SCOR CHEAT SHEET
SCOR™ Scheduling Portal
The end of inefficient scheduling and missed case opportunities.

NOTICE:

NEW PAGE UNDER CONSTRUCTION. 

TABLE OF CONTENTS:

Contact SCOR Technical Support

Implementation Documents

Setting Up Users, Physicians and Practices

User and Practice Maintenance

Updating Site Configuration

 

To add a physician to SCOR:

Typically, all you need to do is add the physician to your local scheduling system and they will show up in SCOR within minutes of the addition. However, within your local system the physician does need to have a specialty association and be set to an active status.

To confirm that physician is in SCOR go to Admin Tools -> Manage Physicians.  

If the physician is not listed then he has not been uploaded into SCOR.  Please confirm this physician is flagged as active in your system and has a specialty association.  Otherwise Contact SCOR Support.

 

To create a new practice:

Creating a practice is where everything starts.  You must create a practice before you can create a user and  associate them with their physician. Please note that a physician can only be associated with one practice.  If you need to have a physician in multiple practices, please contact support.

  1. Go to Manage Practice under Admin Tools
  2. Select Add Practice from the menu at the top of the page
  3. Enter practice name and contact information
  4. If you will be creating some predefined procedures for MDs the check Use Preference Cards.
  5. Leave Save Requests option unchecked.
  6. Click Next
  7. Associate all appropriate physicians with the practice by moving them to “Selected Physicians” box. If you hold down Control while selecting, you can move multiple physicians at a time.
  8. Click Next
  9. If there are any rooms that you never want MDs in this practice to have access to, then select them in All Rooms selector box and move to Hide Room selector box.
  10. Click Submit
  11. A “record updated” message will appear at the bottom of the page and you are done.

 

To create a new user:

  1. Click Manage User under Admin Tools
  2. Select Add User from the menu at the top of the page
  3. Choose the user’s practice and fill in user information and assign a temporary password.
    • We recommend creating a user login standard incorporating parts of user firstname and lastname [ex: ScRiemen or Scott.Riemen] though you can user whatever standard you’d like, it just has to be unique across all SCOR sites (or else you will get a user already exists error) and should be adopted as a consistent standard.
    • We also suggest adopting a standard for initial password.  However, do not make it the same as username.
  4. Check Receive Announcements so user see posted announcements.
  5. Do NOT check View All Physician Schedules unless you want this user to see entire facility schedule.  This option is usually reserved for Anesthesia Staff or other internal facility users.
  6. Select Change Password on Next Login so that user is prompted to choose a new password.
  7. Click Save
  8. On next page check all physicians whom you want this user to be able to schedule for.
  9. Click Save

If physician does not appear then they need to be added to the practice, which can be done through Admin Tools -> Manage Practice -> Physician Practice Association.

 

To create predefined procedures for a physician (aka SCOR Pref Cards):

We highly recommend creating predefined procedures for your physicians for their high volume procedures.  This allows you to create default values which reduce the amount of data entry their scheduler needs to do when scheduling that procedure. Its a good practice to create at least 4 or 5 of each physician’s highest volume procedure, and then to have them let you know if they would like additional ones defined.

  1. Go to Manage PrefCards page in your Admin Tools.
  2. Click Physician(s) for whom you want to create the SCOR Preference Card.
  3. Provide Procedure name which is how procedure will show up to practice scheduler.
  4. Set Duration.
  5. Fill out rest of form as applicable.
  6. Notes
    • Clean-Up Time Override should be set if you want to use a value other than the global value set in Admin Tools -> Manage Hold Reqs.
    • Procedure Details is usually left blank to provide end user with a place to provide any additional details
  7. Click Save

In order for practice users to see preference cards for their physicians, you must enable them in Admin Tools -> Manage Practice -> Modify.

Note:  You can copy preference cards from one physician to others by clicking on the Copy link beside the physician’s name on the Manage PrefCards page.  This function also allows you to make modifications to the card before its copied.

