Scheduler: Assign Group Sessions and Schedules

Assign Group Sessions and Group Schedules to patients from the Scheduler or the Scheduler icon on the patient chart. 

Group Sessions and Schedules are configured in the Templates section for each Location. If you need to make updates, please review the following articles Group Session Templates | Schedule Templates. 

Accessing the Scheduler

Navigate to the Schedules tab and choose Scheduler. 

Note: You can also complete this process from the Scheduler icon on the patient chart. This replaces the previous process for assigning group schedules from the patient tab.  You can also add patients to group sessions from the group session card. You can find instructions for doing so here.

Assign Group Schedule

You can assign one or more group session schedules to the patient from the Add Group Schedule window. When assigning multiple group schedules, you must ensure that there are no overlapping group sessions within those schedules.

1. Click on the drop-down arrow next to + Add and choose Group Session.
2. Select the Group Schedule radio button.
3. Select a Location from the drop-down. This determines which Group Schedules will be displayed for selection.
4. Select a Patient or Create a New Patient.
   
   
   1. Note: If you have enabled the Show Unassigned Group Sessions Card on Scheduler toggle under Settings > Scheduler > Scheduler Preferences and you create a group schedule without any patients, the session will still appear in Scheduler, where you will be able to view the session and start it, but not edit it. 
5. When you have selected a location and a patient, you will see any current group schedules assigned to that patient so that you are aware of any potential overbooking.
6. Next, the current date will automatically populate as the Start Date for this new Group Schedule (the first date the patient should attend a session). If you do not wish the schedule to start on the current date, you can select a date in the future or (depending on your location's settings) you can also pick a date up to 90 days in the past.
   • You can add an optional End Date for the Group Schedule(s), after this date, no additional appointments for this schedule will be created. You can leave this blank and the schedule will automatically set an end date a year in the future. You can end the schedule earlier or later as needed. As with the start date, depending on your location's settings, you can also pick an end date in the past.
7. Use the Group Schedule drop-down to select a Group Schedule. All Occurrences related to the selected Group Schedule(s) will display. 
   • If you select group schedules that overlap, and your location allows overbooking, the system will warn you that there is a conflict.
     
8. Click Save to assign the sessions to the patient.
   • If you allow multiple appointments/group sessions to be scheduled at the same time, you will need to click Save twice, the second time will confirm that you want to proceed even though there is an overlap.
   • If your location does not have overbooking enabled in your scheduler settings, or if you do not have the Manage Scheduler Override/Overbooking permission, you will get an error message and must reschedule to an appointment slot with no overlap. 

Group Schedules and Gender/Gender Identity
Group Sessions can be configured as gender-specific groups. Assigning gender-specific Group Sessions within the scheduler will abide by the existing system logic. If your organization uses Gender Identity, users will be assigned to groups based on their identity (not birth sex). Schedules containing sessions for both male and female-specific gender groups will automatically assign groups based on gender (or gender identity).

Assign Group Sessions

You can assign one or more group sessions to the patient from the Add Group Session window. These group sessions are labeled as Group Session (Adhoc) to differentiate between stand-alone group sessions and Group Schedule sessions.

1. From the Scheduler, click on the ▼ next to + Add.
2. Choose Group Session (Adhoc).
   
   
3. Select a Location from the drop-down. This determines which Group Sessions (Adhoc) will be displayed for selection.
   
   
   • This field may auto-populate if you are logged into a specific location or have a single location selected in the left sidebar. The location time zone will be displayed. 
4. Search for a Patient. Please enter at least 3 characters. Only one patient can be selected at a time.
   
   
   • Important for Master Instances: This list displays patients for the entire organization, not just the location selected. As a result, you can accidentally choose a patient that is present in another location. You will not be able to locate Group Sessions with the Find button as the patient isn't eligible for Group Sessions in other locations. If clicking the Find button doesn't return results, confirm the patient chart location. This doesn't apply to single-instance locations, as all group sessions are available to all patients. 
   • Alternatively, use the Create New Patients link to add a patient that does not exist in the EMR yet. Group Sessions require the patient's name and admitting location at minimum before they can be added to Group Sessions.
   • If you have enabled the Show Unassigned Group Sessions Card on Scheduler toggle under Settings > Scheduler > Scheduler Preferences and you create a group session without any patients, the session will still appear in Scheduler, where you will be able to view the session and start it, but not edit it.
5. When you have selected a location and a patient, you will see any current group sessions assigned to that patient so that you are aware of any potential overbooking.
6. Select one or more Group Sessions from the drop-down. Click Find to display all Group Session occurrences (days and times).
7. If you select appointments that overlap, and your location allows overbooking, the system will warn you that there is a conflict. If your location allows overbooking, You will still be able to proceed.
   
8. Each Group Session displays as a table containing all occurrences.
9. Use the checkboxes to assign the session(s) to the patient. Telehealth sessions are indicated by a video icon in the Telehealth column.
10. For each session selected, enter the Start Date that the patient should begin the session. You can select today or any day in the future. Depending on your location's settings, you can also pick a date up to 90 days in the past. 
11. The End Date field is optional. If nothing is entered the system will automatically set this date to a year in the future (e.g., if the start date is 10/14/2022 and the End Date is left blank, it will default to 10/14/2023). As with the start date, depending on your location's settings, you can also pick an end date in the past.
12. Click Save to assign the sessions to the patient.
    1. If you have an overbooking, you will need to click Save twice, the second time to confirm that you want to proceed even though there is an overlap.
    2. If your location does not have overbooking enabled, or if you do not have the Manage Scheduler Override/Overbooking permission you will get an error message and must reschedule to an appointment slot with no overlap. 
13. If the group session exists with other participants, the patient will be assigned to the existing Group Session card. If the patient is the first Group Session participant, a new Group Session card will be added to the scheduler for that date/time.

Add Patient to In Progress Group Session

If a Group Session has already been started by the group leader and a new patient needs to be added, please add the patient directly from the Group Session.

1. Within the Group Session screen, click Add Patient.
2. Select the patient from the pop-up.
3. The patient will be automatically added to the Group Session on the Scheduler. The patient's session attendance cannot be edited.
   

Drop a Schedule or Group Session

You can drop the patient from a schedule or group session when the session(s) no longer applies. Click here for instructions.