Scheduler - Using Your Scheduler

Now that you have your Scheduler all set up, you are ready to implement it into your work day. 

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General Navigation

Once you have set up your Resources, navigating the Scheduler is easy.  

1. In the mini calendar, click the Date that you would like to display or click and drag your mouse over a date range.
2. Check the box for the Resource(s) whose schedule you would like to display.
3. In the drop-down menu, select the Type of resource you would like to see.
4. In the search field, type the resource name. 
5. Click the Refresh button.
   
   

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Individual Appointments

Individual Appointments are appointments that happen once. To add a non-recurring appointment, follow these steps.

1. Go to Scheduling > Schedule or Schedule under Day-To-Day.
2. In the mini calendar, click the Date you want.
3. In the drop-down menu, select the Type of resource you would like to see.
4. In the search field, type the resource name.
5. Double-click the appropriate timeslot.
   
   
    
6. Select the correct Chart and Visit Type.  
7. Adjust the start and end times if necessary.
8. Click Save.
   
   
9. The time of the appointment can be adjusted by dragging the top or bottom of the appointment to where you want it.

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Recurring Appointments

Appointments that repeat are called recurring appointments. If there is a pattern to how they repeat, they can be added to the Scheduler as a recurring appointment so that when you add it once, you are actually adding it for every occurrence. 

New

1. Go to Scheduling > Schedule or Schedule under Day-To-Day.
2. Click Recurring > New.
   
   
    
3. Within the Recurring Appointment window, select the Client, Resource, Start Time, End Time, and Visit Type.
4. Click Save.
   
   
    
5. Click Details to specify how it will recur.
6. Select the Start and End dates of the appointment.
7. Choose the Recurrence Pattern.
8. Click Save.
   
   

List

1. To view an existing recurring appointment, click Recurring > List. 
   
   
    
2. To edit one of the appointments, select any cell in a row and click Edit.
   
   
3. The Recurring Appointment window will open. 
4. Edit the appointment details as needed.
5. Click Save.

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Next Available Slots

Next Available Slots provides the Front Desk / Scheduling staff opportunity to set appointments for clients based upon clinician availability

1. Go to Scheduling > Schedule or Schedule under Day-To-Day.
2. Click Next Available Slots.
   
   
    
3. Select Users and From and To dates.
4. To search for a specific Availability Type, select from the Filter By Availability Types drop-down menu.
   • Availability Types are set up in Lookup Manager.
5. Click Search to see available slots.
   
   
    
6. Double-click on a date/time to open the Appointment window.
7. Complete as usual.

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Show All Appointments

Show All Appointments allows users to access all future scheduled and past appointments for either a specific day, date range or for a specific client.

1. Go to Scheduling > Schedule or Schedule under Day-To-Day.
2. Click Show All Appointments.
3. Select from the drop-down menu what you would like to see.
   
   
4. Enter a Client's last name in the Subject field and select the appropriate client from the list provided.
   • Current appointments will populate by default.
     
     
      
5. To modify filters, click Show Appointments and select from the drop-down menu which criteria you want to search by. 
   • The same logic would apply, without adding a client name, to see All appointments by any given day.
6. Click Print to print these lists. 

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Maintain Your Schedule

As appointments change, the Scheduler must be updated.  Once you have an appointment pulled up, you can change the duration, the timeslot it appears in or move it from one clinician’s schedule to another.

When updating your Schedule, you can click and drag the appointment to update it or double-click the appointment to pull up the Appointment window to make your changes.

Click and Drag

• To change the start or end time of the appointment, place the mouse over the applicable edge of the appointment so the up/down arrow appears. Then click and drag the appointment to the correct start or end time.
• To change the timeslot, click on the appointment and drag it to the correct timeslot.
• To move an appointment to another clinician's schedule, have both clinicians selected on the right. Then click and drag the appointment from one clinician’s schedule to the other’s.

Double-Click

• Double-clicking the appointment will open the Appointment window where you can update the Start and End times, the client, the clinician, and the Visit Type.  
• Once done, click Save.

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Update an Appointment Status

When an appointment is added to the Scheduler, the status will default to Pending.  To change this status, follow these steps.

1.  Right-click on the Appointment for a list of statuses to choose from.  
2. Select the appropriate Status.
3. The appointment’s color will change reflecting the status chosen.

Once the Appointment’s status is set to Checked In, the start time, end time and clinician can no longer be edited.  Changing the status to Checked In will send an alert to the clinician so that they know the client has arrived.

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Update a Group Appointment Status

When a Group appointment is added to the Scheduler, the status will default to Pending. To change this status, follow these steps.

1. Right-click on the appointment for a list of statuses to choose from.
2. Select the appropriate Status.
3. The appointment’s color will change reflecting the status chosen.
   • When choosing Checked In, the Primary clinicians assigned to the group will be notified via an alert that the group has arrived.

     • NOTE: There is an option under Setup > Client Options > Scheduler tab that allows you to choose if you would like an alert sent for Pending, Confirmed, Checked In, Cancelled By Provider, Cancelled by Patient and/or No Show.  

     • Additionally, some status changes will require a progress note to be completed.
4. Double click on the appointment to indicate which clients have arrived.
5. Once the appointment is open, you can complete the appropriate status for each client in the group.
   • Confirmed means that it has been confirmed in advance of the scheduled appointment that the client is aware of the meeting and is planning to attend.
   • Checked In means that the client has arrived. Once selected, a Check In window will open to allow payment to be made.

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Scheduler Reporting

1. Go to Reporting > Reports.
   
   
2. Click on the Canned widget.
   
   
    
3. Click on the Scheduling widget.
4. Here you will see a variety of Scheduling reports available to you.

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