 

To log in impersonating a user:

This is useful during initial set-up to confirm appropriate user set-up, but also for troubleshooting to see what an end-user is seeing on their end.

  1. Go to the SCOR Website Login page.
  2. In the username field enter the user name of the user you wish to impersonate.
    • ex: msmith
  3. In the password field enter an asterisk followed by your user name then a forward slash and then your password.
    • ex: *myusername/mypassword
  4. Click Login button.

 

 

To clear a user’s messages and hold request history:

This function is typically only used to clean user accounts that you have been testing or previewing before user go-live.

  1. Go to the Messaging page.
  2. To clear any test hold requests, messages and to reset the new message indicator: Send the message “@RESET USER” either to or from the user.

Note: It will take between 5 & 10 minutes for the update to occur.

 

 

To delete a user:

  1. Go to Manage User under Admin Tools
  2. Find the user in the list of users (user list can be sorted by clicking column header)
  3. Click Delete.

Note: Once a user is deleted it cannot be restored.

 

To modify which physicians a user can access:

  1. Go to Manage Users page in your Admin Tools
  2. Click modify for the user whose physician association you want to change.
  3. Select Relate with Physician near the top of the page.
  4. Check the physicians that you want this user to be associated with.
  5. Click Save.

Note: If you don’t see a physician listed that should be, then you need to make sure that physician is associated with the practice.

 

To add a physician to an existing practice:

You can always add an additional physician to a practice.

  1. Go to Manage Practice page in your Admin Tools.
  2. Click Physician Practice Association on the center page header.
  3. Select the practice that you want to add him to from the Practice drop down.
  4. Now find him in the ‘All Physician ‘box, click his name, then click the right arrow.
    • If you don’t see the physician then make sure they are in your local scheduling system marked as active and has a specialty association.
    • If this needs to be changed in your local system then physician should appear in SCOR in less than 10 minutes after you make change.
  5. Click Save

In order for practice users to have access to this physician you must got to Manage Users, click modify and then click Relate with Physician link at top of page.

 

 

To see all physicians in SCOR and their practice association:

  1. Go to Manage Physician page in your Admin Tools.
  2. Click the physician’s last name
  3. You can change physician’s associated practice via the Practice drop down.
  4. You can allow a physician to schedule overlapping (conflicting) appointments by selecting Allow Conflicting Appointment Times.

Note:  If you want to allow all physicians to do this then uncheck “Do not allow MD time conflict”: in Admin Tools -> Manage Hold Reqs

 

To reset a user’s password:

  1. Go to Manage Users page in your Admin Tools
  2. Click modify for the user whose password you need to reset
  3. Enter a temporary password and confirm password field (you can use whatever temporary password you want).
  4. Make sure Change Password on next log in check marked.
  5. Click Submit.
  6. Let user know of their temporary password and that they will be asked to change upon initial login.

 

 

To restrict or authorize rooms available to a practice for scheduling:

By default practices have access to all rooms.  You can use this function to make it so a practice can never schedule in a room regardless of the openings within that room.  You can also use this to make previously hidden rooms available.

  1. Go to Manage Practice under Admin Tools
  2. Select Room Practice Association from the menu on the top of the page
  3. Select any room(s) you want to hide by selecting it under All Rooms and clicking the right arrow.
  4. Select any room(s) you want to make available by selecting it under Hide Room and clicking the left arrow.
  5. Click Submit button when done.
  6. A “record updated” message will appear at the bottom of the page and you are done.

 

To send a user a message:

  1. You need to be logged in to the SCOR Messenger.
  2. Right click on the SCOR Messenger Icon in the lower right corner of your screen in the system tray.
  3. Select “Messaging” from the menu that appears.
  4. This will log you into your SCOR website and take you to the central messaging page.
  5. Under “Messaging History (All Users)” click the name of the user to whom you want to send a message.
  6. Enter your message in the page that opens.
  7. Click “Send”.
  8. You will know that the message has been read when the checkbox in the Read column under messaging history is checked.
  9. You will receive a pop-up notification in the lower right hand corner of your desktop if user sends you a message.
  10. Just click on the pop-up notification to read the message.

