Adding Appointments
You can schedule appointments/visits for a single appointment with 1 employee or for multiple appointments and multiple employees, based on the authorization start and end dates. When you advance through the steps of adding an appointment, the screen you are in is highlighted green.
Click Schedule and click Add Appointment and complete the following steps. The Add Appointment is highlighted green - Service.
Status
Open - Schedule a new appointment.
Missed / Reschedule - Mark visit as missed and need to reschedule.
Cancelled - Indicate reason for cancelling appointment.
Deleted - Scheduled appointment was made in error and you need to get the appointment off the employee or client schedule.
Reviewed - Appointment is completed and all necessary details are documented.
Held - For appointments that need to held for example; visit was started outside the start and end times parameters, outside of GPS parameters or if the visit comes back with a Time Card note.
Case Record – Select the corresponding case record that ties to authorization.
Start Date and Time – Enter date and time you want appointment to begin.
End Date and Time – The date pre-populates from what was entered in Start Date, then enter time appointment to end. Example: For a HHA appointment, the start and end date is the beginning date of authorization, and the amount of time you want to schedule employee.
Select Discipline. This must match authorization.
Select Service.
Authorization – Select the authorization that ties this appointment to the authorization.
Order – The services order should be available for selection. Optional.
Payroll type – This selection must match your authorization, as visit, hourly, and misc.
Click Recurrence at the top of the Add Appointment screen.
Complete the following:
Repeats: Select daily, weekly, or monthly.
Repeats Every: Select the number of days, weeks, or months, you want the appointment to repeat.
Days: Select the days you want the appointment to be scheduled.
Start/End Time: Enter the start and end time of the appointment.
Range of Recurrence: Enter Start date, or indicate by selecting after __ appointments or on a particular end date.
Click Employees at the top of the Add appointment screen.
Complete the following:
Assign Employee – Enter first initial of last name. The name appears, Select or you can review Employee History. Employee history shows the list of employees that previously provided care to the Client. Select employee by clicking Assign.
Note
If you add a note when adding an appointment, it appears on the CAH app Appointment Details under Office Notes.
When you are satisfied with your appointment, click Accept.
For recurring appointments, the start from and date to prevents any previous appointments from being impacted.
Within the monthly view, recurring appointments appear, and you can modify an employee in a single occurrence or in a series of appointments.
Within the monthly view, you can edit future appointments that are in an open status.
You can only review a single appointment. Any changes to a recurrence only impact opened appointments.
To schedule a SOC appointment without an authorization, you can create an non-billable visit. After you complete the SOC assessment and authorization for the patient, you can make the non-billable visit billable.
If your agency adds payroll onto appointments, the Payroll screen of the Add Appointment must be completed.
All employee payroll information must be completed within the employee set up.
Timecard Info within Add Appointment allows you to view the time in and out when the appointment is completed and reviewed.
You can view the Patient's Signature when the appointment is completed and reviewed.
All errors must be resolved to ensure accuracy of appointment.
Appropriate employee set up with discipline, pay rates, and credentialing must be in place to schedule an employee.
Any visits scheduled pushes out to the employee's mobile device the next time the device is synced.
The Accept option for editing an appointment is unavailable until a change is made to prevent unnecessary regeneration of charges.
The appointment status field is unavailable when viewing a recurring series.