Treatment Episodes [Scheduler Update]

Treatment Episodes allow you to schedule appointments and group sessions using the Scheduler feature.

Required Permissions: Records Admins, Super Admins, and users with access to Scheduler. Click here to learn more about Scheduler user permissions. 

Let's review the Scheduler updates when using Treatment Episodes.

Schedule an Appointment in a Treatment Episode

1. To begin, click on View Scheduler in the patient's header.
2. Click+ Add to create a new appointment.
3. Enter the required information marked with an asterisk (*) in the Scheduler window and click Save.
• Use the Location field to set the location for the appointment. This field will auto-fill if you only have access to one location. If you need to schedule an appointment in a different location, add a location to the treatment episode first.
• Next, select the Appointment Type. The options are the appointment types available for the location selected. They are custom to your location/organization, and can be updated in Scheduler Settings as needed. 
• The Duration field will default to the duration set when creating the Appointment Type, but can be manually updated. 
• Enter the appointment date. 
• Set the start time. The end time is automatically added based on the chosen duration.
• Use the Resource drop-down to assign one or more resources to the appointment.
4. The system will now display the scheduled appointment.

Schedule an Appointment in a Different Location

If the patient’s chart is not assigned to the desired location, you must add the location to the treatment episode before scheduling the appointment. If the location is not added, the system will not let you schedule an appointment. You can add as many locations to the patient's chart as needed. 

1. To begin, click Manage in the patient's header. 
2. In the Episode of Care Summary window, click Add Location.
• Alternatively, click the Manage drop-down and select Add Location.
3. Assign a date, select the location, level of care, and program, then click Save.
4. The system displays all the locations where the patient’s chart is available.
5. Once the location is added, click View Scheduler.
6. Click on + Add to schedule an appointment.
• Alternatively, click the + Add drop-down to schedule a Group Session or Appointment.
7. Choose the desired location from the location drop-down field.
• Note: Remember that you can only schedule appointments in locations where the patient's chart is accessible. In this scenario, the patient's chart is available in Demo Mental Health Center and Demo Adolescent Treatment locations. If you need to schedule an appointment at some other location, you must first add it before scheduling an appointment. Users can only access locations specified in their user profile. 
8. Enter the required information marked with an asterisk (*) and click Save.
9. The system will display the scheduled appointment.
10. Review the date of the next appointment in the patient's header.
11. In Scheduler, select the Assigned Location and/or Combined Schedule filters to view all appointments and group sessions across locations in one screen.

How to Search for and Create a New Patient

1. From the desired location, select Schedules, then Scheduler, and click on + Add.
2. Click on the Advanced Search link.
3. Enter criteria in at least two fields and click Search.
4. The system displays the locations where the patient's chart is available.
5. If you need to schedule an appointment at a location not listed, remember to first add a location in the patient's chart. In this scenario, the patient’s chart is only available in Demo Adolescent Treatment and Demo Mental Health Center. If you attempt to schedule an appointment in a location named Demo Detox, then will result in a No Data Available message. The system cannot display patients at locations where they do not have a treatment episode.
6. If you need to create a new patient, click + Create New Patient follow the instructions found in this article.

What Happens After a Patient is Transferred, Their Episode Is Ended, or They Are Discharged?

• When you use the Transfer, End Episode, and/or Discharge workflows, any appointment associated in that location will end. In other words, the system automatically ends any previously scheduled appointments or services, since the patient has been transferred, discharged, or the episode has ended.
• If no appointments or group sessions have been completed in that location, you can undo the event by clicking the Undo icon.

Note: If a group session or appointment has been completed by error, the user must delete the group session or appointment manually after the system allows you to undo the event.