Assigning Visits

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Assigning Visits
ROLE PRIVILEGES NEEDED: <udl-white>View Schedules<udl-white> | <udl-white>Manage Patient Schedules<udl-white> | <udl-white>Manage My Patient Schedules<udl-white> | <udl-white>Manage Patient Schedules - Un-Cancel Ability<udl-white> | <udl-white>Allow Cancel From Home Page<udl-white> | <udl-white>Inactivate and Activate Patient Notes<udl-white> | <udl-white>Associate Send Message<udl-white> | Allow Scheduling Mass Cancel
RULES: <udl-white>Hide Associate Address<udl-white>

SETUP: <udl-white>Transaction Note Type<udl-white>

HEADER | CHOOSE DISCIPLINE | VISIT COLORS | SHOW CANCELED | UNCANCEL | SHOW SERVICE CODE | SHOW SERVICE DESCRIPTION | DROP DOWN ITEMS  | EDIT | UNSCHEDULE | CANCEL VISIT | ADD NOTE | DEACTIVATE NOTE | REACTIVATE NOTE   | SEND MESSAGE | ASSIGNING VISITS | SCHEDULE MULTIPLE VISITS | UNASSIGN VISITS  | SCHEDULING THE RECERTIFICATION VISIT | SCHEDULING CONFLICTSSUBMENUS

When assigning associates, there are many options on this page so we will go over each one individually.  

HEADER <returntomenu>menu ↑<returntomenu>

  1. Patient Schedules - Selecting the <udl-orange>Patient Schedules<udl-orange> link will take you back to "Patient Schedules".
  2. Address Book - If you hover over the address book <icon-addressgray>xxx<icon-addressgray>, you will see the contact information for the patient.
  3. Patient Name - If you click on the patient name <udl-orange>McNaughton, James<udl-orange> link, it will take you to the patient's encounter (chart).
  4. View Orders - Select to view the patient's frequency orders
  5. Therapy Utilization - Physical Therapy, Occupation Therapy and Speech Therapy services you provide to Patients require primary clinicians for that discipline to complete an assessment within 30 days from the last completed assessment. You cannot bill for any services provided 30 days after the last completed assessment if the next required assessment was not done timely. Once you complete the required Assessment, you can start billing for services provided from that date forward. If there are needed assessments, it will show the "blue" <icon-exclamation>xxx<icon-exclamation> exclamation mark.  
  6. Schedule PRN - Allows you to schedule and assign visits for PRN visits.
  7. Messages Sent - Clicking on Messages Sent <udl-orange>0<udl-orange> will show you the messages for this patient.
  8. Send Message - The <icon-greenplussign>xxx<icon-greenplussign><udl-orange>Send Message<udl-orange> link sends an email to individuals that have email addresses in their Associate file.
  9. Mass Cancel - Mass cancel allows you to cancel multiple services at one time.
  10. Add Pay Only - Allows you to add a Pay Only Visit. A pay only visit doesn't require an order.
  11. Schedule To Team - Not released at this time.
  12. Authorizations - Authorizations lets you view authorization information for a Patient whose payer requires authorization. This link lets you easily identify authorizations entered for the payer as well as any missing authorizations.
  13. Mass Note - Sometimes you want to enter a scheduling "note" and attach that same note to multiple scheduled services. This option allows you add Mass Notes. Change Payer - You can now change payers for multiple/all services in mass from the Patient scheduling calendar under the following conditions: (1) Services cannot be verified. (2) Scheduled services must be assigned to an Associate. (3) New Payer's requirements must cover the same service category (i.e., RN, PT, OT, MSW, etc.). (4) Scheduled services must be within the new payer's start/end dates
  14. Remove Deactivated Notes - Gives you the ability to remove deactivated notes from the patient's schedule.
  15. Patient Schedule For - Allows you to view a different patient's schedule.

CHOOSE DISCIPLINE <returntomenu>menu ↑<returntomenu>

Choose Discipline drop down <btnw>   Skilled Nurse      ▾   <btnw>, allows you to change from one active discipline to another.

VISIT COLORS <returntomenu>menu ↑<returntomenu>

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 <btn-redblue>SN - Johnson...<btn-redblue> on the Patient’s scheduling are non-billable services.