 

 

To clear a user’s messages and hold request history:

  1. Go to the Messaging page.
  2. To clear any test hold requests, messages and to reset the new message indicator: Send the message “@RESET USER” either to or from the user.

Note: It will take between 5 & 10 minutes for the update to occur.

This function is typically only used to clean user accounts that you have been testing before user go-live.

 

To create user who can view the full schedule:

Any user can be given this right by clicking the “View Full Physician Schedule” check box when you create or modify the user. However, you will most likely want to reserve this right for Anesthesia or other special users — not physician office scheduling personnel. We recommend first creating a practice which is not associated with any physicians, and then create the user accounts with view full schedule rights within that practice.

 

To restrict room in which a procedure or specific equipment can be scheduled:

You can restrict which room a case can be scheduled in by creating rules based on keyword matching.  All you need to do is specify a keyword or phrase and you can restrict which room any scheduling requests that include these keywords can be scheduled.

For example:

  • You may want Colonoscopy or EGD procedures only performed in the procedure room.
  • Or you may want all cases which request a “Holmium Laser” to only be done in a specific room.

To do this you would create a procedure rule based on these keywords.

  1. Go to Admin Tools -> Scheduling Rules.
  2. Click Modify to right of Procedure Room Constraints.
  3. Click Add at top of page
  4. Provide a keyword  or key phrase which will be used to identify when to apply this rule. (ex. Colonoscopy)
  5. Select which rooms this procedure is allowed or not allowed by selecting the appropriate rooms under Not Allowed and Allowed select boxes.
  6. Click Submit when done.

You can add additional  keywords or keyword variations as separate rules.

 

 

To post an announcement:

  1. Go to Admin Tools -> Manage Announcements
  2. Click Add Announcement.
  3. Populate Title – This shows up as the headline on the welcome page.
  4. Populate Body as necessary.
  5. If you only want announcement being displayed to specific groups or specialties then select them in All groups and users and move to Selected groups and users.
  6. Put an expiration date in the Expiry field.
  7. Click Submit Announcement when done.
  8. Notes:  
    1. Email option is not currently active.
    2. Checking Publish on Appointment Search Page, puts the announcement on both the welcome page and on the bottom of the appointment search page.
  9. Add any necessary Description.
  10. If you don’t want this visible to all practices then change value in Practice field.
  11. If you only want ASC admin users or SCOR Support to see the document then check For Admins Only.
  12. Click Upload button.

 

 

To add or delete files from the document library:

  1. Go to Admin Tools -> Manage Documents.
  2. To upload a file, click Add File.
  3. Click Browse and select your file for upload.
  4. Add any necessary Description.
  5. If you don’t want this visible to all practices then change value in Practice field.
  6. If you only want ASC admin users or SCOR Support to see the document then check For Admins Only.
  7. Click Upload button.

 

Admin Tools: Manage Site

Go to this page you to do the following:

  1. Set Surgery Center Name – as it appears on hold request detail page.
  2. Set the primary SCOR contact (usually the facility scheduler or BOM)
  3. Set Schedule Opening and Closing Time.  This is the time range that SCOR will consider your rooms as available for scheduling.
  4. Set Maximum number of days before users must change their password.
  5. Set the Welcome Message which appears below announcement on the welcome page.
  6. Set the Disclaimer Message which appears in red on the Physician Schedule.
  7. Set Announcements (news) to display only Headline until clicked via the Java Script
  8. Allow Block Release when checked allows users to send a automated notification via messaging to facility that they would like to release their block.  This does not automatically release block in SCOR or your local scheduling system.  Just notifies the facility.

 

 

 

Leave a Reply


seven − 3 =