Scheduler Overview

  • Updated

The all-new Kipu Scheduler is designed to facilitate complex workflows when scheduling and managing patient appointments and group sessions.

The Scheduler supports highly customized provider schedules, robust appointment communications, and multiple ways to view and schedule appointments, driving efficiency in your day-to-day operations. 

Scheduler Functionality 

Check out the following resources to explore each key topic.  

  • Create an Appointment: There are three ways to schedule an appointment in the Scheduler:   
    • Add Appointment: Use the + Add button to schedule an appointment with a specific resource (active Kipu users with a provider role) and patient.  
    • Select a Time: Click on an available slot in the Calendar view. This opens the Create Appointment screen and ensures all selections from the left sidebar are available within the drop-downs (e.g., if two providers are selected, both providers will be available within the appointment window for scheduling).  
    • Find Availability: Use the Find Availability button to search for open appointment slots using your desired criteria (e.g., Resource, Date Range, etc.).  
  • Assign Group Sessions and Schedules: You can assign individual Group Session occurrences to patients or assign Group Schedules, which are a collection of sessions. 
  • Schedule from Patient Chart: Schedule appointments and group sessions directly from the patient chart. 
  • Manage Telehealth Visits: Create and launch telehealth appointments.
  • Scheduler Navigation: Discover the different filters and views available within the Scheduler.   
  • Appointment Card Overview: Decode the various icons and functions embedded in the appointment card.  
  • Group Session Card Overview: Review the icons and information contained within the Group Session card, including how to start Group Sessions.
  • Manage Appointments: Review how to view, edit, delete, and reschedule appointments. You’ll also learn how to manage your waitlisted and draft appointments. 
  • My Schedule tab: Manage your availability by updating your working hours, appointment blocks, out-of-office hours, and breaks.   

Have questions? Check out our FAQ document for a list of common questions and answers.  

Scheduler Settings 

The Scheduler is highly configurable, so it’s important to review and update the settings to meet your workflow needs.  

  • Appointment Status: The system has 12 default appointment statuses. These statuses can be renamed or disabled. You can also configure a series of valid transition options for each.  
  • Appointment Types: Create custom appointment types for each location. Appointment types allow you to configure appointment duration and add forms to an appointment.  
  • Schedule Templates: Build a templated schedule that contains working hours, appointment blocks, breaks, and out-of-office periods as applicable. These templates can be applied to one or more resources in the Resource Schedules area.  
  • Resource Schedules: Assign schedules to specific Resources and modify templates for individual Resources.  
  • Appointment Communications: Create and send automated communications (email/text) to patients and resources based on changes to the appointment status or appointment time.  
  • Scheduler Preferences: Customize the appearance of your Scheduler and enable key functionalities like waitlist or drag and drop to reschedule.
  • Appointments Migration: If you are transitioning from the legacy Calendar to the new Scheduler, we recommend starting by migrating your existing appointment statuses and appointment types. 
  • Scheduler User Permissions: Give additional scheduler access to users without Super Admin roles. 
  • Telehealth and Text Communication: Enable Telehealth and Text Communication options so that you can schedule telehealth appointments and send SMS messages to your patients.

Legacy Calendar to Scheduler Migration 

Click here for helpful resources and tips for managing your calendar to scheduler migration effort!

Was this article helpful?

39 out of 45 found this helpful

Comments

0 comments

Please sign in to leave a comment.