Appointments

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The Appointments tab of the Participant Folder allows the user to view and manage appointments scheduled for all members of a household.

When this screen initially displays in the Participant Folder, the system verifies if a certification attempt is currently in progress. If at least one certification is started and not completed, all controls on the tab are locked with the exception of data grids, tree lists, and list boxes (for viewing records), and any other controls that may have special conditions documented below under Screen Elements. Modifying information on or from the tab is not allowed until the certification attempt is complete.

This applies if a record exists for the selected STATEWICID in the CERTCONTACT table and the CERTCONTACT.CERTENDDATE and CERTCONTACT.CERTINELIGIBLEDATE are not valued.

Appointments screen

Screen Access

Display the Participant Folder screen for a client > Click the Appointments tab.

Interface Initialization

Upon initial display of the screen, the following occurs:

The title bar text is set to "[MEMBER.FIRSTNAME MEMBER.MIDDLEINITIAL MEMBER.LASTNAME] - {descriptive value of age} - WIC ID: [MEMBER.STATEWICID] Household ID: [MEMBER.HOUSEHOLDID]", where {descriptive value of age} equals:

For infants, display "XX" Months "XX" Days, calculated from the Date of Birth.

For children, display "XX" Year(s) "XX" Months "XX" Days calculated from the Date of Birth.
For pregnant women, display "XX" weeks gestation calculated from the LMP start date.
For pregnant women without an LMP date, display "XX" Year(s) calculated from the Date of Birth.
For breastfeeding and non-breastfeeding women, display "XX" Years calculated from the Date of Birth.

The tab title is set to "Appointments".

The View All button is visible and enabled.

The current system date and time is displayed in the status bar at the bottom right of the screen.

If records are listed in the data grid:

The Scheduled Appointments data grid initially displays up to 1 year of previous appointment history as well as the currently scheduled appointments or group classes for all members with the same MEMBER.HOUSEHOLDID as the open folder of the MEMBER.STATEWICID where the APPOINTMENT.APPOINTMENTTIME or CLASSSCHEDULETIME.CLASSTIME is equal to or greater than the current system date. The following values are displayed for each column:

Member Name displays the MEMBER.FIRSTNAME MEMBER.LASTNAME where the MEMBER.STATEWICID equals the APPOINTMENT.STATEWICID or the CLASSENROLLMENT.STATEWICID.
Clinic displays the SERVICESITE.NAME where the SERVICESITEID equals either the APPOINTMENT.SERVICESITEID or the CLASSENROLLMENT.SERVICESITEID.
Resource displays the APPOINTMENTRESOURCE.NAME.
Date displays the APPOINTMENT.APPOINTMENTDATE or the CLASSSCHEDULE.CLASSDATE.
Time displays the APPOINTMENT.APPOINTMENTTIME or the CLASSSCHEDULE.CLASSTIME.
Appt Type: If the entry is of type individual appointment, the Appt Type displays the APPOINTMENTTYPE descriptions. If the entry is of type group class, the Appt Type displays the text "Group Nutrition Education/Check Pickup".
Group Topic displays CLASSTYPE.TOPIC.
Language displays Reference Dictionary descriptions where the Reference Dictionary category is 'Language' and the Reference Dictionary.EXTERNALIDE equals CLASSSCHEDULE.LANGUAGE.
Requested Date displays APPOINTMENT.CREATEDATE for appointments and CLASSSCHEDULE.CREATEDATE for a group class.
Kept displays a Yes or No value. For an appointment the value is taken from the APPOINTMENT.APPOINTMENTKEPT. For a group class the value is taken from the CLASSENROLLMENT.ENROLLMENTKEPT.
Appointment Comments display the APPOINTMENT.COMMENTS if entered. Otherwise, it will be blank.
Follow-up Date displays the APPOINTMENT.FOLLOWUPDATE in MM/DD/CCYY format.
Follow-up Comments display the APPOINTMENT.FOLLOWUPCOMMENT.
Missed Appt. Notice displays a Yes or No value. This value is taken from APPOINTMENT.MISSEDNOTICEPRODUCED.

The first row in the data grid is initially selected as the default.

The Print Schedule button is visible and enabled.
The Print Appointment Notice button is visible and enabled.
The Reschedule Appointments button is visible and enabled.
The Delete Appointment button is visible and enabled.

If records are not listed in the data grid:

The Print Schedule button is visible and disabled.
The Print Appointment Notice button is visible and disabled.
The Reschedule Appointments button is visible and disabled.
The Delete Appointment button is visible and disabled.

Screen Elements

Unless otherwise stated below, all controls on the Appointments screen are visible and enabled when:

The screen is active.

If one or more special conditions exist that affect a control on the Appointments screen, the condition(s) are documented for that specific control below.

Scheduled Appointments data grid

View the information in the Scheduled Appointments data grid.

This data grid displays all appointments and group education classes currently with a date equal to or greater than today's date and are scheduled for the current household. The entries in the data grid will be sorted in ascending chronological order according to the Appointment Date and Appointment Time columns.

The first record in the data grid is initially selected. The information in the data grid is read-only.

The data grid consists of the following control(s):

Member Name column

This column displays the member's name for each record displayed within the data grid.

The title of the column is set to "Member Name". The information displayed within the column is read-only.

