say "Hi John," - for LaKeesha Jones, it would say "Hi LaKeesha," and so on. The [dayDateTime] variable would be replaced with the day, date and time of their particular appointment.

Clicking "Save Template" will create a new template in your dropdown box that you can then use with any clients and/or other appointment types.

Creating New Global Templates

So far, we created a new template by modifying an existing one. You can always use that method to create new templates if you want. However, you can also start from scratch by opening the Template select box in the Edit Global Reminders tool and clicking "Add template." We'll illustrate a text template this time (i.e., in the bottom half of the form), so the wording is "Add text template:"

Change Default Reminders

Clicking that link will open a form like this:

Change Default Reminders

Notice that this form is very similar to the Edit Email Template form we covered above. The main difference is that since it's a new template, both the preview area and the textarea on the right are blank. Also, because this is a text template instead of an email one, you can't add extra paragraphs and the number of characters you can send is limited to 160. The screenshot below shows one possibility of a custom text reminder our fictious therapist might have created with this form:

Change Default Reminders

Since we clicked the "Add text template" from the Edit Global Reminders tool, if the therapist clicks "Save Template", she will now have a new text template called "Location" that will appear in both the Clients and the Other template dropdowns.

Editing Global Reminders: Times Sent

Above, we've covered setting both the type (email and/or text) and the template for your appointment reminders. The final thing you might want to change is to tell us when you want them to be sent. These settings are in the "Times" links at the end of any row. If we open the "Times" link at the end of either the "Everyone" or the "Subscriber" rows, we'll get a window that looks like this:

Change Default Reminders

Again, these are the times used for PSYBooks default appointment reminders. The "Times" link at the end of either the "Clients" or the "Other" rows opens a very similar window. The only difference is that the last two lines aren't present:

Change Default Reminders

Since we're looking at forms with the default setting, the times on both forms are the same. Appointment reminders will be sent when a new appointment is made, when an appointment time is changed or canceled, 26 hours before the appointment and 2 hours before the appointment. The main difference between the two forms is that the first window is of categories that include the subscriber (i.e., Everyone and Subscriber). For that reason, they include some features that only apply to the subscriber, i.e., receiving a daily schedule, and making the selections chosen the default for all. For example, if you preferred your reminders to be sent 50 hours and 4 hours before appointments, you could open the "Times" window on either the Everyone or the Subscriber rows, make those changes, and check the "Make the selections above my default time settings" box. The subscriber, plus all clients and others would then receive appointment reminders at the new times. Conversely, you can choose one set of times for the subscriber, another for clients and another for your "Other" appointment types.

Custom Variables

You may have noticed that the "Other Variables You May Use" section of the template form has three "custom variables:"

Custom Variables

Clicking one of these variables will open a textbox where you can enter any information you'd like:

Custom Variables

Clicking "Change" will create your variable:

Custom Variables

You can then use that custom variable - in this case, [customVariable1], in the edit template form:

Custom Variables

Feel free to be creative with how you use your custom variables. For example, you might want to send out a quote each week. By making it into a custom variable, you can use it in any template you might create. Here's one example of how that might look:

Custom Variables

One thing to be aware of is that when you change a variable, it overwrites the previous value of that variable. For example, in the screenshot above, both [customVariable1] and [customVariable2] have values (1 is "our receptionist, Mohab Ali, " and 2 is ""Follow your bliss." ~ Joseph Campbell). If, instead of using [customVariable2] for our quote, we had changed [customVariable1] into our quote, any templates we had created that were supposed to use "our receptionist, Mohab Ali," would now display the quote there instead.

This completes the discussion of adding, viewing and editing global appointment reminders. Next we'll look at how to fine tune your appointment reminders by making changes that are specific to a single individual.

Individual Appointment Reminders

So far, we've covered making changes to your global reminders. You can also make changes to any individual's appointment reminder settings. For example, maybe you want the majority of your clients to receive text reminders. However, if you have a couple of clients that don't have cell phones, you might want to specify email reminders for them. Another use for individual reminders might be with new clients. Their reminders could, for example, remind them to come early to fill out your intake forms. Perhaps you have two office locations and you need to remind a client to come to a different location for their next appointment. Or perhaps you want to include a note reminding a certain client to bring their homework assignment with them. You could even use the reminders to send out affirmations or individual notes or congratulations for special occasions. The possibilities of what you might want to include in a custom appointment reminder are almost endless. These kinds of individual changes are made in the Appointment Reminder table which takes up the majority of the Appointment Reminders form:

Preview Template

Looking at the blue table header area, there are 5 columns in this table: Type, Template, Name, Send To, and When Sent. Three of these - Type, Template and When Sent (Times) - work almost exactly like they did in the global reminders. The Name and Send To columns are present because we're now working with individuals. Each of the columns will be discussed separately.

