Managing Schedules

Schedules define which services a patient receives, on which days, and how many units.

Viewing Schedules#

Schedules are managed by the Admin and Authorizations roles. From a patient's calendar, open the Schedules window by:

You can also open it without leaving a patient list. Edit a patient from the binder or from Patients, and the Schedules section of that form links straight through — the form closes and the Schedules window opens over the list you were working. Saving a brand-new patient opens it the same way.

Creating a Schedule#

The form has two halves. On the left is what the schedule is — billing code, caregiver, dates, and the switches that change its shape. On the right is what it does in a week — units, times and caregivers per day.

1. Click "Add Schedule" in the dialog
2. Enter the billing code (e.g., G0156 for Home Health Aide) and pick the caregiver
3. Set a start date — most schedules start immediately. The end date defaults to "Runs indefinitely"; leave that checked unless the schedule has a known expiration
4. On the right, set units per day (Sunday through Saturday). Days at zero grey out, so the shape of the week reads at a glance, and the weekly total sits above the grid
5. Choose how visit times work:
   • Set times (default) — one row per scheduled day. Enter the start time; the end time is calculated from the units (1 unit = 15 minutes)
   • Open / PRN — as needed. No times are set, and the Times column disappears
6. Click Save

Schedule Types#

Every Other Week#

Some patients are seen on an alternating pattern — every other weekend, say, or Mon/Wed/Fri one week and Tue/Thu the next. Tick "Alternates every other week" under Settings and the schedule gains a second week.

1. Set the start date first. The week your schedule starts is Week 1 — that is how the app knows which weeks are which, so an alternating schedule can't be saved without one.
2. Check "Alternates every other week". A line appears showing the real calendar dates each week lands on, for example Week 1 = Aug 2, Aug 16, Aug 30 · Week 2 = Aug 9, Aug 23. Read it before saving — if those dates are the wrong way round, your start date is a week out.
3. Use the Week 1 / Week 2 switch at the top of the Schedule panel to enter units, visit times and per-day caregivers for each week separately.
4. Click Save.

For a patient seen every other weekend, put the units on Week 1 and leave Week 2 completely empty. That is the whole setup.

Unticking the box removes Week 2 entirely — the schedule goes back to running the same week every week. Week 2 is not kept in the background, so re-ticking the box starts from an empty second week rather than restoring what was there before.

Once saved, the schedule card shows both weeks side by side with an Every other week badge, and the calendar header shows both weeks' units on the days they differ — 4|– means four units in Week 1 and none in Week 2.

The day rows#

Below the units grid, every day with units gets one row carrying everything about that day — its start time, its units, and (when switched on) its caregiver.

1. Set the start time using the time picker
2. The end time is automatically calculated from the start time and number of units (1 unit = 15 minutes)

For example, if Monday has 4 units and starts at 8:00 AM, the end time will automatically show as 9:00 AM (4 units × 15 minutes = 1 hour).

A different caregiver on some days#

Tick "Different caregiver per day" under Settings and a Caregiver column appears in the day rows.

• A dashed field means that day is following the schedule's caregiver. Change the caregiver above and that day follows along.
• Picking a name pins that day — it now keeps that caregiver regardless of the schedule's, and the field becomes solid.
• Click the ↺ button on a pinned day to have it follow the default again.

Adding an SNV Schedule#

SNV (Skilled Nurse Visit) schedules are as-needed, so they have no weekly grid — just an allowance per visit. There is no separate button: the form recognises an SNV code as you type it and changes shape.

1. Click "Add Schedule"
2. Enter an SNV billing code (T1002, G0299, T1003 or G0300). An SNV badge appears on the field, and the weekly grid is replaced by Approved units
3. Enter the number of units allowed per visit
4. Set a start date and optional end date
5. Click Add

The SNV code appears in the patient info panel under Billing Codes. Loggers will see the SNV option in the "+ Add Visit" menu when logging visits.

An SNV that runs on a set schedule#

Some SNVs really are scheduled rather than as-needed. Tick "Treat as scheduled visit" and the form swaps the allowance back for a normal weekly grid, so the SNV behaves like any other scheduled code — it shows in the calendar header and appears as an unlogged day until it is filled in.

Editing a Schedule#

How an edit works depends on whether visits have been logged against the schedule:

No visits logged yet#

If the schedule is new and has no logged visits, your changes save directly. This is useful for correcting entry errors during setup.

Visits have been logged#

If the schedule already has logged visits and you change the schedule or billing code, you'll be asked: "When does this change go into effect?"

1. Edit the schedule as normal (update the schedule, billing code, etc.)
2. Click Save
3. Pick an effective date — the date the new schedule starts
4. Click Confirm

This preserves the historical record by ending the current schedule the day before the effective date and creating a new one with your changes starting on the effective date.

Correcting the effective date#

If you entered the wrong effective date, simply edit the upcoming schedule and change its start date. The predecessor schedule's end date will automatically adjust to stay in sync.

The schedules list#

Every schedule is one row, with shared columns: billing code, period, and the units for each day of the week. Because the day columns line up, you can read a single weekday straight down the list and see which schedule covers it.

The rows are grouped into three sections:

• Current — in effect today
• Upcoming — start in the future and haven't taken effect yet
• Past — already ended. Shown with a dashed outline rather than filled, so an ended schedule reads differently from a live one at a glance

Each row has edit, duplicate and delete buttons at its right-hand end.

Reordering#

When a patient has two or more current schedules, Reorder appears in the Current heading. Drag the handles to set the order, then save. The order is remembered and drives how the codes appear in the calendar header, the footer times and each day's line items.

Deleting a Schedule#

Deleting is checked per schedule, against what has actually been logged against that schedule — not against the billing code in general.

• A schedule with no logged visits of its own can be deleted, whether it is current, upcoming or past
• A schedule that carries logged work is refused, and the message says how much
• Deleting an upcoming schedule restores its predecessor to "Runs indefinitely"

When a patient has no schedule#

A patient can exist without any schedule, and that is sometimes exactly right — RNA visits do not need one. They are added from "+ Add Visit" on any day and can be logged, billed and paid like anything else.

So the app points it out rather than treating it as an error. A patient with no schedule shows:

• A notice at the foot of their calendar. Admin and Authorizations users get an Add a schedule button in it; everyone else is told RNA visits still work and who to ask. You can dismiss it while you work, and it returns next time the page loads
• A No schedule marker on their row in the binder's patient list

They stay in the binder's patient rotation throughout — the prev/next arrows reach them like anyone else — because a patient with only RNA work still has visits to log, bill and get paid for.

Multiple Schedules#

Patients can have up to 10 schedules. When a patient has multiple codes, the calendar header shows separate badge pills for each, and the log form includes a billing code dropdown.