Prior to running optimization, click here to learn what should be set up. 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
4. In the “Apply Service Codes” section, search for labels in the search bar. Adding labels will pull which service codes clients have to determine which providers the client 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
   
   
   • Existing client schedule: optimizes existing schedule and provides suggestions on provider swaps.
     • Click here to learn more about optimization types.
   • New client schedule: creates appointments around the existing schedule.
   • Fill client accepted/authorized hours BETA: populates remaining accepted or authorized hours for clients. 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.
6. Select one of the following options in the Optimize schedule by drop-drown:
   • Minimum Drive Time: displays appointments with the least amount of drive time for providers.
   • Maximum Therapy Hours: displays appointments that utilize the most hours for therapy sessions. The provider’s drive time will likely be longer with this optimization type, as it displays the schedule that has the most therapy hours.
   • Balanced: displays appointments with the highest net revenue.
7. Choose a desired Date range up to seven days from the drop-down
8. Adjust the ”Session length”
9. If “Fill client accepted/authorized hours BETA” was selected, select either Client accepted hours or Authorized hours under “Utilization Hours”
   • Client accepted hours: pulls from the “Client Accepted Hours” within the service code of the authorization.
   • Authorized hours: pulls from the “Hours” field within the “Frequency & Amounts* tab of the authorization.
   • 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.
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 date range, session length, and status of each draft schedule. Select the View draft icon on the right-hand side to view the appointments by provider, minimum drive time, maximum therapy hours, and balanced optimization types.
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. Provide appropriate users with the CR ScheduleAI permission(s)
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.

Click here to learn how to run optimization.

To view a drafted appointment:

1. Navigate to the Scheduling module and select Draft Schedules
2. After running optimization, users will be directed to the “Draft Schedules” tab
3. Select the View draft icon on the right-hand side of a draft schedule
4. Search for a provider in the search bar
5. Selecting an appointment displays “DETAILS” and “SERVICE CODES” tabs.
   • Details: includes appointment type, provider, appointment date, address, time zone, and start and end times.
   • Service codes: contains any applied (authorized) and available service codes.
   • Any validation errors will display above the provider and client’s names.
6. Click SAVE if any changes were made
   
7. Select PUBLISH SCHEDULE to include the draft appointments in the live schedule.