  • Type. The Type column is where you specify whether you want this individual to receive email or text appointment reminders. The top checkbox in each row is for email reminders - the bottom checkbox is for text reminders. The email and text icons are there just to let you know which row is which; clicking either the icon or the checkbox will select the checkbox on that row. You cannot directly email or text a client from this screen.

    The screenshot below shows what the default Type setting looks like before any changes are made, i.e., each row in the table has a check in the email checkbox and no text (SMS) checkboxes are checked:

    The Type Column

    However, if you wanted a particular individual to receive text reminders either in addition to or instead of an email reminder, you could select or deselect the box or boxes you want on that individual's row.

  • Template. The Template column is where you specify which template will be used for your reminders. Since we're currently looking at PSYBooks' default settings, all of the templates in the email rows are set to "Default." Since no text reminders are being sent, templates in the text rows are still on the "Select" option:

    The Template Column

    As was possible with global reminders, you can add new templates with the Template select box, edit old ones, and/or select a different one. In general, all the things about adding, editing and viewing global templates apply to individual templates as well. However, there is one difference and that is that there are two ways to save individual reminders. When we looked at global reminders, they only had a standard "Save Template" button at the bottom. But when you add or edit a template on an individual's row, you have two buttons:

    Save Template

    The difference between these two types of save is that the first one, "Save Template", will allow you to use this reminder again with other clients or appointment types. In contrast, "Save for this Person/Event Only" allows you to create a reminder for a specific individual or other appointment type. For example, you might create a reminder that says, "Hi John, Our next appointment is: [dayDateTime]. I'll be thinking about you on Thursday for your interview." That's obviously not be a reminder you'd want to use for everyone; it's personalized just for John. In this case, you'd want to save it with the "Save for this Person/Event Only" button. Also, since this reminder applies to one specific week, you'd need to change John's reminder for the following week. Another example might be if you've created an "other" appointment type called "Staff Meeting." You might want to include the the agenda for the upcoming meeting. Again, that information would be a customized reminder just for the Staff Meeting entry.

  • Name. The Name column lists the name of the person to whom you'll be sending appointment reminders. Names in this table are sub-divided into three categories: the subscriber is listed in the first row (Steff Smith, PHD in our example), followed by row(s) for "Other" appointments, if any, and finally clients are listed in the bottom rows of the table:

    The Name Column

    As a reminder, "Other" appointment types are those that have been added as an "Other" - instead of a client - on the Add Appointment form:

    "Other" appointment types

    Notice that all appointments you make in PSYBooks will either be a client or an "Other" appointment type.

  • Send To. The Send To column contains PSYBooks' best guess about the email address and/or phone number you might want to use for your reminders. You can change any of the email addresses and/or phone numbers with the Send To dropdown if they are not the best choices:

    The Send To Column

    Again, since we're looking at the Default setting, only email reminders are being sent, which is why no phone numbers are shown in the Send To column. However, if we selected text reminders, the other fields in that row would automatically change, changing the Template select box to Default and revealing the phone numbers we have on file in the Send To column:

    The Send To Column

    Note that neither Jake Conner nor Janette Dobbins have phone numbers listed in their charts, so they have a "NONE LISTED" designation in the Send To select. Similarly, their text checkboxes aren't checked - because until we have a cell phone number on file for them, we can't send them text reminders. If you want, you can add additional emails or phones right from the Send To selct box by clicking the "Add new" link:

    The Send To Column

    However, it's important to note that adding email addresses and/or phone numbers to the Appointment Reminder table does NOT add them anywhere else in the program. If you want to be able to use a client's email addresses and/or phone numbers throughout the application, add them to the Demographics page of the client's chart. If you want to add new emails or phones for the subscriber, do that on their Profile page.

    PSYBooks programming rules for determining default email and phones

  • When Sent. "When Sent" is the final column in the table:

    The "When Sent" Column

    Notice that there's a "Times" link in the top of each row for setting the times email reminders will be sent, and another "Times" link in the bottom for text reminders.

