Scheduling Appointments

This guide walks you through the process of scheduling appointments in Cognix Health, from basic scheduling to advanced features.

Quick Scheduling

Basic Appointment Creation

1. Navigate to Scheduling

• Click "Schedule" in the main navigation
• Select "New Appointment" or click any time slot

2. Essential Information

• Select client
• Choose service type
• Pick provider
• Set date and time
• Select location/telehealth

3. Quick Actions Available

• Schedule the next available slot
• Schedule a follow-up based on the treatment plan
• Set up regular recurring appointments
• Create group sessions with multiple clients

Advanced Scheduling

Recurring Appointments

1. Pattern Setup

• Daily/Weekly/Monthly frequency
• Specific days selection
• Duration of recurrence
• Exception dates

2. Series Options

• Choose how often appointments repeat (daily, weekly, or monthly)
• Set how many weeks or months between appointments
• Select specific days of the week
• Set an end date or number of appointments
• Mark specific dates to skip

Group Sessions

1. Group Setup

• Create group type
• Set capacity limits
• Define participant criteria
• Configure billing rules

2. Participant Management

• Add/remove participants
• Waitlist handling
• Attendance tracking
• Group communications

Smart Scheduling Features

Intelligent Slot Finding

1. Search Preferences

• Set client's preferred days and times
• Choose preferred providers
• Specify service duration needs
• Select required resources and location types

2. Optimization Factors

• Provider availability
• Room availability
• Client preferences
• Travel time
• Insurance requirements

Waitlist Management

1. Adding to Waitlist

• Preferred time ranges
• Provider preferences
• Urgency level
• Contact preferences

2. Waitlist Details

• Set priority level
• Specify earliest and latest preferred times
• Choose preferred days
• Set how you want to be notified about openings

Real-time Validations

Pre-scheduling Checks

1. Automatic Verification

• Insurance eligibility
• Authorization status
• Provider availability
• Resource conflicts

2. Alert Information

• System shows warnings or errors if there are scheduling issues
• Provides clear messages about what's wrong
• Suggests how to resolve the problem
• Allows authorized users to override certain warnings

Conflict Resolution

1. Common Conflicts

• Double bookings
• Resource overlap
• Authorization issues
• Eligibility problems

2. Resolution Options

• Alternative slots
• Different providers
• Waitlist placement
• Override options (with permission)

Schedule Management

Calendar Views

1. View Options

• Daily view
• Weekly view
• Monthly view | Resource view
• Provider view

2. Interactive Features

• Drag and drop appointments to reschedule
• Adjust appointment length by dragging
• Quick edit appointment details
• Update appointment status

Appointment Actions

1. Available Status Updates

• Scheduled: Initial booking state
• Confirmed: Client has confirmed attendance
• Checked-in: Client has arrived
• In-session: Appointment in progress
• Completed: Session finished
• Cancelled: Appointment cancelled
• No-show: Client didn't attend

2. Common Actions

• Reschedule
• Cancel
• Convert to recurring
• Add notes
• Send reminders

Best Practices

Efficient Scheduling

1. Time Management

• Use buffer times
• Consider travel time
• Block preparation time
• Schedule breaks

2. Client Experience

• Confirm appointments
• Send reminders
• Provide clear instructions
• Follow up on no-shows

Schedule Maintenance

1. Regular Tasks

• Review upcoming schedule
• Process waitlist
• Check eligibility
• Update recurring patterns

2. Quality Checks

• Verify provider assignments
• Check resource allocation
• Monitor cancellation patterns
• Review utilization

Remember to regularly monitor your scheduling patterns and adjust configurations as needed to maintain optimal practice efficiency.