Clinic column

This column displays the name of the clinic for each record displayed within the data grid.

The title of the column is set to "Clinic". The information displayed within the column is read-only.

The column header and data are left aligned.

Resource column

This column displays the resource for each record displayed within the data grid.

The title of the column is set to "Resource". The information displayed within the column is read-only.

Date column

This column displays the date on which the record was recorded for each record displayed within the data grid.

The title of the column is set to "Date". The information displayed within the column is read-only.

Time column

This column displays the time of the record for each record displayed within the data grid.

The title of the column is set to "Time". The information displayed within the column is read-only.

Appt Type column

This column displays the type of appointment for each record displayed within the data grid.

The title of the column is set to "Appt Type". The information displayed within the column is read-only.

Group Topic column

This column displays the group topic for each record displayed within the data grid.

The title of the column is set to "Group Topic". The information displayed within the column is read-only.

Language column

This column displays the language spoken for each record displayed within the data grid.

The title of the column is set to "Language". The information displayed within the column is read-only.

Requested Date column

This column displays the date requested for the activity for each record displayed within the data grid.

The title of the column is set to "Requested Date". The information displayed within the column is read-only.

Kept column

This column displays the status of the appointment being kept for each record displayed within the data grid.

The title of the column is set to "Kept". The information displayed within the column is read-only.

Appointment Comments column

This column displays the comments for the appointment for each record displayed within the data grid.

The title of the column is set to "Appointment Comments". The information displayed within the column is read-only.

Follow-up Date column

This column displays the follow-up date for each record displayed within the data grid.

The title of the column is set to "Follow-up Date". The information displayed within the column is read-only.

Follow-up Comments column

This column displays the follow-up comments for each record displayed within the data grid.

The title of the column is set to "Follow-up Comments". The information displayed within the column is read-only.

Missed Appt. Notice column

This column displays the missed appointment notice for each record displayed within the data grid.

The title of the column is set to "Missed Appt. Notice". The information displayed within the column is read-only.

Print Schedule button

Click the Print Schedule button to generate an appointment schedule for the current client or household.

The control is enabled when:

A record is selected in the data grid.

A default printer is selected.

It has a mnemonic of "S".

The Generate Participant Appointment Schedule screen displays when the button is clicked.

Print Appointment Notice button

Click the Print Appointment Notice button to generate an appointment notice for an appointment selected in the Scheduled Appointments data grid.

Click this button to .

The control is enabled when:

A record is selected in the data grid.

A default printer is selected.

It has a mnemonic of "N".

The Generate Appointment Notice screen displays when the button is clicked.

Reschedule Appointments button

Click the Reschedule Appointments button to reschedule an appointment selected in the Scheduled Appointments data grid.

Appointments for participants in other agencies cannot be rescheduled.

The control is enabled when:

A record is selected in the data grid.
An appointment in this agency is selected in the Scheduled Appointments data grid.

It has a mnemonic of "R".

It is the default button for the tab.

When the button is clicked, a check is performed to determine whether the logged-on user has the appropriate permissions to view the screen. When the user does not have the appropriate permissions, a standard error message (E0006) displays.

An appointment cannot be rescheduled that is outside the current member's agency. If members in a household have appointments in different agencies, the system displays the E0082 standard error message.

The Reschedule Appointments screen displays when the button is clicked.

Delete Appointment button

Click the Delete Appointment button to delete an appointment selected in the Scheduled Appointments data grid.

The control is enabled when:

A record is selected in the data grid.

It has a mnemonic of "D".

When the Delete Appointment button is clicked, the system will proceed as follows depending on the type of appointment selected in the Scheduled Appointments data grid:

If the selected appointment is an individually scheduled appointment, the system displays the C0011 standard confirmation message. The options of Yes and No are displayed

Click Yes

The system will delete the selected appointment and allow the time to be reused.
The contents of the Scheduled Appointments data grid are refreshed.

Click No

The system will return to the Appointments screen without deleting the appointment.

If the selected appointment is a group education class, the system displays the C0012 standard confirmation message. The options of Yes and No will be available.

Click Yes

The system will delete the appointment from the APPOINTMENT and CLASS-ENROLLMENT entities.
The system will decrease the enrolled seats for the group education class to allow those seats to be reused.
The contents of the Scheduled Appointments data grid are refreshed.

Click No

The system will return to the Appointments screen without canceling the class enrollment.

View All button

Click the View All button to display both past and future appointments for the household in the Scheduled Appointments data grid.

The Scheduled Appointments data grid refreshes and displays all historical appointments as well as scheduled appointments for all household members associated with the selected participant when clicked.

It has a mnemonic of "V".

Processing

If data can be validated and saved on the screen, the following processes occur when the screen is processed:

A process to check for required controls as identified in the Data Map below is performed.
A process to check for valid entries as identified individually for each applicable control in Screen Elements above is performed.
A process to check for edits and cross edits as identified for each applicable control in Screen Elements above is performed.
If any checks or processes fail, a standard error message displays.

If no data can be validated and saved on the screen:

No cross edits are performed.
All values are considered legitimate.
No data is written to the database.

Data Map

The Data Map defines the values saved for all controls on the screen. If available, any additional notes or comments are displayed in the Notes column.

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Software Version: 2.40.00