Betasky

Chapter 9: My Schedules (Clinician View)

Overview

My Schedules (also called "My Day") is the clinician-facing schedule view where field staff see their daily visit schedule, start visits, report missed visits, and manage their personal appointments. This is different from the admin Schedule Center (Chapter 23), which is used by administrators and schedulers to assign and organize visits across all clinicians.

Key Difference:

  • Schedule Center (Admin) - Drag-and-drop calendar for scheduling visits across multiple clinicians
  • My Schedules (Clinician) - Personal day view showing only your own visits

Accessing My Schedules

From Sidebar

My Schedules Sidebar

Location: Left sidebar navigation Menu Item: "My Schedules" (cyan/teal highlight when selected) Icon: Calendar icon

Click "My Schedules" to open your personal schedule view.

My Schedules Main Screen

My Schedules Today View

Page Layout

The My Schedules page has three main areas:

1. Left Sidebar - Mini Calendar (Desktop Only)

  • Month/Year Header: "April 2026 - 6 visits"
    • Shows current month and total visit count for the month
    • Navigation arrows (< >) to change months
  • Calendar Grid:
    • Days of the week (S M T W T F S)
    • Date numbers
    • Blue circle highlights today's date (April 10 in the screenshot)
    • Visit counts appear as small indicators on dates with scheduled visits
  • Purpose: Quick date navigation

2. Main Content Area - Header

  • Title: "Today" or full date (e.g., "Thursday, April 9, 2026")
    • Shows "Today" if viewing current date
    • Shows full date if viewing a different day
  • Refresh Button: Circular arrow icon (top right)
    • Click to reload your schedule
    • Useful to see newly assigned visits

3. Main Content Area - Schedule Section

Section Title: "Schedule" (white text) Orange Progress Bar: Visual separator under the title

Visit Cards

Each visit appears as a card with the following information:

Visit Card Elements

Visit Card Example

Status Badge (Top Left):

  • "In Progress" - Orange/yellow badge
    • Visit has been started (you clicked "Start Visit")
    • Shows visit is currently active
  • "Pending" - Gray badge
    • Visit is scheduled but not yet started
    • Waiting for clinician to begin

Patient Name (Large Blue Text):

  • Full patient name (e.g., "Abe bela")
  • Person icon (👤) before name

Visit Type Chip (Blue Badge):

  • Small badge below patient name
  • Shows type of visit (e.g., "SN Visit", "ST Evaluation")
  • Example: "SN Visit" in blue

Time Range (Clock Icon):

  • Shows scheduled time window
  • Format: "H:MM AM-H:MM AM"
  • Example: "7:00 AM-8:00 AM", "9:00 AM-10:00 AM"
  • Clock icon (🕐) before time

Patient Address (Location Pin Icon):

  • Full street address
  • Format: "Street, City, State ZIP"
  • Example: "Ethiopia adama, IN 00000"
  • Location pin icon (📍) before address

Action Button (Bottom of Card):

  • Blue button spanning full width
  • For "In Progress" visits: "Continue Visit >" button
    • Click to resume documenting the visit
    • Navigates back to visit form
  • For "Pending" visits: "Start Visit >" button
    • Click to begin the visit
    • Opens visit documentation form

Location Button (Top Right):

  • Blue circular button with location pin icon
  • Opens map/navigation to patient address
  • Quick access to driving directions

Three-Dot Menu (Top Right):

  • Three vertical dots (⋮)
  • Opens action menu with additional options
  • See "Visit Actions Menu" section below

Visit Actions Menu

Visit Actions Menu

How to Open Actions Menu

  1. Find the visit card
  2. Click the three-dot menu icon (⋮) in the top right corner
  3. Menu pops up with four options

Menu Options

The actions menu provides four options:

1. Reschedule Visit

  • Icon: Clock with circular arrow (blue)
  • Label: "Reschedule Visit" (blue text)
  • Purpose: Change the visit date/time
  • What Happens: Opens Reschedule Visit modal

2. Report Missed Visit

  • Icon: X in circle (red)
  • Label: "Report Missed Visit" (red text)
  • Purpose: Document a missed visit with reason
  • What Happens: Opens Missed Visit Note form
  • When to Use: Patient not home, refused visit, emergency prevented visit, etc.

