Create a Client Schedule

When building a client's schedule, first read the HSO and get an understanding of what the client needs, when they need it, and how it should be organized. Then create the new ongoing schedule.
Note: the Scheduling Calendar is only open for the next 10-12 weeks. Regular visit patterns will be generated forward on a regular basis. 

Follow these steps from the Client Schedule to create and edit different visit patterns.

Contents in this article:

Add a Multiple Visit Pattern

Add a Regular Visit Pattern

Add a Onetime Visit

Add a Multiple Visit Pattern

Multiple visits are many visits that are defined at the same time instead of creating each visit pattern individually. Example: Monday, Wednesday, Friday 10-11 am and 6-7 pm, Thursday 1-2 pm. Multiple visits when filled, appear on the calendar in either blue or black, depending on how the visits were defined.

1. Click Multiple.
2. Review the Client Visit screen for the correct Order. The visit should be linked to the appropriate funder order not a Client Charge order. If you need to change the Order type, click on the Order field and pick the correct one from the list. 
3. Click Multiple Visits in the Client Visit window.
4. Make sure the First Visits Start Date is correct.
5. If there is a stop date, then select and enter the Visits Stop Date.
6. Start by entering the visits that repeat eg. Monday, Wednesday, Friday 10-11 am and 6-7 pm. Start with the first day of the pattern, eg. Monday. 
7. Check off the days that require the same visit times and confirm that the Copy from and the Copy to fields are correct. 
8. Click Copy > Copy to All Checked Days. This shortcut saves you time from entering every day with the same information. 
9. Next, enter any other day and time. Eg. Thursday 1-2pm.
10. When finished, click Close then OK from the Client Visit window.
11. Process any conflicts then send to the correct Planner for scheduling.

Note on editing: You cannot edit Multiple Visits after they have been booked. You will have to manually update each individual visit pattern. 

 

Add a Regular Visit Pattern

Regular visits recur based on a specific pattern and continue until an expiry date or the end of the active scheduling period. Example: Sundays 9-11 am every week.  Regular visits when filled, appear on the calendar in black.

1. Click Regular.
2. Review the Client Visit screen for the correct Order. The visit should be linked to the appropriate funder order not a Client Charge order. If you need to change the Order type, click on the Order field and pick the correct one from the list. 
3. Pattern Type is defaulted to every 1 week. However, you can change the pattern by selecting another pattern Type and/or the frequency. Note: the preferred pattern type is WX (every x weeks) as it is easier to match with a regular worker. 
4. Enter the Date, Start, Stop times and Expire After (if pattern is ending after a certain time frame).
5. Duration will auto-populate. 
6. Click OK. This will open the Conflict Checking window. 
7. Process any conflicts then send to the correct Planner for scheduling. 

 

Add a Onetime Visit 

A Onetime visit is a one-off, it does not recur. Example: September 1, 9-10 am. Onetime visits when filled, appear on the calendar in blue. Note: A Onetime visit can also occur if a change is made to a regular visit.

1. Click Onetime.
2. Review Client Visit screen for the correct Order. The visit should be linked to the appropriate funder order not a Client Charge order. If you need to change the Order type, click on the Order field and pick the correct one from the list. 
3. Pattern Type is defaulted to OX (One-time).
4. Enter the Date, Start and Stop times. 
5. Duration will auto-populate.
6. Click OK. This will open the Conflict Checking window. 
7. Process any conflicts then send to the correct Planner for scheduling.