Scheduling

The Scheduling Module is represented by the calendar icon, and allows the user to view and manage calendar appointments for themselves as well as for all the providers and clients the user oversees.

Scheduling Allow Employees to Manage Availability but not Editing Schedule

The following permission can be granted in the  Permissions module, under the Scheduling module permissions list, for employees to be able to manage their availability without being able to create or edit appointments in their schedule:

  1. Settings > Manage Own Availability
    • Access manage his/her own availability

To learn how to create a permission group to grant employees permission to manage their availability, click here

To learn how to review and edit an employee’s permissions, click here

To learn how to edit the permissions of a group, click here

Scheduling Appointment Types

Appointment Types allow organizations to decrease scheduling time by standardizing appointments with specific titles and lengths. Appointment types are created in My Profile within the Dashboard module.

Employees with permission to manage Appointment Types (Settings > Manage Employee Appointment Types) are able to create Appointment Types to be used by other employees in the organization. Employees with permission to manage their own Appointment Types (Settings > Manage Own Appointment Types) can create their own list of Appointment Types. After the Appointment Types are created, in order for other employees to use them to schedule appointments, the Appointment Types must be shared with these other employees within the Settings section of the Scheduling module.

To learn how to create appointment types, click here.

Scheduling Calendar Views & Icons

There are three calendar views available in the Scheduling module to help you manage your calendar, your employees’ calendars, and appointments:

  1. View My Calendar: you have 5 different views for you to select when accessing your calendar view:
    • Day View: through this view, you will see all appointments for a specific day, will be able to add single or recurring appointments to any time within the day and may update an appointment’s time by dragging and dropping the scheduled appointment to a different time. Billable appointments are identified in this view by a white lightning bolt icon, which can be clicked to be redirected to convert the appointment to a timesheet. Converted appointments are identified with a green lightning bolt  icon. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
    • Week View: this is the default calendar view and shows you all appointments for the dates within the selected week. You will be able to add single or recurring appointments to any day and time in the week and can drag and drop existing appointments to a different date to change an appointment date and time. Billable appointments are identified in this view by a white lightning bolt icon, which can be clicked to be redirected to convert the appointment to a timesheet. Converted appointments are identified with a green lightning bolt  icon.  Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
    • Month View: you will see all the appointments scheduled for the month selected, may select a day to schedule a new appointment and can edit existing appointments by clicking the appointment box. You will be able to identify converted appointments by a checkmark  icon, and unconverted appointments by a circle icon. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
    • List View: you will see all appointments scheduled per day and per hour for the selected week, can add appointments by clicking in the space representing the desired time and can edit existing appointments by clicking the appointment box. Converted appointments are identified by a checkmark icon in this view. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
    • Planner View: you will see the appointments scheduled per day for the selected week, and can add employees calendars and view their own lines with appointments and have the ability to add single or recurring appointments to any day and time. Converted appointments are identified by a checkmark icon in this view. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
  2. View Day Planner: provides a more in-depth view of employee’s calendars and is designed for you to compare multiple calendars and review scheduled appointments by the hour of the selected date, and search for availability. Once employees calendars are added in this view, you can click to add new appointments, drag and drop appointments from different employee calendars, drag and adjust the length of an appointment and identify appointments that may be in conflict with authorizations through the warning  icon. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
  3. View As Grid: displays a grid with all scheduled appointment details. This is a great view to audit scheduled appointments, identify unconverted appointments by a circle icon, identify authorized or unauthorized appointments, and see all canceled and deleted appointments for a given date range, among many more details, in a table grid view. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon included in the third column of the schedule grid.

Scheduling Employee Permissions to Manage Appointments

The following permissions can be granted in the Permissions module, under the Scheduling module permissions list, for employees to be able to create, edit, cancel or delete appointments from their schedule.

  1. Appointments > Allow Cancelling One-Off
    • Ability to cancel a single appointment. Users with this permission will be able to cancel appointments that are no longer occurring.
  2. Appointments > Allow Cancelling Recurring
    • Ability to cancel an entire series of a recurring appointment.
  3. Appointments > Allow Deleting One-Off
    • Ability to delete a single appointment. Users with this permission will be able to cancel an appointment that was incorrectly added to their schedule.
  4. Appointments > Allow Deleting Recurring
    • Ability to delete entire series of a recurring appointment. Users with this permission will be able to cancel a series of recurring appointments incorrectly added to their schedule.
  5. Settings > Manage Own Schedule
    • Access to manage his/her own schedule

To learn how to create a permission group to grant employees any of the above permissions, click here

To learn how to review and edit an employee’s permissions, click here

To learn how to edit the permissions of a group, click here

Billing / Scheduling Enable My Scheduler to Convert Other Employees’ Appointments

The following permission can be granted in the  Permissions module, under the Billing module permissions list, for employees such as the person responsible for scheduling all your organization’s appointments, to be able to convert other employee appointments into timesheets:

  1. Billing > Manage Timesheets
    • Manage timesheets on behalf of other employees and clients in their network. This includes converting appointments, being able to add/edit timesheets of others, see billed rates, as well as override authorization overbilling restrictions

These employees would also need to have permission to manage other employees calendars, which is enabled via the Scheduling module. Permissions to view or manage calendars can also be established via Contact Forms, so new users added to CentralReach already have these permissions enabled based on your Contact Form.

To learn how to create a permission group to grant employees permission to convert other employees’ appointments, click here

To learn how to review and edit an employee’s permissions, click here

To learn how to edit the permissions of a group, click here

Client Portal / Scheduling Enable/Disable Client Appointment View

When scheduling new client appointments, you can control the appointments clients are able to view in their Schedule menu in the Client Portal.