    The "Times" Window

    Both will open some version of this form:

    The "Times" Window

    These windows allow you to choose when you want your reminders sent. In the top one, the options "Send me my schedule each day" and also the option to make your selections the default only apply to the subscriber. For that reason, those last two items only appear on the subscriber's row. The window at the bottom is what opens when you click the "Times" links for Client and Other appointment types.

    When you hover over any of the Times links, you'll be able to see a summary of when appointment reminders will be sent for that type of reminder for that person. In the screenshot below, the cursor in the top window is hovering over an email reminder; the one on the bottom shows a text reminder:

    The "Times" Window

    These hover windows just enable you to see at a glance when any of your reminders will be sent. If you want to make changes, you would click the Times link you need, make the changes you want, and click Save.

The Set Appointment Reminder Tool

Some forms in PSYBooks have a special tool called, "Set Appointment Reminder." For example, there's one on the Add Appointment form:

Set Appointment Reminder

Clicking this tool opens the Appointment Reminder tool we've been discussing, and highlights the person for whom the appointment was set - in this case, a fictitious client named Jake Conner:

Set Appointment Reminder

The Set Appointment Reminder tool is most helpful for new clients, for whom you do not already have an appointment reminder set. In fact, if you're using the default reminders, you will not even need it for new clients. When you have not made any changes to PSYBooks' default reminders, all new clients you enter will automatically be signed up for the default appointment reminders.

However, with new clients when you HAVE made changes to the default reminders, and/or for existing clients when you want to make changes to their appointment reminders, the Set Appointment Reminder tool can be helpful. When you click it, you'll be able to change and/or set any of the individual's appointment reminder settings as has been discussed above.

The Send Reminder Now Tool

Occasionally you might want to manually send an appointment reminder. The tool for doing that is on the Edit Appointment form directly under the Set Appointment Reminder Tool discussed above:

Send Reminder Now

Clicking the link will use the type and template you already have set for that person to send them an appointment reminder for this particular session.

If you're not sure how to access the Edit Appointment form, you can read about it here: Edit Appointment.

Print CalendarCalendar

What this is

The Print Calendar tool allows you to print out a list of the client and/or other events on your calendar.

What it looks like

The Print Calendar tool is under the Hamburger Tool on the top right side of all pages in the Calendar (Daily, Weekly and Monthly). It looks like this:

Print Calendar

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. The Print Calendar tool is in the Hamburger menu.

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When you open the Print Calendar tool, it looks like this:

tool

There are many filters here to allow you to select the items you want as well as the color and format you'd like them to be in. Of particular interest is the area with the gold background called Client Display Settings. This feature can be used to help keep printed copies of your schedule a little more secure by not using the full names of your clients if you feel that might be a concern.

Although it's not necessary to use the print preview function, clicking Print Preview displays an HTML version of your calendar beneath the filter like this:

tool

Notice that days that don't have appointments will not appear. For example, the sample above used a date range filter of Sun, Oct 6 - Sat, Oct 12. However, there were no appointments on Saturday so that day isn't listed on the calendar. Your calendar will be printed using the time zone you have listed in the Settings & Preferences section of Libraries > Therapists. On the screenshot above, it says "Times given are in EDT" because that's the time zone this particular therapist was using.

When you're ready to print, clicking the Print button will create a PDF form which you can then send to your printer.

Calendar SettingsCalendar

What this is

The Calendar Settings tool allows you to change global settings to your calendar such as the name of your calendar, how your client names appear on the calendar, the default color of appointments, calendar sharing, etc.

What it looks like

The Edit Calendar Settings tool is the top tool of the left nav of the Calendar section:

Edit Calendar Settings tool

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. The Calendar Settings tool is on the left nav in the Calendar Settings section.

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Clicking on the tool above opens this form:

tool

The Calendar Settings tool has four main sections: Calendar Name, How Do You Want Your Calendar to Look?, Default Appointment Times and Sharing. Each will be discussed below.

  • Calendar Name

    By default, your calendar is given the name listed in your Therapist Profile. However, you can change it to whatever you want by clicking the Edit Calendar Name tool. Clicking the tool will open a small textbox that's prepopulated with the current calendar name, making it easy to change it to whatever you wish:

    tool

  • How Do You Want Your Calendar to Look?

    This category is divided into two sub-categories: Client Names and Appointment Color.

  • Client Names

    PSYBooks gives you a lot of control over how your client names are displayed on the calendar with the following section of the Client Settings tool:

    tool

    For example, if you have Jim Carl Brown, Jr listed as one of your clients, by changing the top group of settings above, you can have his name displayed as any of the following:

    • Jim Carl Brown, Jr
    • Jim Carl Brown
    • Jim C. Brown
    • Jim Brown
    • Jim
    • J. Brown
    • J. B.

