Visit Scheduling

Overview

The visit scheduling system allows you to create and manage patient visits, view clinician schedules, and assign tasks to visits. The calendar interface provides a visual representation of all scheduled visits with drag-and-drop functionality.

Accessing the Calendar

Patient-Specific Calendar

1. From Patient Chart

   • Navigate to patient chart
   • Click "Calendar" tab
   • View visits for this specific patient

2. Calendar View

   • Shows all visits for selected patient
   • Displays scheduled times and clinicians
   • Color-coded by clinician

Multi-Patient Calendar

1. Admin Calendar View
   • Navigate to calendar page
   • View all patients and clinicians
   • Filter by clinician or date range

Calendar Views

View Types

• Week View: Shows one week at a time
• Month View: Shows entire month
• Day View: Shows single day in detail
• Work Week View: Shows Monday-Friday

Switching Views

1. View Selector

   • Use view buttons in toolbar
   • Click desired view type
   • Calendar updates immediately

2. Navigation

   • Use arrow buttons to move forward/backward
   • Click today button to return to current date
   • Date picker for quick navigation

Creating Visits

Method 1: Click and Drag

1. Select Time Slot

   • Click and drag on calendar to select time
   • Release to create new visit
   • Event modal opens automatically

2. Fill Visit Details

   • Enter visit information
   • Select clinician
   • Choose task types
   • Set visit status

3. Save Visit

   • Click "Save" button
   • Visit appears on calendar
   • Automatically linked to patient

Method 2: Event Modal

1. Open Event Modal

   • Click on existing visit
   • Or click "New Visit" button
   • Modal opens with form

2. Enter Visit Information

   • Date and Time: Select start and end times
   • Clinician: Choose assigned clinician
   • Patient: Patient is pre-selected (if from patient chart)
   • Task Types: Select tasks for this visit
   • Status: Set visit status
   • Episode: Link to patient episode

3. Save Visit

   • Click "Save" button
   • Visit is created and displayed
   • Tasks are automatically created

Method 3: Recurring Visits

1. Create Recurring Visit

   • Open event modal
   • Check "Recurring" option
   • Set recurrence pattern

2. Recurrence Options

   • Daily: Every day
   • Weekly: Same day each week
   • Monthly: Same date each month
   • Custom: Custom recurrence rule

3. Recurrence Details

   • Set start date
   • Set end date or number of occurrences
   • Choose days of week (for weekly)
   • Save to create series

Editing Visits

Modifying Visit Details

1. Open Visit

   • Click on visit in calendar
   • Event modal opens

2. Edit Information

   • Change date/time
   • Update clinician assignment
   • Modify task types
   • Update status

3. Save Changes

   • Click "Save" button
   • Changes applied immediately
   • Calendar updates

Drag and Drop Editing

1. Move Visit

   • Click and drag visit to new time
   • Release to update time
   • Visit time updates automatically

2. Resize Visit

   • Drag bottom edge to change duration
   • Visit duration updates
   • End time recalculated

3. Change Clinician

   • Drag visit to different clinician column
   • Clinician assignment updates
   • Visit moves to new column

Managing Tasks

Adding Tasks to Visits

1. From Event Modal

   • Open visit event modal
   • Scroll to "Tasks" section
   • Select task types to add

2. Task Types

   • Choose from available task types
   • Multiple tasks can be selected
   • Tasks are created when visit is saved

3. Existing Tasks

   • Link existing tasks to visit
   • Or create new tasks
   • Tasks appear in visit details

Task Management

• View Tasks: See all tasks for a visit
• Edit Tasks: Modify task details
• Complete Tasks: Mark tasks as complete
• Delete Tasks: Remove tasks from visit

Clinician Schedules

Viewing Schedules

1. Clinician Columns

   • Each clinician has own column
   • Color-coded for easy identification
   • Shows all visits for that clinician

2. Schedule Overview

   • See all clinicians at once
   • Compare schedules
   • Identify availability

3. Filter by Clinician

   • Select specific clinicians to view
   • Hide/show clinicians as needed
   • Focus on relevant schedules

Availability Management

1. Set Availability

   • Clinicians can set availability
   • Blocks unavailable times
   • Prevents scheduling conflicts

2. Availability Calendar

   • Separate calendar for availability
   • Shows when clinician is available
   • Used for scheduling suggestions

Visit Status

Status Types

• Scheduled: Visit is scheduled but not started
• In Progress: Visit is currently happening
• Completed: Visit is finished
• Cancelled: Visit was cancelled
• No Show: Patient did not show up

Updating Status

1. Manual Update

   • Open visit event modal
   • Change status dropdown
   • Save changes

2. Automatic Updates

   • Status updates when visit time arrives
   • Can be configured for auto-updates
   • Notifications sent on status change

Recurring Visits

Creating Recurring Series

1. Enable Recurrence

   • Check "Recurring" in event modal
   • Recurrence options appear

2. Set Pattern

   • Choose recurrence type
   • Set frequency and interval
   • Configure end conditions

3. Save Series

   • Click "Save" to create series
   • All occurrences created
   • Can edit individual occurrences

Managing Recurring Series

• Edit Series: Modify entire series
• Edit Occurrence: Change single visit
• Delete Series: Remove all occurrences
• Delete Occurrence: Remove single visit

Calendar Features

Color Coding

• Clinician Colors: Each clinician has unique color
• Status Colors: Different colors for visit status
• Task Colors: Color-coded by task type
• Custom Colors: Can customize colors

Event Styling

• Visit Events: Standard visit appointments
• Blocked Time: Unavailable time slots
• Tasks: Task indicators on visits
• Alerts: Visual alerts for issues

Navigation

• Date Picker: Quick navigation to specific date
• Today Button: Jump to current date
• Arrow Navigation: Move forward/backward
• Keyboard Shortcuts: Quick navigation keys

Best Practices

Scheduling Efficiency

• Batch Scheduling: Schedule multiple visits at once
• Recurring Visits: Use recurring for regular visits
• Template Visits: Create templates for common visit types
• Quick Add: Use quick add for simple visits

Schedule Management

• Regular Review: Review schedules daily
• Conflict Resolution: Resolve scheduling conflicts promptly
• Availability Updates: Keep clinician availability current
• Status Updates: Update visit statuses regularly

Task Assignment

• Assign Early: Assign tasks when creating visit
• Review Tasks: Verify tasks are appropriate
• Complete Tasks: Mark tasks complete after visit
• Task Templates: Use task templates for consistency

Troubleshooting

Common Issues

Cannot Create Visit

• Verify patient has active episode
• Check clinician availability
• Ensure date/time is valid
• Verify permissions

Visit Not Appearing

• Refresh calendar
• Check date range
• Verify filters
• Check patient selection

Drag and Drop Not Working

• Check browser compatibility
• Verify JavaScript is enabled
• Try clicking instead of dragging
• Refresh page

Recurring Visits Not Creating

• Verify recurrence pattern is valid
• Check date range
• Ensure no conflicts
• Review recurrence settings

Related Documentation

• Calendar Guide
• Visit Documentation
• Task Management