ASSIGNING VISITS
When assigning associates, there are many options on this page so we will go over each one individually.
NOTE: For Careficient Agency Administrators, click on the following to learn more about the privileges for "View Schedules".
HEADER (Top)
Clicking on the "Patient Schedule" link will take you back to "Patient Schedules".
If you click on the patient name, it will take you to the patient's encounter (chart).
If you hover over the address book, you will see the contact information for the patient.
This will pull up a preview of the patient's contact information.
To view the patient's frequency orders, click on "View Orders".
This will bring up a preview of the patient's frequency orders.
THERAPY UTILIZATION CHECK (Top)
Click here to learn more about Therapy Utilization Check
SCHEDULE PRN (Top)
Click here to learn more about Schedule PRN.
MESSAGES SENT (Top)
Clicking on Messages Sent will show you the messages for this patient.
SEND MESSAGE
Click here to learn more about Send Message
MASS CANCEL (Top)
Click here to learn more about Mass Cancel
ADD PAY ONLY (Top)
Click here to learn more about Add Pay Only
SCHEDULE TO TEAM (Top)
Click here to learn more about Schedule To Team (not released at this time).
REMOVE DEACTIVATE NOTES (Top)
Click here to learn more about Remove Deactivated Notes
PATIENT SCHEDULE FOR (Top)
You can view a different patient's schedule by clicking on the drop down to the right of "Patient schedule for" and choose that patients schedule.
SHOW CANCELED (Top)
To view all canceled visits, click on "Show Canceled". These visits show up in orange.
VISIT COLORS (Top)
There are several colors for visits on the schedule. Green is for a visit that you have already assigned to an associate.
Blue is for a visit that the back office has verified. Click here for more information on Verify Services.
Yellow is a visit that is unassigned but isn't chosen as the discipline to be assigned under "Choose Discipline".
Pink is a visit that is unassigned and is chosen as the discipline to be assigned under "Choose Discipline".
"Cert Start" marks the date on the calendar where the certification period begins.
"Cert End" marks the 5 day window at the end of the certification.
If a scheduled service that appears on the Patient scheduling calendar is classified as non-billable, the text now displays in red. Non-Billable services include:
Scheduling events that appear with “red” text on the Patient’s scheduling are non-billable services.
Choose Discipline allows you to change from one active discipline to another.
DROP DOWN ITEMS (Top)
EDIT
On the patient schedule if you right click on the visit there are several options as well. Select Edit...
Here you have the option to change the service, service date, time in and out, override the rate, payer, override availability and add/change the associate assigned to the visit. Click "Save" when changes are complete.
UNSCHEDULE
Unschedule allows you to unassign a visit that is scheduled to someone.
Click "Continue" to remove from associate.
CANCEL VISIT
Cancel allows you to remove the visit from the schedule. Click here for more information on "Missed Visits".
Choose the resolution (reason) for the canceled visit and date of resolution and click "Confirm Cancel".
NOTE: For Careficient Agency Administrators, “Resolution” options can be set in Settings > Lookup Tables > Patient Support Tables > Variance Resolution Type.
ADD NOTE
Add note allows you to add a scheduling note to the visit. Click "Add Note".
Choose the Note Type and enter your note. Click "Save" when finished.
NOTE: For Careficient Agency Administrators, “Note Type” options can be set in Settings > Lookup Tables > Patient Support Tables > Transaction Note Type.
REMOVE NOTE
To remove a scheduling note, click on the note
Click on the "Deactivate Note" icon. The will deactivate the note from the patient schedule
REACTIVATE NOTE (Top)
To reactivate the note, click on the "Show Inactive" checkbox
Click on the "Reactivate" Icon.
SEND MESSAGE (Top)
Click on link to learn more about "Send Message".
There are a couple of ways to assign the visits to your associates. The first way is to right click on the specific visit and choose "Edit".
From here you can change the type of visit by clicking on the drop down to the right of "Service". You can choose the associate that you would like to assign to the visit by clicking on the check box to the left of their name. If the check box is not available, it is usually because their availability isn't setup and you would need to click on the "Override availability check" in order to schedule them this way. Once you have assigned the associate, click on the "Save" button.
SCHEDULE MULTIPLE VISITS (Top)
To schedule multiple visits at a time, make sure that the discipline you want to schedule is highlighted to the right of "Choose Discipline" and then click on the calendar to the right of the associates name that has the green bubble as below.
You will get the same options that you did when you were assigning just the one visit at a time but here instead of choosing the associate, you choose the visits to assign to the associate (defaults to all) and then "Save". You can also schedule by only the days of the week that you have services for by clicking on the day of the week check box. This will leave all of the other visits that fall on other days unassigned when you save.
UNASSIGN VISITS (Top)
If you need to un-assign the visits from an associate, click on the calendar to the right of the employees name that has a red bubble.
You can then choose the visits that you want to un-assign from the associate and then "Save".
SCHEDULING THE RECERTIFICATION VISIT (Top)
To schedule the recertification visit, you will notice that the 5 day window for the recert shows in orange. This helps the scheduler to know where the visit can be moved. The system will allow you to move the visit outside of this time frame but the legend is there so that you will know that it should be moved beyond those dates.
Click on the forward arrow as below to scroll to the last week of the certification period (Home Health) or the second to last week (Hospice) and find your visit. Right click on this visit to edit the Service.
Click on the drop down to the right of "Service" and choose your Recertification Visit and "Save". The type of visit depends on your agencies service codes.
NOTE: For Careficient Agency Administrators, click on the following to learn more about the privileges for Manage Patient Schedules and Manage My Patient Schedules.