    If you also change the order the names appear from the default (First Last) to Last, First, you have these additional possibilities:

    • Brown, Jim Carl Jr
    • Brown, Jim Carl
    • Brown, Jim C.
    • Brown, Jim
    • Jim
    • Brown, J.
    • B., J.

    The default setting is to use the first and last name only in the First Last order. If you don't change this setting, Jim Carl Brown, Jr's appointments would be displayed as Jim Brown.

  • Appointment Color

    Your calendar has a base (default) color for your appointments. You may change the color of any specific appointment as you're adding or editing it, but there will always be a base color to fall back on. Calendar base colors are actually set on your office(s), not your name. That means that if you have more than one office location where you schedule appointments, each will have its own default color to make it easier for you to identify appointments.

    You can always change any default color to a color of your choice. The sample below shows a therapist with two office locations. She could change the color on either or both location by clicking a different swatch for that location:

    tool

  • Appointment Times

    When you add an appointment, either by clicking the calendar or by using the Add Appointment tool, PSYBooks tries to make it easier for you by computing the Stop Time of the appointment from the Start Time. By default, client appointments are assumed to last 45 minutes and Other Events are an hour. This means that if you entered a session for Jane Smith with a start time of 9:00am, PSYBooks would automatically list the Stop Time as 9:45am.

    Although you can't change the Other Event default setting, if your most common client appointment is not 45 minutes, you can change the client appointment default time to whatever you want with this textbox in the Appointment Times section of the Calendar Settings tool:

    Reminders & Notifications

  • Calendar Sharing

    When two or more therapists share an office, there may be times when they want their office partners to be able to have access to their calendars. In the example below, two therapists are listed: Stef Smith and Gustav Smirnov:

    View all Calendars

    Stef is listed first because this is her account. She has shared her calendar with her office partner, Gustav. In this case, Stef has two office locations - one on Clairmont and the other on Black Rd. When Stef comes to her calendar, the appointments in both of her offices are visible, but she can not see any of Gustav's appointments. She can click either of her office addresses (Clairmont or Black) to toggle that address on or off. If she clicks Gustav's address on Clairmont, her own calendar(s) will disappear and Gustav's calendar will appear. If, however, she checks the View all Calendars on one page checkbox, she will be able to view her own calendars and Gustav's on one page. You can read more about sharing calendars in the section on setting up GOI accounts: Sharing Calendars in GOI Accounts

Search CalendarCalendar

What this is

The Search Calendar tool allows you to easily find client appointments and/or other events you've scheduled with your PSYBooks calendar.

What it looks like

The Search Calendar tool appears on all pages in the Calendar (Daily, Weekly and Monthly) and looks like this:

Search Calendar

Where this is

You can access the Calendar from the global nav at the top of every page or from the Sitemap links at the bottom. The Search Calendar tool is at the top right of each page.

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The Search Calendar tool has two sections:

  • A textbox for your search string with a tool to click to begin the search
  • A link for more options

Both are illustrated below:

Search Calendar

If you click the "More" link, the window that opens looks like this:

Search Calendar

The options here allow you to:

  • Use a client select box to look for a specific client
  • Use the "or type here" textbox to write whatever you want
  • Select a date range for the search
  • Choose the calendar to search (only GOI accounts have the possibility of having more than one calendar)
  • Choose whether you want to search all events on the calendar, only client appointments or only non-client events

The "or type here" textbox on the top line will search both client appointments and events unless you've specifically limited your search to only clients or only non-client events. For example, if you type "Sally" in the textbox, it will bring up all client appointments for a client named "Sally Brown" just as if you had used the client select box to enter Sally Brown's name. However, by typing "Sally" in the "or type here" textbox, your search will not be limited to Sally Brown's appointments. It will also find appointments for ALL clients who have Sally in their name as well as an entry for an event you titled "Lunch with Sally".

Performing the search above, limited to the month of Oct, 2013, might produce results similar to this:

Search Calendar

Clicking a time link on any appointment will take you to that page of the calendar. Also, clicking the little red box with a plus in the middle (Open) will give you some edit tools so you can make changes in the appointment right from the search results page such as shown below for Sally Berry's appointment on October 10, 2013:

Search Calendar

You can change the appointment color simply by clicking a different swatch. The Edit and Delete buttons are also available should you need additional functions.