Scheduling›Calendar-Based Scheduling

Calendar-Based Scheduling

Overview

Although scheduling can be performed by creating a new visit under Visits or by using the Create Visits tab under a client, the easiest method to schedule is by using calendar-based scheduling on the main Scheduling Board. For basic client scheduling, see below. For more on caregiver shift scheduling, see Caregiver Shifts in Ankota.

Creating Visits

To create a new visit or series of visits for any client or caregiver:

  • Click on a blank space in the client or caregiver calendar
  • A pop-up scheduling window will appear with the client or caregiver's name prepopulated

The Details panel shows a form for creating or editing a client visit with fields for Authorize Services, Visit Type, Duration (hours and minutes), Scheduled Start and End times, Status (set to "Scheduled"), Assigned Caregiver ("Support, Ankota"), Notes, and Address ("Client Home"). Action buttons include "Find Matching Caregivers," "Create Visit," and "Cancel" at the bottom.

Work from the top down!

  • If needed, assign a client name and the list of current authorizations will populate directly below that name. The client's name will have already populated if you are working on the Client Schedule Board
  • Select the appropriate authorization. Sometimes authorizations will not apply, as with a supervisory or RN visit; it is fine to skip this as needed
  • If you select an authorization, this will cause the visit type and status type to automatically populate next to the authorization number. If you did not pick an authorization, select a visit type
  • Enter the duration (this will not auto-populate due to agency variations in duration preferences)
  • The date will be automatically entered based off the column you clicked on in the calendar
  • The start time must be manually entered, but once you click outside the box the end date will be automatically populated based on duration
  • Leave Status as Scheduled
    • On rare occasions, you may need to schedule a Closed visit retroactively, but in general, choose Scheduled
    • Scheduled means confirmed and visible on client, caregiver, AND scheduler calendars
  • If needed, assign a caregiver name. The caregiver's name will have already populated if you are working on the regular Caregiver Schedule Board
  • If you wish to create a repeating visit, check the box next to Repeated Visit
    • Don't forget to select the appropriate days of the week if this is a repeating week pattern
    • The authorization select will cause the end date to automatically populate; this will be the standard select
  • Click Create Visit

This visit or visit pattern will also be added to the main scheduling board calendar as well as the caregiver's and client's calendars. Long-term patterns will also be registered in the client's personal visit pattern inside their client profile.

Editing Visits

To Edit a single visit from the calendar:

  • Click on the visit and select the "Only to this Visit" button.

A Confirm dialog asking whether to apply changes to only the current visit or to all visits within the pattern, with three button options: "Only to this visit" (highlighted with red border), "To all the visits," and "Cancel."

  • Make the necessary change
  • Click "Update Visit Details" to apply the changes

To Edit a pattern in calendar based scheduling:

  • Click on the visit from the Caregiver Schedule Board
  • Click "To All the Visits" blue button

A confirmation dialog asking whether to apply changes to only the current visit or to all visits within a pattern, with three buttons: "Only to this visit," "To all the visits" (highlighted in red), and "Cancel."

  • Next, make the appropriate adjustments
  • Click Update Visit Detail

This edit will make the same changes to all visits in the pattern.

Anatomy of a Calendar-Based Visit

The Details dialog for creating or editing a visit shows fields for Client (Teri Dactyl), Authorizations, Visit Type, Duration, Scheduled Start/End Times, Status, Assigned Caregiver, Notes, and Address, with red arrows and annotations explaining each field's purpose and functionality. Key buttons include "Find Matching Caregivers," "Create Visit," and "Cancel," along with a "Repeated Visit" checkbox option.

Deleting Visits

To delete any visit via calendar-based scheduling, first click the Delete button at the bottom of any Visit Details window.

This is a Visit Details form showing appointment information for a personal care visit scheduled on 04/02/2020 from 8:00 AM to 10:00 AM, with fields for visit type, duration, status (Scheduled), assigned caregiver (Support, Ankota), address (Client Home), and notes, along with buttons to Update Visit Detail, Delete Visit (highlighted in red), and Cancel at the bottom.

Once you click the Delete Visit button, you'll get a pop-up with several options:

The Delete Visit dialog box presents four deletion options with different scopes: "Delete only this visit," "Delete this pattern," "Delete this pattern and its contiguous visits," and "Delete all visits for this client." A "Close" button appears in the top right corner.

  • Delete only this visit does what it says; if you click it, only this specific visit will be deleted.
  • Delete this pattern is referring to the original repeating schedule; if you click it, the entire repeating pattern will be deleted going forward. (Past visits will never be deleted.)
  • Delete this pattern and its contiguous visits is referring to the original repeating schedule AND any visit that consistently immediately follows the initial visits; if you click it, the entire repeating pattern AND the following visit will be deleted going forward. (Past visits will never be deleted.)
  • Delete all visits for this client is referring to all future visits for a client; if you click it, the entire repeating pattern will be deleted going forward. (Past visits will never be deleted.) This is a great option when you have a client who will no longer receive services from your company.
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