Therapistmate - Scheduling

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Autism Clinic Software
Scheduling Demo

Introduction
• In this demo, we will explore:
• How you can add, modify and delete availability for employees and consumers
• How you can add an appointment using the Consumer or Employee screen
• How the Quick Schedule for matching staff with consumers works

Add availability (Desktop) in 3
steps
Scheduling

About Availability
• Availability means the days and times someone is available to
provide/receive services
• In ACS we enter consumer availability in the Consumer module, and
employee availability in the Employee module
• The process of adding Availability for consumers and employees in
ACS desktop is identical, so is described only once in this
documentation

About colors in Scheduler
• Please note the legend for the colors in the calendar.

If you plan to add Availability for a consumer, start in the Consumer Module.
If you plan to add Availability for an employee, select the Employee Module.
Go to the Calendar tab and click “View” to load

Double click on the day where you want add Availability. You will get the following dialog box. There are two (2) options for
adding a range of days available.
You can chose any End date on the “To
Date” calendar, OR, you can select “Days”
(30,45,60,…) to add availability for the
next 30,45,60… days from your Start Date
Select the days for which you want to add availability (E.g.
for the next 60 days, every Monday and Wednesday from
08:00AM to 06:00PM)

When the availability is added, the space marked previously as
Unavailable (dark gray) will turn to white which means Available

EDIT/DELETE availability
(Desktop) in 3 steps
Scheduling

About Availability
• Availability means the days and times someone is available to
provide/receive services
• In ACS we edit consumer availability in the Consumer module, and
employee availability in the Employee module
• The process of editing Availability for consumers and employees in
ACS desktop is identical, so is described only once in this
documentation

If you plan to edit Availability for a consumer, start in the Consumer Module.
If you plan to edit Availability for an employee, select the Employee Module.
Go to the Calendar tab and click “View” to load

Double click on the existing availability you wish to edit (white space) You will get the following dialog box.
Double click on a specific date, and update the time in the
Update Availability section on the right. Click “Update” to
save

Double click on the existing availability you wish to edit (white space) You will get the following dialog box.
Use the checkbox to mark the day(s) for
which you wish to remove availability,
then click “Delete Selection”

Once you edit or remove availability, the colors on the calendar will reflect the change made

Create new appointment
(DESKTOP) in 6 steps
Scheduling

About Appointments
• The following are requirements to Schedule an Appointment:
• The Consumer must have at least one Funding Source and one Location/Address (E.g. “Home”, “School”, etc.)
• Employee must be Available during the time of the appointment
(when reporting actual time, start/end times can be different, even if marked as unavailable)
• Consumer must be Available during the time of the appointment
(when reporting actual time, start/end times can be different, even if marked as unavailable)
• The scheduled appointment must be created using a valid Authorization (POS is allowed) and the
appointment(s) must occur during the valid Start/End Dates of the Authorization

In the Consumer Module, select the Consumer. Go to the Calendar tab and click “View” to load the schedule

Click on any any available time (white) Then right click on and select Add appointment

On Section 1, select Authorization

On Section 3, select Time From. Time To. Location

Then click Add and close the window

The appointment you created will be shown in blue in the calendar.
If you click on the appointment, you will see the employee name and service
There are other calendar viewing options as well.

Edit Existing SCHEDULE
(DESKTOP)
in 3 steps
Scheduling

In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule

Click on the existing appointment (blue) Then right click on and select Edit appointment

Select the variable you want to change (date, time, authorization)
Then click Update or Change Autho. Depending on the values you want to edit

The appointment you edited will be shown in blue in the calendar.
If you click on the appointment, you will see the employee name and service

Remove Existing SCHEDULE
(DESKTOP) in 3 steps
Scheduling

Click on the existing appointment (blue)
Then right click on and select Edit appointment

On the selection column, select the appointment (or series of appointments if working with a reoccurring appointment
series) you want to remove.
Then click Delete Selection

The appointment you removed will no longer appear on the calendar

ACS Quick Schedule Module
• ACS allows admin staff to match employees with consumers based on
a comprehensive set of rules, such as:
• Distance calculation to match the staff that is closest to the child
• Match staff to family based on availability
• Match staff to family based on language preferences
• Match staff to family based on credentials
• Match staff to family based on gender
• And more…

Reschedule UCI Screen
1. Search UCI by given range and
filters
2. Search will show UCI’s in range.
Select Required UCI
3. Upon Selecting Required UCI, It
will Display all the available time
slots having Day, Date, From & To
time. Select the Required UCI’s
Time Slot
4. upon Selecting Required time
Slot, It will display all the
Employees which are available by
overlapping UCI’s Time slot. From
here You can select Best Employee
5. Upon Selecting Best Employee
for UCI, You can now create instant
appointment in this area.

Reschedule Employee Screen
1. Search Staff by given range and
filters
2. Search will show Staff in range.
Select Required Employee
3. On Selecting Required
Employee. It will Display all the
available time slots having Day,
Date, From & To time. Select the
Required Empolyee’s Time Slot
4. On Selecting Required time Slot,
It will display all the UCIs which are
available by overlapping
Employee’s Time slot. From here
You can select Best UCI
5. Upon Selecting Best UCI for
Selected Staff, You can now create
instant appointment in this area.

Therapistmate - Scheduling

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