"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 for Home Health AND

14 days prior to the end of a Certification period for Hospice. This will help you determine when you can schedule the Recertification visit as necessary for continued care.

If you try to move the Recert Assessment visit outside the last 5 for home health /14 for hospice day of the certification period, the following pop-up message displays:

*Error: assessment visit should be between: mm/dd/yyyy - mm/dd/yyyy

Select the <btnb>   OK  <btnb> button to continue.

Also If you try to edit the date on the Schedule Service pop-up and it is outside this timeframe, the following message displays on the pop-up:

Assessment visit should be between: mm/dd/yyyy -- mm/dd/yyyy

NOTE:  for this option to work, the scheduled visit must be an assessment visit

There are several colors for visits on the schedule.  Green <btn-schgreen>   PT - Leach... <btn-schgreen> scheduling button is for a visit that you have already assigned to an associate.

Yellow <btn-schyellow>   SN   <btn-schyellow>  scheduling button  is a visit that is unassigned but isn't chosen as the discipline to be assigned under "Choose Discipline".  

Pink <btn-schpink>   SN   <btn-schpink>  scheduling button is a visit that is unassigned and is chosen as the discipline to be assigned under "Choose Discipline".

Blue <btn-schblue>   PT - Leach  <btn-schblue>  scheduling button is for a visit that the back office has verified.  Click here for more information on Verify Services

SHOW CANCELED <returntomenu>menu ↑<returntomenu>

To view all canceled visits, click on "Show Canceled". These visits show up in orange <btn-schorange>   SN - Cole, B...   <btn-schorange> .

UNCANCEL <returntomenu>menu ↑<returntomenu>

From here you can also Uncancel the visit by selecting the visit and choosing "Uncancel"

SHOW SERVICE CODE <returntomenu>menu ↑<returntomenu>

Allows you to view the schedule by service code <btn-schgreen>   LPV - Baile...  <btn-schgreen> instead of discipline category

SHOW SERVICE DESCRIPTION <returntomenu>menu ↑<returntomenu>

Allows you to view the long description of the service code <btn-schgreen>   LPN/LVN -Revisit...  <btn-schgreen> instead of the short description

DROP DOWN ITEMS <returntomenu>menu ↑<returntomenu>

On the patient schedule if you right click on the visit or select the visit, there are several options as well.  

EDIT <returntomenu>menu ↑<returntomenu>

Select <icon-editpencil>xxx<icon-editpencil> Edit...

  1. Service - Select the drop down <btnw>   Keep existing service      ▾ <btnw> to the right of "Service" and choose the type of service that you want to change this visit to.  
  2. Service Date - Select the date that you would like the visit to be on.
  3. Time In - Enter the scheduled Time In.
  4. Time Out - Enter the scheduled Time Out.
  5. Override Rate - Enter the specific rate that you would like to pay the associate for doing this visit if you need to override the standard rates.
  6. Payer - If you have more than one payer attached to the patient encounter, you can select a different payer from this drop down. For Organization payers that have Authorization requirements by service code, you will see the billing code (HCPC) as part of the Service Code description when you view the authorization information in scheduling.    You can view the authorization information while assigning an individual Associate or multiple Associates to a scheduled service.
  7. Select Individual - Select the <icon-blankcheck>xxx<icon-blankcheck> icon to select individual entries.
  8. Match - The Negative Bubble <icon-negative>xxx<icon-negative> icon indicates that the associate is not a match. The Positive Bubble <icon-positive>xxx<icon-positive> icon indicates that the associate is a match. When hovering over the negative icon, you may see "Associate is not compliant". This means that the items in the associate file, compliance tab are out of date. You may also see "Characteristics Needed". This means that the associate characteristics do not match the patient's characteristics. You may see "Associate is not in patient's area".
  9. Available - If you hover over the Calendar <icon-calendar>xxx<icon-calendar> icon, you will see the associates availability which will help determine if you can schedule them on a specific day.
  10. Override Availability Check - If the associates availability is not setup or doesn't fall within the specific time frame, you can select <icon-blankcheck>xxx<icon-blankcheck> Override Availability Check to schedule the associate anyway.
  11. Save - Select the Click <btnw>    Save   <btnw> button to confirm your changes.
  12. Cancel - Select the <btnw>  Cancel  <btnw> button to exit without saving changes.

