Smart has worked to make the transition from the current Calendar to the new Scheduler easy and seamless. However, there are some differences between the workflows and a few limitations that clinics should be aware of and may want to take steps to limit the impact. This tip sheet covers those topics as well as some suggestions about how to handle them efficiently. These topics may not apply to your clinic, and may not need to be addressed depending on the importance of these items to the clinic.
Additionally, we have included some recommendations about managing Progress Notes and Privileging to ensure a smooth transition to Scheduler.
Migration of Events
Recurring Event Series
Individual recurring events created in the Calendar should appear in Scheduler as long as as staff member has interacted with those events. However, the series itself will not migrate over, and clinics will need to recreate recurring series with the new options provided.
For example, if a clinic has a Monday recurring meeting, any old meetings that they’ve touched will appear on the new Scheduler. But next Monday’s meeting will not. Users can recreate the Series using expanded options.
Smart recommends printing out the list of individual and group recurring events so that you can efficiently recreate these series after the new Scheduler has been turned on. User can use the “Print Screen” option on their keyboard to produce a print out of their recurring series.
See the Scheduler User Guide for more information on scheduling recurring events.
Retired/No Staff Member
Existing events assigned to a retired user or not assigned to any user will not display in the Scheduler as the Scheduler displays the calendars of Staff Member(s) selected in the Staff Member drop-down and only active Staff Members are listed. Please note that these events remain untouched behind the scenes.
Smart recommends assigning an active user to these events prior to turning on the Scheduler.
Individual Appointments with more than one patient
While the Calendar allows more than one patient to be added to an individual event, this creates data inconsistency and leave the event in a state not-compatible with the new Scheduler.
Clinics should refrain from assigning more than one patient to an Individual Appointment.
Contact your PSM if this is a common practice at your clinic.
In-flight Progress Notes
The Record Session workflow has been revised for the new Scheduler. Users will now see a Send to Case History button instead of the Save Complete and Finish Later buttons. See User Guide for more details.
Smart recommends users finalize any notes that have been started from the old Calendar but not yet finished prior turning on the new Scheduler. If this is not done prior to switching over, users should finish notes from the Tx Module, either from Unfinished Notes or the Patient's Case History. This will prevent duplicate Case History entries from being created.
If notes have not yet been started for an event, users can use the new Record Session for workflow for those events as soon as the Scheduler is turned on.
New Scheduler Privileges
An expanded set of privileges is available for the Scheduler allowing clinics to control what users can see and do. If a user currently has access to the Calendar, they will have “View Only” access for their calendar to Scheduler as that is the privilege conveyed by the “Can Access Scheduler Module” privilege.
Assign additional privileges for each user once the Scheduler has been turned on for your clinic.
See the Scheduler User Guide for more information on Scheduler Privileging.
See the Scheduler User Guide for more information about the feature available. Contact your Partner Success Manager with any questions or for assistance.
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