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 Edit their Schedule

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

  1. Settings > Manage Own Availability
    • Access manage their own availability

Click here 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.

Scheduling Appointment Types

Appointment Types allow organizations to decrease scheduling time by standardizing appointments with specific titles and lengths. Appointment types are created in the My Profile section of your profile, under the Settings tab, located in 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 in the Settings section of the  Scheduling module.

Click here to learn how to create appointment types.

Scheduling Calendar Views and Icons

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

  1. View My Calendar: there are 5 different views to select when accessing your calendar view
    • Day View: view all appointments for a specific day, add single or recurring appointments to any time within the day, and 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 white lightning bolt in a green circle . Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye icon.
    • Week View: the default calendar view and shows all appointments for the dates in the selected week. Add single or recurring appointments to any day and time in the week, and 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 white lightning bolt in a green circle . Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye  icon.
    • Month View: view all of the appointments scheduled for the month. Select a day to schedule a new appointment and edit existing appointments by clicking the appointment box. You can 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: view all appointments scheduled per day and per hour for the selected week. Add appointments by clicking in the space representing the desired time, and edit existing appointments by clicking the appointment box. Converted appointments are identified by a checkmark icon. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye icon.
    • Planner View: view the appointments scheduled per day for the selected week. Add employees’ calendars and view their own lines with appointments, and add single or recurring appointments to any day and time. Converted appointments are identified by a checkmark icon. Appointments hidden from the client view in the Client Portal will be identified by a strikethrough eye icon.
  2. View Day Planner: a more in-depth view of employees’ 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, 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 are 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: 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 view all cancelled and deleted appointments for a given date range, 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 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 can 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 can 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 can cancel a series of recurring appointments incorrectly added to their schedule
  5. Settings > Manage Own Schedule
    • Access to manage their own schedule

Click here 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 to learn more about the Scheduling module’s permissions.

Billing / Scheduling Enable Schedulers to Convert Other Employees’ Appointments

The following permission can be granted in the  Permissions module, under the Billing module’s permissions list, for employees, such as the person responsible for scheduling all of your organization’s appointments, 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, add/edit others’ timesheets, view billed rates, as well as override authorization over-billing restrictions

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

Click here 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.

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 can no longer go back and modify, add, or convert appointments. This is helpful for certain situations when you need to lock schedules down before a certain point, to ensure no additional changes are made. Please note, users with permission to bypass lock settings (Appointments > Bypass Lock Settings) can 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

Click here to learn how to set up a Schedule Lock Date.

Scheduling Schedule Validation

When creating a new appointment or viewing an existing appointment in the  Scheduling module, check for any authorization issues, as well as any overlapping date/time scheduling issues, with the Schedule Validation feature. The Schedule Validation feature allows users to identify authorization issues via a warning icon in the appointment in their calendar, and provides additional details pertaining to the issues under each service code in the Appointment Details page.

The Schedule Validation toggle can be found at the bottom of the Appointment Details page. Organization accounts can 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
  • Enable it by default, but allow users to disable it, if needed

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 can still create or save changes to the appointment, by clicking on the authorization acknowledgment checkbox I accept the authorization issues outlined above, to accept the issues. 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, 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 Warnings Calendar in the  Scheduling module.

If the authorization allows over-billing, users can still convert appointments with an authorization issue. If the authorization does not allow over-billing, users cannot convert an appointment with an authorization issue.

Click here to learn how to set up Schedule Validation.

Scheduling Scheduling Module Guide to Schedule Client Appointments

Download this comprehensive guideline with recommended workflows on how to book 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.

