In this video, we’re going to talk about custom attendance options. To mark attendance, double click on the appointment from the main dashboard view. Click “Edit Current Occurrence.” Click the dropdown menu next to the client’s name and select the appropriate attendance option. From this screen you also have the ability to start a note, report or form or make a contact note by clicking on the icon and then clicking “Save.” Otherwise, just click “Save.” Every time you mark attendance from the schedule, ClinicNote tracks it so that it can be pulled into an attendance report.
For appointments with more than one client, each of their names will be listed at the bottom of the appointment so that you can mark attendance for each one of them. If you click the top “Group” attendance dropdown, the option you select will populate in all the clients listed below. Otherwise you can click each one-by-one. From this screen you also have the ability to start a group note by clicking the green note icon next to “Group” and clicking “Save.”
After attendance is marked, the appointment will have a small colorful dot representing the attendance that was selected. Group appointments will show multiple dots. This will give you a visual when glancing at the schedule so that you will know the attendance status without having to double click on the appointment to open it. The appointment may become grayed out upon marking attendance depending on how the custom attendance was set up.
Information for Clinical Administrators:
To create a custom attendance option, click “View Admin Panel” and click the “Schedule” tab. Click the green “+ Add” button and type in the attendance name. A few examples might be Attended, Canceled by Client, Canceled by Therapist, No Show, and Weather Cancellation. Click the colorful square to select the color which will represent this attendance option.
Please note, any events that are not given an “Event Type” will appear blue in the schedule, so having a blue attendance might blend in easily. Try to avoid using the same color for an attendance option AND and an event type so that the attendance dot doesn’t blend in with the event type colors which fill in the appointment rectangle. If you would like the appointment to become grayed out when selected, check the box next to “Gray out in schedule.” This is helpful for cancellations so that cancellation is more visually recognizable in the schedule. Click “Save.” Make sure to refresh the page after creating the attendance option in the Admin Panel before moving over to the schedule otherwise it will not appear right away.
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