The second step to properly configuring your Calling System is to record your Patient names and Rooms. Atlas will play your Patients’ name along with the sound associated for the available Room.
For example, your Patient name is Mary. You have recorded ‘Please proceed to Table One’ for the sound file associated with Table One. Mary arrives at the clinic and signs-in at the Front Desk. When Table One is available, Mary will hear
‘Mary…Please proceed to Table One’.
Be creative with Room sounds – use different phrases for each table. Remember, this message needs to be easily heard over the noise of your Waiting Area. One clinic in Texas uses the phrase ‘Git ‘er done, at Table One’ – catchy and fun.
To Record Patient Name:
NOTE: to properly Record, you must have a Microphone and Speakers configured on te computer you will be working with, the Microphone to actually record and the Speakers to listen to what you have recorded. These do not have to be the speakers you will be using for the actual Calling.
Recording can only be done when the Calling Feature is TURNED OFF.
If the Record Screen closes when you try to record, check that the ASSIGN MODULE is shut off. Check the SETUP ASSIGN section near the end of this manual for more details.
1. Open the Patient File: click FIND and select your Patient from the search menu
2. Open the Edit File: click EDIT when the Patient file is open
3. Open the RECORD screen: in the Patient EDIT file, click the Record button located in the lower, right corner of the screen
4. Click RECORD: the recording session will begin. Speak your Patient name into the Microphone. Atlas will record input from the Microphone for approximately 4 seconds and automatically stop. Once the recording is complete, you will see a green WAVE line on the screen.
5. Check your Recording: to verify your recording, click the PLAY button and listen to the file playback.
You can use the Vol Up and Vol Down buttons to adjust Volume levels
NOTE: be sure not to adjust Volume levels to drastically up or down – very quiet or very loud recordings should be re-recorded once you have made changes to your Microphone setup.
You can also CUT (clip) a section of the Sound File – select the portion you would like to Cut by left clicking where you would like to start and dragging your mouse to the end. This will highlight the selected area in white. Then click CUT to remove that section. This is helpful to eliminate dead-space in short recordings. Be careful not to Cut (clip) too much of the file.
6. Save the File: once you are satisfied with the recorded name, click SAVE and Exit the screen
The quickest way to record Patient names is to select the day you would like to start using the Calling Feature. Begin recording Patient names on that Day Schedule. This will help ensure you are recording active Patients’ and you are working to eliminate the most interruptions on that day. Work through your schedule from that day forward; remember you only have to record a Patients’ name once. However, each Patient will have to have their own name recorded.
Take Privacy Laws and Patient Confidentiality into consideration when recording. Many clinics opt to record only First Names and Last Initials; some use only First Names. If a Patient prefers to be called by a short name or a nickname, consider using that instead.
To Record Room Sounds:
NOTE: to properly Record, you must have a Microphone and Speakers configured on the computer you will be working with. The Microphone to actually record and the Speakers to listen to what you have recorded. These do not have to be the speakers you will be using for the actual Calling.
Recording can only be done when the Calling Feature is TURNED OFF.
If the Record Screen closes when you try to record, check that the ASSIGN MODULE is shut off. Check the
SETUP ASSIGN section near the end of this manual for more details.
1. Navigate to the Room Setup Screen: the setup screen is located: Setup > Initial Setup > Rooms
2. Click the Record Sound button: this will open the Sound Recorder window
3. Refer: refer to steps 4, 5 and 6 in the Patient Record directions above
NOTE: Be sure to SAVE before you Exit the Sound Recorder
The Record Sound button will turn green when a sound is recorded for each room.
It is not necessary to record Room Sounds for Rooms or Computers Patients will not be called to – i.e. Front Desk, Sign In, Server, etc.
Check Room ‘Current Status’:
NOTE: while you are recording the Room sounds, check the Current Status of each Room to ensure Patients are directed to the appropriate Rooms (Tables). Also check the option box ‘Status’ to be able to view and manipulate the Room Status from the CHA and VTC screens.
Select the Current Status by clicking the EDIT button and choosing from the drop down list.
Each Room (Table) a Patient can be called to, must be configured with a Provider
The Provider selected will be used to automatically log into the VTC The Provider can be changed ‘on the fly’ at the VTC if necessary
Status Options:
• Available: selected Room is open – Patients can be automatically assigned to this Room
• Assigned: Room has a Patient already Assigned to it – this is a System option and should not be selected by users
• In Use: Room has a Patient Signed In to it – this is a System option and should not be selected by users.
• Not Available: selected Room will not have Patients assigned to it – use this for Front Desk computers, Exam Rooms (unless you need Patients auto assigned there), Servers or Adjusting Tables where you don’t want Patients auto assigned.
• Reserved: locks the selected Room (Table) from automatic Calling. Reserved Rooms are available for Patients to sign-in to, but Patients will not be assigned to this Room.
(see Managing Calling section).
• Manual Assign: selected Room is available but will not have Patients automatically assigned – the CA can manually assign a Patient to this Room and the System will Call that Patient.