IAA Pro's Appointment Calendar provides convenient way to schedule appointment and event arrangement. The appointment calendar is also interactive with patient's account and records window, making client payment accounting, invoicing and income report much easier and preventing from missing client payments.
Appointment Calendar
From the file menu (Fig. 1), choose 'Appointment Calendar' to open the calendar window (Fig. 2).
When the calendar window first opens, today's date will be chosen automatically as indicated by the red arrow. The selected day's panel will be shown on the top that contains
details of the appointment schedules.
Fig. 1. (left), File menu. Fig. 2. Appointment Calendar window.
1. Today on the Calendar: To show today's appointment schedule, click the text 'Go to Today' on the top left of the window, it will quickly jump to this year, this month and today's state. The selected day's panel will be automatically shown on the top with today's scheduling information (Fig. 2).
2. Choose Any Day on the Calendar: To show any day's appointment schedule, double click the day on the calendar, it will quickly jump to the day (year and month combo boxes will automatically show the correct selections). The selected day's panel will be automatically shown on the top with the selected day's scheduling information (Fig. 3).
Fig. 3. Double Click a Day to jump to that day's Appointment Calendar
3. Add and Update Appointment or Event: On the selected day's panel, upon changing any scheduling content, the update icon on the top right corner of the panel will become visible. When finished entries or changes, click on the update icon to update the schedule. As soon as it is updated, the new appointments / events will be shown on the calendar table (Fig. 4.).
The format of each line for an appointment / event must be follow the rules:
Appointment for Patients: 1. Time 2. First name 3. Last name. For example:
10:00 am Lisa Smith
For an event, 1. Time 2. >> 3. Event. For example:
12:00 pm >> Business Meeting
Time must be in format like: hh:mm am or hh:mm pm and leave a space before you type the patient's first name or event header >>.
Please note that the above format is very important for IAA Pro to correctly report patient's payment records from Appointment Calendar.
Fig. 4. Add or Change the Appointment / Event Schedule.
4. Access Patient's Profile, Payment Account and Records from Calendar: At the selected day's panel (Fig. 5), double click a patient name (first name or last name), it will automatically open the patient data window where you can access the patient's data including profile, payment information and other medical records. If the patient is new and has no profile created previously, IAA Pro will remind you to do so. If the session has not been paid yet, IAA Pro will remind you to start accounting paper work - enter payment information and produce invoice or receipt (Fig. 6).
Fig. 5. Selected Day's Panel - Double Click on the patient name to access payment record
Fig. 6. From appointment calendar, click the patient name to access payment account.
5. Ensure all Clients' Payment from Calendar: Click on the text 'Payment Checker' on the top right of the window, IAA Pro will check all patients' accounts within selected month to quickly create a report on all non-paid patients (Fig. 7). The report contains two lists: the upper list contains all patients who have no profile and payment record, and the lower list collects all patients who have profile but no payment records on the day. By clicking any item in the lists, IAA Pro will open the patient data window to allow you to perform payment collection. The functions described in 4 and 5 sections, will not only help you in daily payment collection, but also help you ensure all clients have paid their sessions and purchases in the past. You may use this function at the end of each day, week or month.
Fig. 7. Monthly Report on Non-Paid Account