UNSCHEDULE <returntomenu>menu ↑<returntomenu>

<icon-calendardelete>xxx<icon-calendardelete>Unschedule allows you to unassign a visit that is scheduled to someone and select <btn>   Continue   <btn> to remove from associate.

CANCEL VISIT <returntomenu>menu ↑<returntomenu>

<icon-trashcan>xxx<icon-trashcan> Cancel allows you to remove the visit from the schedule. Click here for more information on Missed Visits

ADD NOTE <returntomenu>menu ↑<returntomenu>

<icon-notes>xxx<icon-notes> Add Note allows you to add a scheduling note to the visit.  Click "Add Note".

  1. Note Type - Enter the type of scheduling note that you want to add. The options you see here are populated from the Lookup Tables and can be edited to add/change options.
  2. Note - Enter the note that you would like to add to the schedule.
  3. Spell Check - You can click the spell check <icon-spellcheck>xxx<icon-spellcheck> icon to spell check your note.
  4. Save - Select the <btnw>    Save    <btnw> button to save your entry
  5. Cancel - Select the <btnw>  Cancel  <btnw> to exit out without creating a note.

DEACTIVATE NOTE<returntomenu>menu ↑<returntomenu>

To remove a scheduling note, click on the note

Click on the Deactivate Note <icon-deactivate>xxx<icon-deactivate> icon.  The will deactivate the note from the patient schedule</icon-deactivate></icon-deactivate>

REACTIVATE NOTE <returntomenu>menu ↑<returntomenu>  

To reactivate the note, click on the <icon-blackcheck>xxx<icon-blackcheck> Show Inactive checkbox

Click on the Reactivate <icon-reactivate>xxx<icon-reactivate> Icon.

SEND MESSAGE <returntomenu>menu ↑<returntomenu>

Click on link to learn more about <icon-message>xxx<icon-message> Send Message

ASSIGNING VISITS <returntomenu>menu ↑<returntomenu>

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 <icon-editpencil>xxx<icon-editpencil> Edit.

  1. Service - Select the drop down <btnw>   Keep existing service      ▾ <btnw> to the right of "Service" and choose the type of service that you want to change this visit to.  
  2. Service Date - Select the date that you would like the visit to be on.
  3. Time In - Enter the scheduled Time In.
  4. Time Out - Enter the scheduled Time Out.
  5. Override Rate - Enter the specific rate that you would like to pay the associate for doing this visit if you need to override the standard rates.
  6. Payer - If you have more than one payer attached to the patient encounter, you can select a different payer from this drop down.
  7. Authorizations - Allows you to view authorizations for this patient.
  8. Select Individual - Select the <icon-blankcheck>xxx<icon-blankcheck> icon to select individual entries.
  9. Match - The Negative Bubble <icon-negative>xxx<icon-negative> icon indicates that the associate is not a match. The Positive Bubble <icon-positive>xxx<icon-positive> icon indicates that the associate is a match. This compares Patient characteristics to Associate characteristics to further determine if there is a good match based on information such as languages, smoking/non-smoking, pets, etc.  When hovering over the negative icon, you may see "Associate is not compliant". This means that the items in the associate file, compliance tab are out of date. You may see "Characteristics Needed". This means that the associate characteristics do not match the patient's characteristics. You may see also "Associate is not in patient's area".
  10. Available - If you hover over the Calendar <icon-calendar>xxx<icon-calendar> icon, you will see the associates availability which will help determine if you can schedule them on a specific day.
  11. Override Availability Check - If the associates availability is not setup or doesn't fall within the specific time frame, you can select <icon-blankcheck>xxx<icon-blankcheck> Override Availability Check to schedule the associate anyway.
  12. Save - Select the Click <btnw>    Save   <btnw> button to confirm your changes.
  13. Cancel - Select the <btnw>  Cancel  <btnw> button to exit without saving changes.