  • (Access): basic access to the  Scheduling module.
  • (Appointments > Allow Cancelling One-Off): ability to cancel a single appointment. Users with this permission can cancel appointments that are no longer occurring.
  • (Appointments > Allow Cancelling Recurring): ability to cancel an entire series of a recurring appointment.
  • (Appointments > Allow Deleting One-Off): ability to delete a single appointment. Users with this permission can cancel an appointment that was incorrectly added to their schedule.
  • (Appointments > Allow Deleting Recurring): ability to delete entire series of a recurring appointment. Users with this permission can cancel a series of recurring appointments incorrectly added to their schedule.
  • (Appointments > Allow Edit Converted): allows the user to edit previously converted appointments on the schedule. Users with this permission can edit their converted timesheet and change information, such as date and time of the appointment.
  • (Appointments > Bypass Lock Settings): ability to add/edit appointments without lock-date restrictions. Users can add new appointments or edit existing appointments after the grace period has expired.
  • (Appointments > Manage Organization Labels): add, edit, and remove organization labels.
  • (Appointments> Override Authorization Limitations): ability to override scheduling warnings that are triggered when authorization limits are reached or exceeded.
    • Please note, this permission is added to the Custom permission group, and is enabled by default. Users with this permission disabled, will receive a warning message and cannot save appointments when trying to schedule an appointment for a client that has reached authorization limits or that has a service code with Place of Service requirements.
  • (Appointments > Override Required Credentials): ability to override required credential warnings that are triggered when the primary provider’s credentials do not match the fee schedule’s requirements.
    • Please note, this permission is added to the Custom permission group, and is enabled by default. Users with this permission disabled will receive a warning message and cannot save appointments when trying to schedule appointments with providers whose credentials do not meet the requirements for the service(s) provided.
  • (Appointments > Schedule Overlapping Appointments): ability to schedule appointments that overlap, or are the same time as previously scheduled appointments.
    • Please note, this permission is added to the Custom permission group, and is on by default. Users with this permission disabled, will receive a warning message and cannot save appointments, when trying to schedule appointments for multiple clients.
  • (Appointments > Use Organization Labels): add and remove organization labels to and from appointments.
  • (Settings > Manage Client Availability): access to manage client availability. The user must be connected to the client.
  • (Settings > Manage Client Locations): ability manage client appointment locations. The user must be connected to the client.
  • (Settings > Manage Client Settings): ability to configure specific schedule settings for clients.
  • (Settings > Manage Employee Appointment locations): access to manage employee specific appointment locations.
  • (Settings > Manage Employee Appointment Types): access to manage employee specific appointment types.
  • (Settings > Manage Employee Appointment Locations): access to manage employee specific appointment locations.
  • (Settings > Manage Employee Availability): access to manage employee specific availability.
  • (Settings > Manage Employee Permissions): access to manage employee permissions within the schedule settings.
  • (Settings > Manage Own Appointment Locations): access to manage their own appointment locations.
  • (Settings > Manage Own Appointment Types): access to manage their own appointment types.
  • (Settings > Manage Own Availability): access manage their own availability.
  • (Settings > Manage Own Schedule): access to manage their own schedule.
  • (Settings > Sync Appointment Types): sync appointment types of users that are in network.

Scheduling The Difference Between a Segment and an Event

When scheduling an appointment in the  Scheduling module, you are creating a new event. An Event is the actual appointment within a possible course of events, such as recurring appointments. A Segment is the billing entry within the event. For example, a 0364T and 0365T in an appointment would have two segments (two codes that become a billing entry). If they are all part of a recurring series, they would be under the same course ID.

Scheduling Unable to Find a Contact to Schedule an Appointment

When new employees, providers, and clients are added to CentralReach, connections must be established to schedule appointments between them.

If contact connections are not yet made when attempting to schedule an appointment for the new employee or client, you will not find them in the Primary ProviderAppointment with or Additional Participants fields in the Appointment Details page. Additionally, if a user is scheduling appointments on behalf of other employees, the employee’s calendars must be connected, as well.

2017-03-30 12_56_11-scheduling - CentralReach

Click here to learn how to connect clients to providers.

Click here to learn how to connect clients to employees.

Click here to learn how to connect employees.