Completion status and patient details
On the 'Appointments' page, you can see who has confirmed or requested to reschedule their appointment. You can also check if patients have checked in (if enabled by your clinic), and whether they have completed their assigned tasks.
Use the image below to view the status of appointments and navigate to the Patient Details page.
The 'appointment status' shows whether the patient has confirmed, or requested to cancel/reschedule their appointment.
Under appointment status there are 6 different statuses:
Check-in Status (add-on)
If your clinic has this enabled, the 'check-in status' shows whether a patient has checked in for their appointment. You can choose when the patient will receive the check-in touchpoint (e.g., 1 hour before the appointment).
The 'Chats' shows the completion status of tasks for the patient.
Each circle represents a task for the patient to complete (e.g., fill in a form).
To view more details about the appointment and assigned tasks, click on the document icon on the right side of the patient's appointment.
The appointment details pages includes:
A) Patient information (patient name, provider, appointment date and time, the appointment reason, contact information and patient ID).
B) Contact preferences, where you can subscribe and unsubscribe patients into Mikata touchpoints.
To unsubscribe a patient, toggle the switch off next to their contact method (I.e., SMS, Email, Voice).
IMPORTANT: Mikata will send a notification to every contact method that has a green checkmark. Depending on your account preferences, you may need to turn off more than one method if the patient does not want to receive any messages.
Please note: Patients can also unsubscribe and resubscribe into notifications themselves. For more information click here.
C) Chat summaries, where you can view the tasks assigned to the patient.
If you click on 'View Details' next to chat summaries, there's a QR code, which opens the patients online hub for their appointment.
D) Chat transcripts, which show all messages sent to and from the patient.
E) The Patient Timeline, which shows all changes made to a patient's appointments, online requests or demographics.
Scroll to see all changes, use the Oldest to Newest or Newest to Oldest to sort the timeline or use 'Command + F' to search.
You can also use the appointment details page to send the patient an on-demand message, if this feature is available to you! Click on the 'message patient' button next to 'patient details'.
For more information about sending direct messages to patients check out the Clinic-Initiated Direct Messages article.
When you sign into Mikata, you will land on the Appointments page.
Take a look at the diagram and legend below to help you navigate the Appointments section of the app.
Appointment List
This is the list of appointments sent from your EMR to Mikata.
Note: Mikata only shows an appointment if the location, provider, and reason are active in Mikata (e.g., if an appointment is with a provider who is not active in Mikata, the appointment will not appear on this list).
Date Filter:
Select the date range you would like to look at by selecting a quick filter from the lefthand side or clicking and dragging on the calendar.
Location Filter:
By default, Mikata shows the appointments for all locations you have access to.
If you have access to more than one location, open the location filter dropdown menus and select the location(s) you would like to see. You can select more than one!
Patient Search:
There are five different ways to search for patients using the patient search bar:
Personal Healthcare Number (PHN)
Phone number
Email address
First and last name
EMR Appointment ID/Accession Number
Mikata will automatically begin searching as you type.
Additional Filters:
You can also filter appointments by:
Appointment status
Check-in status (if this feature is active)
Provider
Reason
When searching for a specific patient, Mika recommends searching by PHN to ensure you find the correct patient.
Clear any unnecessary filters first to avoid limiting your search.
When looking at past appointments, Mikata only shows appointments that were picked up during the initial sync with your EMR that occurred during account activation.
Therefore, you may not see all past appointments.
Hover over each circle to see additional information or go to the the appointment details page .
By default, the list shows today's appointments (but you can use the date filter to see appointments for other date ranges - more on that below ).
Tips & Tricks
Direct patient messaging allows clinics to send a message directly to individual patients in the Mikata dashboard. Basic messages have a character count of 160.
Capabilities
The message can be created from a template and then customized, or written from scratch.
The message can include links to pre-visit instructions or information collection chats.
You can search up an individual patient to send them a message, as long as they've had a previous appointment (since integration with Mikata) or have an upcoming appointment.
Limitations
Currently limited to one way conversation. Messages sent should not be encouraging patients to respond. If a patient does respond, they will receive your default "unclear response" message.
Note: You will not be notified if a patient responds to a direct patient message. The appointment status on the appointment dashboard will be updated to 'Unclear'.
Log in to the Mikata application and go to “Appointments” on the left side of the dashboard.
To find a patient, enter their Personal Healthcare Number (PHN), name, or phone number/email in the search bar.
It is recommended to use the patient's PHN as different patients may have the same first and last name.
**IMPORTANT**
Mikata is able to search appointments as far back as when your account was activated and 10 years into the future.
Once you've found the patient, click on the document icon on the right side of the page. This will take you to the appointment details for that patient.
Click on the "Message Patient" button next to patient details.
You can choose between sending a secure or basic message to the patient.
Secure Messages: Use this option when sending any personal health information to the patient. These messages are locked and require the patient to enter their Personal Health Number (PHN) to access the information. The message will expire after 8 days. In a secure message, you can select a template, write a message, attach chats (e.g., preps and forms), and upload attachments (e.g., prescriptions, requisitions, and results).
**IMPORTANT**
To use secure messaging, the patient must have a PHN, and the clinic must have this number on file to add it to the message. Mikata will not let you send a secure message without a PHN.
Basic Messages: Use this option for sending general information to the patient (e.g., clinic announcements, appointment cancellations). These messages do not need to be unlocked and do not expire. In a basic message, you can select a template, write a message, and attach chats (e.g., preps, forms). The character limit for basic messages is 160 characters.
When you have finished writing your message, click the "Send Message" button located in the bottom right corner.
If patients have not completed their assigned tasks before the appointment, they can do this at the clinic by accessing the patient hub QR code.
Ask the patient if they still have the automated text message or email sent by your clinic. If they do, instruct them to click the link and complete the assigned tasks.
If the patient no longer has the automated message, open the Mikata application and go to the 'Appointment' section on the left side of the dashboard.
Locate the patient's name on the appointment list and click on the document icon on the right side of the screen.
You will now be in the patient's appointment details. Click on the “View Details” button on the left side of the page.
A QR code will be available. Scan it using the patient's mobile device or a clinic tablet (if available). By scanning the QR code, the patient can complete their tasks while waiting for their appointment.