SCHEDULE MULTIPLE VISITS <returntomenu>menu ↑<returntomenu>

To schedule multiple visits at a time

  1. Choose Discipline - make sure that the discipline <btn>   Skilled Nurse      ▾   <btn>, you want to schedule is highlighted
  2. Select the Calendar <icon-calendaradd>xxx<icon-calendaradd> icon to the right of the associates name that has the green bubble
You can only assign up to 250 scheduled services at a time when you are using the "mass scheduling assignment" feature.
  1. Override Availability Check - If the associates availability is not setup or doesn't fall within the specific time frame, you can select <icon-blankcheck>xxx<icon-blankcheck> Override Availability Check to schedule the associate anyway.
  2. Service - Select the service that you would like to filter by.
  3. Service Date - Select the dates that you would like to filter by.
  4. Day Of Week - Select the days of the week that you would like to filter by.
  5. Service Time In - Entered time in and out here to search for visits that fall within a specified time range.
  6. Search - Select search when you are satified with your filters.
  7. Service - If you need to change the type of service on the selected visits, you can do so here by selecting the drop down and choosing the service.
  8. Time In - If you need to schedule the services for a certain time in, enter the time in here.
  9. Time Out - If you need to schedule the services for a certain time out, enter the time out here.
  10. Associate - The associate that you selected to edit will show here. Selecting the link will show you all the other services scheduled to the associate.
  11. Availability - Hovering over the availablity calendar will show you what the associates availability is.
  12. Match - The Negative Bubble <icon-negative>xxx<icon-negative> icon indicates that the associate is not a match. The Positive Bubble <icon-positive>xxx<icon-positive> icon indicates that the associate is a match. This compares Patient characteristics to Associate characteristics to further determine if there is a good match based on information such as languages, smoking/non-smoking, pets, etc.  When hovering over the negative icon, you may see "Associate is not compliant". This means that the items in the associate file, compliance tab are out of date. You may see "Characteristics Needed". This means that the associate characteristics do not match the patient's characteristics. You may see also "Associate is not in patient's area".
  13. Authorizations - Allows you to view authorizations for this patient.
  14. Payer - If you have more than one payer attached to the patient encounter, you can select a different payer from this drop down.
  15. Select Individual - Select the <icon-blankcheck>xxx<icon-blankcheck> icon to select individual entries.
  16. Time In - Scheduled Time entered
  17. Time Out - Scheduled Time entered
  18. Override - You can enter an override amount that you would like to pay the associate for if it is different from the standard rate.
  19. Save - Select the Click <btnw>    Save   <btnw> button to confirm your changes.
  20. Cancel - Select the <btnw>  Cancel  <btnw> button to exit without saving changes.

If you need to look at the associate demographics, select the <icon-addressgray>xxx<icon-addressgray> icon to the left of the associates name.

UNASSIGN VISITS <returntomenu>menu ↑<returntomenu> 

If you need to un-assign the visits from an associate, click on the Calendar <icon-calendardelete>xxx<icon-calendardelete> icon to the right of the employees name that has a red bubble. Choose the visits that you want to un-assign from the associate and then select <btnw>    Save   <btnw>

SCHEDULING THE RECERTIFICATION VISIT <returntomenu>menu ↑<returntomenu>

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.  

Right click on this visit to <icon-editpencil>xxx<icon-editpencil> Edit.

Click on the drop down to the right of "Service" and choose your Recertification Visit and <btnw>    Save   <btnw>.  The type of visit depends on your agencies Service Codes

SCHEDULING CONFLICTS <returntomenu>menu↑<returntomenu>

The purpose is to move an Associate into the Conflicts section when there is some type of issue between the Associate and Patient.   Examples: The Patient does not get along with a specific Caregiver, or the Caregiver does not feel safe in that Patient’s home or neighborhood.   When you move the Associate to the Conflicts section, it takes them out of the list of Associates that you can assign to the Patient.   This keeps you from accidentally assigning that Associate to that Patient.   It only moves them into the conflicts section for that Patient.  They will still be available in the list to assign to other Patients. To add a scheduling conflict, select the <icon-greenplussign>xxx<icon-greenplussign><udl-orange>Add Sched. Conflict<udl-orange> link. 

  1. Associate - Select the associate that you want to add a scheduling conflict for
  2. Notes - Enter notes specific to the reason for the conflict
  3. Spellcheck - Run spellcheck if needed
  4. Save - Select save to add entry
  5. Cancel - choose to cancel adding and close out
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