Client appointment visibility must be defined when creating a brand new appointment through the Visible to Client toggle. When Visible to Client is enabled, the client will always see the appointment in their schedule, and all future appointments in the recurring series. If enabled, client visibility can’t be hidden after the appointment is created, and the appointment and all recurring series will be shown in the Client Portal.

If the toggle is disabled when the appointment is created, the appointment will be hidden from the client schedule in the Client Portal, and users will be able to enable view for each individual appointment one by one, or in bulk, at a later time.

To learn how to create an appointment, click here. 

Scheduling Schedule Lock Date

As an organization, you can control when edits can be made to your schedule and prevent billing or payroll issues by defining the date until when employees can make edits to their appointments.

Schedule Lock Date gives an administrator the ability to set a date when employees will no longer have the ability to go back and modify, add or convert appointments. This is helpful for certain situations when you may need to lock schedules down before a certain point to ensure no additional changes are made. Please note that users with permission to bypass lock settings (Appointments > Bypass Lock Settings) will be able to modify appointments after the established lock date.

Exact restrictions include:

  • Creating new appointments
  • Editing appointments
  • Cancelling/deleting appointments
  • Changing length (using drag/drop from calendar or day planner)
  • Moving appointments from one provider to another on the day planner

To learn how to set up a Schedule Lock Date, click here. 

Scheduling Schedule Validation

When creating a new appointment or viewing an existing appointment in the Scheduling module you can easily check for any authorization issues as well as any overlapping date/time scheduling issues, using the Schedule Validation feature.

The Schedule Validation feature allows users to easily identify authorization issues via a warning  icon within the appointment in their calendar and provides users additional details pertaining the issues under each service code within the appointment details page.

The Schedule Validation toggle can be found at the bottom of the appointment details. Organization accounts are able to configure one of three available settings for Schedule Validation to either enforce and always enable Schedule Validation by default for all users appointments; disable it by default and allow users to enable it if needed; or enable it by default but allow users to disable it if needed. To learn how you will be able to set up Schedule Validation, click here. 

Creating an appointment with Schedule Validation disabled means CentralReach will not look for any errors with that appointment. However, once the appointment is created, users can return to the specific event and enable Schedule Validation to identify any issues with the service codes or with the appointment time and date. If any issues are identified when Schedule Validation is enabled, the user will still be able to create or save changes to the appointment by clicking on the authorization acknowledgment checkbox to accept the issues  I accept the authorization issues outlined above. Issues related to the appointment time and date overlapping with other scheduled appointments will display a warning on the bottom of the appointment details page.

Please note that if an appointment has Schedule Validation disabled, the warning icon will still be shown for all appointments with authorization issues, if you have Additional Settings set up to Show Authorization Warning Calendar within the Scheduling module.

2017-04-27 10_49_01-scheduling - CentralReach

Finally, if the authorization allows over-billing, users will still be allowed to convert appointments with an authorization issue. If the authorization does not allow over-billing, users will not be able to convert an appointment with an authorization issue.

Scheduling Scheduling Module Guide to Schedule Client Appointments

Download this comprehensive guideline with recommended workflows on how to book your clients’ appointments and streamline your scheduling processes so you can effectively manage schedules, billing, claims and payroll in CentralReach.

Permissions / Scheduling Scheduling Module Permissions

Employees with the following permissions have various levels of access to the Scheduling module. These permissions can be enabled via the  Permissions module.

  1. Access
    • Basic access to the scheduling module
  2. Appointments > Allow Cancelling One-Off
    • Ability to cancel a single appointment. Users with this permission will be able to cancel appointments that are no longer occurring.
  3. Appointments > Allow Cancelling Recurring
    • Ability to cancel an entire series of a recurring appointment.
  4. Appointments > Allow Deleting One-Off
    • Ability to delete a single appointment. Users with this permission will be able to cancel an appointment that was incorrectly added to their schedule.
  5. Appointments > Allow Deleting Recurring
    • Ability to delete entire series of a recurring appointment. Users with this permission will be able to cancel a series of recurring appointments incorrectly added to their schedule.
  6. Appointments > Allow Edit Converted
    • Allows the user to edit previously converted appointments on the schedule. Users with this permission are able to edit their converted timesheet and change information such as date and time of the appointment.
  7. Appointments > Bypass Lock Settings
    • Ability to add/edit appointments without lock-date restrictions. Users are able to add new appointments or edit existing appointments after the grace period has expired
  8. Appointments > Manage Organization Labels
    • Add, edit, and remove organization labels
  9. Appointments > Use Organization Labels
    • Add and remove organization labels to and from appointments
  10. Settings > Manage Client Availability
    • Access to manage client availability. The user must be connected to the client.
  11. Settings > Manage Client Locations
    • Ability manage client appointment locations. The user must be connected to the client.
  12. Settings > Manage Client Settings
    • Ability to configure specific schedule settings for clients
  13. Settings > Manage Employee Appointment locations
    • Access to manage employee specific appointment locations
  14. Settings > Manage Employee Appointment Types
    • Access to manage employee specific appointment types
  15. Settings > Manage Employee Appointment Locations
    • Access to manage employee specific appointment locations
  16. Settings > Manage Employee Availability
    • Access to manage employee specific availability
  17. Settings > Manage Employee Permissions
    • Access to manage employee permissions within the schedule settings
  18. Settings > Manage Own Appointment Locations
    • Access to manage his/her own appointment locations
  19. Settings > Manage Own Appointment Types
    • Access to manage his/her own appointment types
  20. Settings > Manage Own Availability
    • Access manage his/her own availability
  21. Settings > Manage Own Schedule
    • Access to manage his/her own schedule
  22. Settings > Sync Appointment Types
    • Sync appointment types of users that are in network