When You Should Do This

Use this workflow when:

Scheduling new client visits

Creating one-time (ad hoc) shifts

Setting up recurring visits

Assigning caregivers to scheduled shifts

Prerequisites

Before scheduling:

Client profile must exist
Assessments should be "completed" before the first schedule date
Service types should be configured
Billing and pay rates should be defined
Payer relationships should be in place (if applicable)
Authorizations should be set
Caregiver profiles and skills should be configured

Instructions

Step 1: Navigate to Client Scheduling

Go to the Client module

Click Clients

Select a client from the list

Either:

Click the client name

Or select View Schedule

Step 2: Access the Schedule View

Once inside the client schedule:

Default view is Monthly calendar
You can switch to:

Daily
Weekly
5-week rolling
Custom date range
List view instead of calendar grid

Use filters to refine view:

Status
Service type
Caregiver
Authorization visibility

Step 3: Create a Single Schedule

Click on a date in the calendar
A scheduling panel will open

In the scheduling panel:

Client name is pre-filled and locked
Time zone is displayed
Default start/end times will appear if you have configured them in the Admin Settings

3. Adjust Start and End Time as needed

Times are editable even if defaults are selected

Step 4: Select Service Type

Choose a Service Type

If authorizations exist (e.g., Medicaid, VA), they will appear at the top

Important:

If no rates are defined for the selected service:

The system will alert you.

This indicates configuration needs to be updated

Step 5: Configure Schedule Details

Set the following options:

Status (default = Scheduled) - no need to change this at this point. You want Scheduled to be status
Notes (optional)
Caregiver assignment
Time & distance visibility (if caregiver address is available)

Additional options:

Add custom tasks - standard/expected tasks will automatically be drawn from the last completed assessment on file
Add expenses (optional)
Attach forms if required

Step 6: Create a Recurring Schedule

If this is not a one-time vist, use recurrence for predictable but infrequent visits (supervisory visit every 6 weeks, semi-annual reassessment, quarterly home safety visit). If you have frequent, regular visits, the best practice is to use Master Schedules.

Select Recurrence

Configure:

Frequency (e.g., weekly)
Interval (e.g., every 5 weeks)
Day(s) of week
Duration (number of weeks)

The system will:

Calculate and display the recurrence duration automatically

Step 7: Optional Settings

Automatic Clock-In

Not recommended
Not generally considered EVV compliant 10

Caregiver Confirmation

Caregiver can confirm the shift
Does not prevent clock-in if not confirmed
Opt Out - Travel Time/Mileage
Disables automatic calculations, if you have them configured on the Payroll tab in Office Settings