Group Management

Group Management

What is Group Scheduling?

Group Scheduling provides the ability to easily manage groups of Patients or 'Clients' that attend the same Appointments or Meetings.

Some examples:
  • School Counseling 
  • Cognitive Therapy Groups
  • Dynamic  Therapy
  • Relapse Prevention
  • Mutual Self-Help 
  • Grief Counseling
  • Diabetes Management

Setting up Group Management

Appointment Type 

Create at least one Appointment Type that can scheduled for a 'Group'

From Scheduling > [Scheduling Setup] > [Type]
  1. [Add]
  2. Held by 'Group' (or Both) > [Save]


Add a Group


Scheduling > Group Management > Add


  1. [Add]
  2. Name
  3. Appointment Type to use when scheduling this Group
  4. Group will be flagged as Active (un-check when you no longer use this Group)
  5. No Member Limit: un-check this option to limit the number of people that can be part of this Group



6. Choose one or more 'Leader(s)' for the Group > Click icon to access Scheduling Resources > Click Resource ID to add one or more Resources

7. Assign or Remove Members from the Group > Click icon to 'Add Member' > use the lookup or Register Patient

Once a Member is added, Use hover-over on the icons for action guidance
Member Actions:

  • Remove from Group: Only available if they have never attended a Group Appointment
  • Spot can be put on Hold and Rejoin at a later time
  • Member can Transfer to a different Group
  • History icon to display history of changes
8.  [Save]


Edit Group

Scheduling > Group Management > click the Group ID
  1. 'Edit' to make changes to the Group
  2. Member 'ID' to access 'Patient Dashboard'
  3. 'Schedule' to access the calendar

Edit the Group, while making the appointment by clicking the pen/paper icon


While on the Appointment > 'Edit Group'

 

Group View Options on Calendar

  • Using the Settings Tab of the Calendar > Group View drop-down 
We recommend you Save at least one 'Display Profile' - Click for more about 'Display Profile'




Sample view of  'Group Only'          
  


Sample view of 'Members Only'
 

Link to general information on Calendar Navigation

Booking Group Appointments

Click the desired Slot for the appointment 
  1. Choose 'Group' in the drop-down
  2. Choose the Group appointment
  3.  Appointment Type is auto-populated by the Group selected
  4. 'Selected Group' area > displays details of the Group with an icon to edit
  5. Save  



Group Appointment Actions

Click the Group Appointment 
  1.  Action Buttons
    • Top buttons > Affect the entire Group
      • 1) Check in (use Check In next to a Member to check them in individually)
      • A) Cancel to cancel the entire Group (use Cancel next to a 'Member' to cancel just that individual)
      • B) Reschedule the Group
      • C) Delete - use if the appointment is made in error
      • D) New Appt - acts as a 'copy/paste' feature to schedule the next appointment
      • E) To Worklist - Add appointment to a Worklist
  2. Links to 
    • Edit the appointment 
    • Edit this Group 'on the fly'
    • Service History
  3. Click the pen/paper icon to access the Patient Appointment screen to manage further (collect copay, etc.)
    • Hover-over this same icon for 'Member' or Patient basic demographics 



Rescheduling Group Appointments
  • Same process as rescheduling for Non-Group Appointments > Link for more information on Rescheduling
  • Statuses are kept if the Group Appointment is moved to a different Resource/Facility
  • In the Reschedule Queue, you will see the Group Appointment, not each Individual Patient