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Navigate - How to Create an Appointment Summary Report
Appointment Summary Reports
Appointment Summary Reports should only include information related to that specific appointment.
Within an Appointment Summary Report, you can include the following information:
- Appointment: Gives the date, time, and scheduled service for the appointment.
- Appointment Campaign: If the appointment was scheduled through an Appointment Campaign, then the name of the campaign is selected. If the Location and Service of the appointment corresponds with an Appointment Campaign you are involved with, you may be able to associate this appointment with the campaign by selecting it from this dropdown. This is only true when you are creating an Appointment Summary for one student.
- Care Unit: Indicates the Care Unit associated with the appointment. This field is locked if the appointment was scheduled in advance.
- Location: The location where the appointment occurred. This field is locked if the appointment was scheduled through an appointment campaign.
- Service: Indicates the student service associated with the appointment. Only services associated with the selected location will display as options in this field.
- Course: You can associate the appointment with one specific course. The student’s currently enrolled courses display when selecting options from the field. However, you may search for any course regardless of the student’s enrollment.
Note: The course should populate on the report automatically if the appointment was scheduled for a course or the student dropped in for a specific course. - Meeting Type: Indicates if the meeting was on the phone, in-person, or virtual.
- Date of Visit: The date the appointment occurred.
- Meeting Start/Meeting End: For appointments scheduled in advance, the Meeting Start and End times default to the scheduled start and end times for the appointment. For drop-in appointments, the Meeting Start time defaults to the time the summary report is created and End time defaults to the time the summary report is saved. You can edit the fields as needed.
- Check-in/Checkout: These fields default to the times when the student checked in and checked out via Kiosk or Appointment Center. In cases where the student did not check in or check out for the appointment, the fields remain blank. In cases where the student checked in but did not check out, the check-out time defaults to the time the summary report is saved. Note check-in/check-out times that are manually added to the summary report will not display in the appointments report, appointment summary report, and check-ins report.
- Attendees: The checkbox indicates attendance for each appointment attendee. Not checking the box indicates a no-show.
- Summary Details: These fields and questions are optional and can be completed at your discretion. These options are configured by your institution.
- Summary: Use this field to summarize your interaction with the student.
- Attachments: This allows you to attach a file to the summary report, such as a plan or tutoring schedule. Navigate does not allow attachments with certain special characters in the title.
- Suggested Follow-up: These fields are used for informational purposes only. No appointment will be created as a result of filling them out.
If you have the permission to edit summary reports, you see Edit at the bottom right of the report dialog.
In addition, the Appointment Summary Report dialog expands and takes up your entire browser. If at any time you wish to minimize the report and return to complete it later, select the minimize button in the report.
You can access minimized dialog from the top bar in Navigate Staff.
Creating an Appointment Summary
There are a few different areas where you can create a Summary Report.
Path One: From the "Appointments" tab you can create an Appointment Summary from either the "Upcoming Appointment" box or "Recent Appointment" box. Check the box next to the student you wish to create a report for and click Actions then Add Appointment Summary.
Path Two: From the Staff Home page check the box next to a student, go to Actions and select Create Appointment Summary.
Path Three: If you go to a student’s profile you can select Report on Appointment from the right menu.
Frequently Asked Questions
What is the difference between adding an appointment summary to an existing appointment and creating an ad-hoc appointment summary?
If an appointment has been scheduled through the Navigate platform, it is important to file the Summary Report from this specific appointment in order to link them together. When you are creating a summary report for a drop-in appointment (i.e., a student appointment that was not scheduled in advance), you will need to create an ad-hoc summary report by following the instructions in this article. Creating an ad-hoc summary report will create a corresponding appointment on your calendar.
Can I create ad-hoc summary reports for appointments that were scheduled in the platform?
No! When you create an ad-hoc summary report, the platform creates a corresponding appointment on your calendar in the past. If you create ad-hoc summary reports for already scheduled appointments, you are essentially scheduling this appointment twice. Double-counting appointments will significantly skew the reporting data in the platform and make it more difficult to review your past appointments. If your appointment was scheduled in advance, you should only be adding Summary Reports to that appointment, rather than creating an ad-hoc report.
Are summary reports part of a student’s official record and subject to restrictions under FERPA and local privacy laws?
Yes! Any information you enter into the platform pertaining to a student becomes a part of their official student record and may be subpoenaed by that student, as outlined in the Family Educational Rights and Privacy Act (FERPA). Please consult with your Application Administrator for institution-specific guidelines about what information to include (and not include) in summary reports and notes.
Why is my service not showing as an option to select in the summary report?
Only services associated with your selected Location will display as options for your summary reports. If you have questions related to the services you see displaying, please contact your Application Administrator or try selecting a different Location.
What does the Suggested Follow-up field of the summary report do? Will it actually schedule a follow up appointment for me and the student?
No, the Suggested Follow-up field is informational only and will take no action on your calendar. Use it simply for suggested notes to yourself about when you would like to follow up with the student. You can easily view your suggested follow up dates by navigating to the “Students” tab on your staff homepage, scrolling down, and clicking on the “Recent Reports You Created” tab. This section includes all recent summary reports you filed, with a “Yes” indicated for suggested follow up – hover over the Yes to view the date.
Can students view their own summary reports?
Whether students can see summary reports is configurable by care unit. As of right now summary reports are viewable by students.
Can a summary report be marked as private?
No, it will be visible to those with permissions to view the summary report, including those within your Care Unit, and including students if your care unit has configured them to be visible to students.
Can I see a record of edits to a summary report?
No, there is no ongoing record of changes to summary reports available. You will always view the most up to date version of the summary report.
Is there a size limit to document attachments?
10 MB is the size limit for document attachments.
Can I create an appointment summary for an inactive student?
Yes.