trying to create a scheduling doctor appointments in Access 2013

Anonymous
2018-10-17T22:25:24+00:00

My boss asked me to do a new Access database from scratch. I’ve never done an Access database on my own before, and would appreciate any advice you guys have. This is to help employees schedule appointments for 46 medical doctors in 14 different medical offices.

As for my relationships, I hope I’ve set up everything correctly:

As you can see, I’ve set up two junction tables, but am not quite sure how to set up a search query with junction tables. I’ve looked in my two Access 2013 books, and I’ve also looked online but am not having much luck. For example, with the table Junction_Provider_Insurance, I’m not sure how to search the Junction table to pull up the doctor and if the doctor is contracted, not contracted, needs authorization or pending for the insurance. So if a doctor’s name and an insurance name such as Aetna is searched, I want the result to show that the doctor is or is not contracted with Aetna in ReportResults.

As for the search, I originally set up a wildcard search for all the search boxes. My original intention was that the user could type in anything they wanted in one or two or three of the boxes (such as doctor’s name, visit type and insurance) and do a search where the results come up. However this is not working at all and time is of the essence as I’ve already missed my deadline to turn in this a week ago.  

Due to missing the deadline, I decided to change the wildcard text search to a combo box for the Doctor’s Name, Medical Office Name, Visit Type, Specialty and Insurance in the hopes the search will finally work. I’m thinking the best way to handle this is to remove the medical office, and then just have the doctor’s name, then when that comes up, to cascade into a new combo box for the visit type (new patient, follow up, pre-op, post-op, etc.) Or is there a better way to do this? I still need the results to show in the report too.

Thank you so much for your time and help. I really appreciate it very much.

Microsoft 365 and Office | Access | For home | Windows

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  1. Anonymous
    2018-11-09T18:28:53+00:00

    Thank you Gina. So I looked in all of my Access books and they all recommend grouping over subreports. I already have grouping on Office Name then Provider's Name, so I tried adding Subspecialty in the grouping and it did not work.

    So if I'm understanding correctly, I should do:

    • A mini-report with only Office Information (address, etc.)
    • A mini-report with only Provider Information (name, etc.)
    • A mini-report with only Appointment Information (New Patient, Follow Up, etc.)
    • A mini-report with only Speciality Information (Orthopedics, Pediatrics, etc.)
    • A mini-report with only SubSpecialty Information (Knee, Hip, Ankle, etc.)

    Then take all of these mini-reports and put it onto a blank main report page to create what looks like one report? Is that what you mean by breaking up the report?

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  2. Anonymous
    2018-11-09T19:09:34+00:00

    Yes BUT if the Provider only has one Office you can Group that into the main report.  Then put SubSpecialty as a Subreport on Specialty  which you would then put as a Subreport on the Main Report.

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  3. Anonymous
    2018-11-09T19:34:59+00:00

    Thank you Gina. That makes sense now.

    The majority of providers have one office, but there are quite a few providers who use two different office locations. So if I am understanding you correctly, I would have to do:

    Main Report:

    a) Office

    b)  Provider

    c)  Specialty

    1. Sub-Specialty (subreport inside c) Specialty)

    d)  Visit

    e)  Insurance

    Again thanks so much for all of your time and support. I really appreciate it very much.

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  4. Anonymous
    2018-11-09T20:14:29+00:00

    No problem BUT, let's adjust that a bit...

    Main Report:

    a) Office

          1)  Provider (subreport of Office)

                 c)  Specialty (subreport of Provider)

                 1) Sub-Specialty (subreport inside c) Specialty)

    d)  Visit

    e)  Insurance

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  5. Anonymous
    2018-11-09T20:50:02+00:00

    Ok that makes more sense, even though several providers have more than one office. One provider has 21 Sub-Specialties; another provider has 13 Sub-Specialties, and then the rest have anywhere from two to 10.

    So I take the fastest way to handle this is to rebuild my queries:

    a query for Subspecialty to go to SubSpecialty Report which will be a sub-report inside Specialty Report

    a query for Specialty to go to Specialty Report which will be a sub-report inside Provider Report

    a query for Provider to go to Provider Report which will be a sub-report inside Office Report

    a query for Office to go to Office Report

    then lastly, tie in the Visit and Insurance at the end. Or have I confused myself?

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