How to Create and Manage Appointments

Schedule appointments efficiently with conflict detection and optimize your team's time.

What You'll Do

Create new appointments, manage scheduling conflicts, and use advanced features like Copy Week.

Before You Start

Ensure you have:

• Client profiles with service authorizations
• Team members with appropriate qualifications
• Current unit balances and funding information
• Transportation needs (if applicable)

Steps

1. Create a New Appointment

1. Navigate to Calendar > Schedule in the main menu
2. Click + New Appointment or click on desired time slot
3. Select Client from dropdown
4. Choose Service Type needed
5. Set Date and Time
6. Set Duration (based on service requirements)
7. Click Next

2. Assign Staff Member

1. Review Available Staff for selected time slot
2. Check Qualifications match service type
3. Consider Client Preferences:
   • Language requirements
   • Gender preferences
   • Previous care provider history
4. Review Travel Distance and logistics
5. Select Staff Member
6. Click Next

3. Configure Service Details

1. Verify Service Units available
2. Check Unit Balance for client
3. Set Specific Service Activities:
   • Personal care assistance
   • Medication reminders
   • Transportation
   • Community activities
4. Add Special Instructions if needed
5. Click Next

4. Review and Confirm

1. Check for Conflicts:
   • Staff double-booking
   • Client overlapping appointments
   • Insufficient travel time
   • Unit authorization issues
2. Resolve Any Issues:
   • Adjust time if conflicts exist
   • Choose different staff member
   • Modify service duration
3. Click Create Appointment

5. Use Copy Week (Optional)

1. Navigate to week with desired schedule pattern
2. Click Copy Week button in toolbar
3. Select Destination Week
4. Choose Team Members to include
5. Review Copied Appointments
6. Make necessary adjustments
7. Click Confirm Copy

6. Handle Schedule Changes

1. Reschedule Appointment:
   • Click on existing appointment
   • Select Reschedule
   • Choose new date/time
   • Verify staff availability
2. Reassign Staff:
   • Click on appointment
   • Select Reassign
   • Choose new staff member
   • Confirm qualifications match

Verification

• Appointment appears in calendar
• Staff member is assigned
• Client receives notification
• Units are allocated
• No conflict warnings appear

Common Issues

Conflict warnings appear

• Check staff availability
• Verify adequate travel time
• Confirm service authorization
• Review client preferences

Unit allocation fails

• Verify remaining unit balance
• Check authorization expiration
• Confirm service type authorization
• Contact care coordinator

Staff assignment issues

• Check qualification requirements
• Verify staff availability
• Review client preferences
• Consider travel distance

Key Features & Benefits

Smart Conflict Detection

• Automatic staff double-booking prevention
• Travel time validation
• Client preference checking
• Unit availability verification

Visual Schedule Management

• Day, week, and month views
• Color-coded service types
• Drag-and-drop appointment editing
• Real-time status updates

Copy Week Functionality

• Duplicate entire weekly schedules
• Save time on recurring appointments
• Maintain schedule consistency
• Template creation for new clients

NEMT Integration

• Coordinate transportation with services
• Track pickup/dropoff times
• Monitor transportation status
• Automatic conflict detection

Advanced Optimization

• Geographic clustering of appointments
• Travel time minimization
• Skill-based staff assignments
• Workload balancing

Quality Assurance

• Schedule accuracy verification
• Client preference compliance
• Staff qualification validation
• Performance tracking and reporting