Implementing Kipu Scheduler

Want Scheduler? Super Admins can reach out to [e-mail] to get your organization in the next available implementation spot! Once started, implementation takes about 30 days.

We've put together the following materials to help you transition from the legacy calendar to Scheduler.

• Express Setup: We've made it super simple to migrate your existing Kipu Calendar Appointments to the new Scheduler and get started with minimal setup and customization. Once notified by your project manager, follow the steps in the Express Setup section below.
• Advanced Setup: If you want to fully customize Scheduler and get comprehensive value out of the new expanded capability, check out the Advanced Setup section. 

Express Setup

Get started with Scheduler with minimum setup and customization. If you aren't currently using the legacy calendar, you can skip Steps 1 & 2 entirely, just check out the note about Resource Schedules and User Permissions below.

1. Map Appointment Status and Type: When notified that Scheduler Settings have been enabled for your facility, map your existing appointment statuses and appointment types to the new Scheduler Defaults.
   1. Tip: If you need to create some custom appointment types to match the types you previously created in the calendar, click here for instructions. 
2. Migrate Legacy Appointments: When notified that Scheduler has been enabled for your organization on your go-live day, go into the Appointments Migrations tab and click Import.
3. The system will automatically migrate all your group sessions and schedules to the Scheduler as appointments and you will see an import report when the task is finished. 

Just like with the legacy calendar, any user with the Provider role and an assigned location will automatically be created as a Resource on the Scheduler with working hours set to 5am-10pm Monday-Sunday. If you want to allow additional users to be scheduled (for patient or staff appointments), set up a Resource Schedule for that user. 

Do note that if you enable Scheduler but do not start the Scheduler migration right away, if changes are made to existing, non-Scheduler Group Session templates, you will be able to drop the old versions before completing migration.

Need to provide user access to Scheduler? Check out the available permissions and ensure folks have the access they need. 

Advanced Setup

If you want to get a little fancy with your Scheduler customization, we get it! Scheduler has a ton of options that give you a lot of control over how Scheduler operates at your organization. 

1. Modify Appointment Statuses: Choose the appointment statuses that your organization will use, rename them, disable them, and set appropriate transitions, it's all up to you.
2. Build Custom Appointment Types: Build out your custom appointment types (by Location!) and determine if you want to tie consent and evaluation forms to the appointment type, allowing providers to quickly add and start documentation directly from the appointment. 
3. Manage Appointment Communications: Review the default communication templates and add, edit, and disable the communication templates as needed to fit your desired communication workflow. Please note the Default communication template can’t be disabled but can be edited. This is used for organizations that have enabled telehealth visits and automatically sends a communication to ensure patients receive the link to join the session. 
4. Create Custom Schedule Templates: Have sets of working hours that are the same across multiple providers? You can build Schedule Templates that outline working hours, breaks, etc., and apply them to multiple providers. This allows you to quickly apply a shell schedule and then build out the custom components in the actual Resource Schedule (see below). Click here for instructions. 
5. Build Custom Resource Schedules: Set working hours, breaks, and appointment blocks for each provider. This will allow you to better understand overall availability and control which appointments can be scheduled and when. 
6. Set Your Scheduler Preferences: Control how the Scheduler appears and behaves with Preferences. You can dictate things like overbookings, waitlist, cancellation reasons, and drag/drop to reschedule. 
7. Set up Rooms for Scheduler: Schedule appointments in specific rooms in your facility by setting up those rooms with a resource schedule. Click here for instructions. 
8. Enable Telehealth: Want to run telehealth appointments and group sessions? Make sure to enable Telehealth in your Instance Settings. Click here for instructions. 
9. Enable Text Messages: Want to send appointment communication via SMS messages? Make sure to enable Text Messaging in your Instance Settings.