Manage Online Request Actions and Assignments

You can manage actions and assignments for online appointment requests from the Personal Planner > Lists tab > Online Requests sub-tab.

When online requests are submitted by patients, they are given a default status and are assigned to a user or messenger group in the Personal Planner module. Depending on the reason for treatment selected, the request may need to be assigned manually to a different user or messenger group.

The status of the request is updated automatically when certain activities are performed. This includes the following:

  • When the request is linked to a new patient record.

  • When the request is linked to an existing patient record.

  • When an appointment is scheduled for the patient.

Tip: You can configure axiUm to send emails to patients automatically when a status changes.

When necessary, you can manually modify online requests using request actions and assignments. This can include updating the status of a request, reassigning the request to another user or messenger group, or adding a note to the request.

To manage actions and assignments:

  1. Open the Personal Planner module to the Lists tab and click the Online Requests sub-tab.

  2. Modify the search criteria as necessary and click the Search for Data () icon to display your list of online requests.

    3. Field Description
    User

    If applicable, click the ellipsis to display the Users List window and select a user to search for.

    Note: This field defaults to the logged in user.
    Date From / Date To

    Select your search’s start and end dates from the drop-down calendar.

    These fields identify the date range of requests to include in the search. By default, Date To is set to the current date, and Date From is two weeks earlier.

    Note: These default values cannot be configured.
    Include Group Assignments

    Select the checkbox to include requests that are assigned to a messenger group (that the selected user is part of) as well as requests assigned to the user in the search.

    Note: This checkbox is selected by default.
    Status

    Select a request status to search on from the drop-down list to filter results for a specific status.

    Note: This field is set to ALL by default.
    Show Open Requests Only

    Select the checkbox to include only requests that are open in the search results. When selected, any request set to a status that indicates the request is closed is excluded from the search results.

    Note: This checkbox is selected by default.
  3. Right-click a listed entry and select Add Action… to display the Add Online Request Action window.

    4. Tip: You can also access the window from the Online Request Information window > Add Action… button.

  4. Complete the fields as necessary and click OK.

    5. Field Description
    Note

    Enter any applicable note text.
    Show in Contact Notes

    Select the checkbox to include the note in the patient’s contact notes.

    Note: This checkbox is only applicable if text is entered in the Note field.
    Status

    To change the status of the request, select a new status from the drop-down list.
    Messenger Group / User

    To reassign the request, click the ellipsis next to one of the fields to display the Message Groups or Users List window and select another group or user to reassign the request.

    Important: If a user and message group are both specified, the requests will be assigned to the user only. We recommend you specify either a user or group to avoid confusion.

    Tip: As a quick way to assign the request to yourself, you can right-click the request in the Personal Planner and select Assign To Me.