Prior to running optimization, click here to learn about schedule optimization requirements. In the “Draft Schedules” section of the Scheduling module, users can run optimization to create a schedule for providers.

To run optimization:

1. Navigate to the Scheduling module and select Draft Schedules
   
2. In the “Primary office Location*” drop-down, select an office location
   • Please note, providers and clients need to have a primary office location in the “Basics” section of their Profile.
3. In the “Filter Clients” and “Filter Providers” sections, search for labels in the search bar or select from the drop-down  
   • Select the checkbox to include active generics. Please note, schedules can be published for active generics but the appointments cannot be converted until the generic is an employee. 
4. In the “Apply Service Codes” section, search for labels in the search bar or select from the drop-down. Adding labels will pull service codes associated with each clients to determine which providers the client(s) can be scheduled with. After the appointment is scheduled, the service codes will be included in the data import. If a client does not have any service codes, they can be scheduled with any provider, but the service code information will be blank.
5. Select an Optimization type from the drop-down on the right-hand side:
   
   • Reduce travel cost: swap providers between existing events to reduce travel costs. 
   • Fill client accepted hours: create new events for clients to maximize their remaining accepted hours.  
     • These hours are subject to provider and client availability constraints, minimum and maximum session length provided by the user, established connections, certified providers, and events already on the calendar. 
   • Fill client/authorized hours: create new events for clients to maximize their remaining authorized hours
     • These hours are subject to provider and client availability constraints, minimum and maximum session length provided by the user, established connections, certified providers, and events already scheduled.
       
   • New client schedule: creates events for clients without any scheduled within a date range. 
6. Select one of the following options in the Optimize schedule by drop-drown:
   • Greatest reduction: as many changes as needed to reduce travel cost. 
   • Minimal changes: least amount of changes needed to reduce travel cost. 
   • Balanced: maximize estimated net revenue by considering therapy hours and travel cost. 
   • Maximum Therapy Hours: highest number of direct therapy hours as possible
     • The provider’s drive time will likely be longer with this optimization type, as it displays the schedule that has the most therapy hours.
7. Choose a desired Date range between 1 to 7 days
8. Adjust the ”Session length”
9. Select or deselect the checkbox to schedule lunch breaks. Select a lunch break duration for providers and the hours required for a lunch break to be scheduled. 
10. Users can select DOWNLOAD PREVIEW to view the clients, providers, and current schedules in the selected date range for an idea of what is currently in CentralReach.
11. Click RUN OPTIMIZATION
12. After running optimization, users are directed to the “Draft Schedules” tab to view the draft name, schedule range, date and time last modified, and status. Select any schedule row to view the filters and settings applied. Select the three dots icon and choose “Edit” on the right-hand side of an unpublished schedule to make changes.
13. Drafted appointments can be edited and the schedule can then be published.
    

Prior to running optimization, organizations should:

1. Set up client and provider availability
   • Each user’s availability should contain days and times and a geolocated address.
2. Geolocate the primary office locations for clients and providers, as well as the following:
   • Client’s home address
   • Provider’s home address
   • Organization addresses
3. Set primary locations for clients and providers
   • The provider should have a primary office location saved.
   • The client should have a location in the availability and a primary office location saved.
     • If the provider and client’s home address is not geolocated, the geolocated office address will be used as a default address.
4. Ensure the appropriate contacts are connected to clients and providers.
5. Input values in the “Client Accepted Hours” or “Hours” fields in the authorization, if using “Fill client accepted/authorized hours BETA.” 
   • Please note, if either the “Client Accepted Hours” or “Hours” fields in the authorization are blank, or the system is unable to pull service code information from the authorization, schedules will be optimized based on client and provider availability.
6. To include non-billable events, designate which service codes will be used for non-billable purposes.  

Click here to learn how to run optimization.

To view a drafted event:

1. Navigate to the Scheduling module and select Draft Schedules
2. After running optimization, users will be directed to the “Draft Schedules” tab to view the draft name, schedule range, date and time last modified, and status.  
3. Select any schedule row to view the filters and settings applied.  
4. Select the three dots icon and choose Edit on the right-hand side of an unpublished schedule to make changes. 
5. Select a specific provider from the “Provider” drop-down.
6. Selecting an event displays “DETAILS” and “SERVICE CODES” tabs.
   • Details: includes details for each event, including the event type, providers, event date, address, time zone, and the start and end time of the event (adjustable by 15-minute intervals).
   • Service codes: contains any any applied service codes and available authorized codes.
   • Any validation errors will display above the provider and client’s names.
7. Click SAVE if any changes were made
   
8. Select PUBLISH SCHEDULE to include the draft appointments in the live schedule.