3. Call Patient

  • Icon: Phone (📞)
  • Label: "Call Patient" (white text)
  • Purpose: Initiate phone call to patient
  • What Happens: Opens phone dialer or calls patient number

4. View Patient Chart

  • Icon: Document/file (📄)
  • Label: "View Patient Chart" (white text)
  • Purpose: Navigate to full patient profile
  • What Happens: Opens patient detail page (Chapter 14)

Rescheduling a Visit

Reschedule Visit Modal

When to Reschedule

  • Patient calls to change appointment
  • You need to adjust your schedule
  • Weather or emergency prevents visit
  • Patient not available at scheduled time

How to Reschedule

  1. Click three-dot menu (⋮) on visit card
  2. Select "Reschedule Visit" (blue option)
  3. Reschedule Visit Modal opens

Reschedule Visit Modal Elements

Modal Header:

  • Clock icon with circular arrow
  • Title: "Reschedule Visit"
  • X button (top right) to close

Patient Information Section:

  • "Patient" label
  • Patient Name: Full name (e.g., "Abe bela")
  • Visit Type: Shows visit type (e.g., "ST Evaluation")
  • Current Schedule: Shows current date/time (e.g., "9:00 AM-10:00 AM")

Warning Alert (Orange Box):

  • Icon: Triangle with exclamation mark
  • Message: "This visit starts in less than 2 hours. Rescheduling may not be allowed. Please contact your scheduler if you encounter an error."
  • Purpose: Warns about rescheduling restrictions
  • Rule: Visits starting within 2 hours cannot be rescheduled by clinicians (must contact scheduler)

Date & Time Fields:

  • Date field:
    • Label: "Date *" (required)
    • Date picker input
    • Format: MM/DD/YYYY
    • Example: "10/04/2026"
  • Time field:
    • Label: "Time *" (required)
    • Time picker dropdown
    • Format: HH:MM AM/PM
    • Example: "--:-- --" (select from dropdown)

Action Buttons (Bottom Right):

  • Cancel button (gray) - Close without saving
  • Reschedule button (blue) - Save new date/time

Rescheduling Rules

2-Hour Rule:

  • You cannot reschedule a visit that starts within 2 hours
  • Orange warning appears if visit is within 2 hours
  • Why: Prevents last-minute changes that disrupt scheduling
  • Solution: Contact your scheduler or administrator

Valid Date/Time:

  • Must select a future date/time
  • Cannot reschedule to a past date

After Rescheduling

  1. Click "Reschedule" button
  2. Modal closes
  3. Visit card updates with new date/time
  4. Green toast notification: "Visit rescheduled successfully"
  5. Visit moves to the new date in your schedule

Reporting a Missed Visit

Missed Visit Note Form Missed Visit Note Form Continued

What is a Missed Visit?

A missed visit is a scheduled visit that did not occur as planned. This can happen for many reasons:

  • Patient not home
  • Patient refused visit
  • Patient illness (hospitalized, too sick)
  • Transportation issue (car broke down, traffic)
  • Weather or emergency
  • Clinician unavailable
  • Scheduling error

Why Documentation is Critical:

  • Compliance: State and federal regulations require documenting missed visits
  • Quality Assurance: Tracks patterns and identifies patient issues
  • Billing: Missed visits cannot be billed; documentation explains why
  • Survey Readiness: State surveyors review missed visit documentation

When to Report a Missed Visit

Report immediately when:

  • You arrive at patient's home and they're not there
  • Patient refuses the visit
  • Patient is hospitalized/transferred
  • Emergency prevents you from completing visit
  • Any circumstance where the scheduled visit does not occur

Do NOT report missed visit if:

  • You successfully completed the visit (mark as complete in visit form)
  • You're running late but will still visit (reschedule instead)

How to Report a Missed Visit

  1. Click three-dot menu (⋮) on visit card
  2. Select "Report Missed Visit" (red option)
  3. Missed Visit Note form opens

Missed Visit Note Form (Deep Dive)

Form Header

Back Arrow (Top Left):

  • Click to return to My Schedules without submitting
  • Warning: Changes will be lost

Page Title (Red Icon):

  • Red cancel icon (🚫)
  • Title: "Missed Visit Note"
  • Indicates this is a compliance documentation form

Section 1: Patient & Visit Information

Patient Name (Person Icon):

  • Shows patient's full name (e.g., "Abe bela")
  • Person icon (👤)

Scheduled Date & Time (Clock Icon):

  • Format: "Scheduled: MMM DD, YYYY at H:MM AM"
  • Example: "Scheduled: Apr 10, 2026 at 9:00 AM"
  • Shows original scheduled time

Visit Type Badge:

  • Blue chip showing visit type
  • Example: "ST Evaluation"

Patient Address (Location Pin Icon):

  • Full street address
  • Example: "Ethiopia adama, IN 00000"

Section 2: Reason for Missed Visit

Title: "Reason for Missed Visit"

This section has 8 radio button options. Each option appears in a box that highlights when selected (blue background, blue border when selected).

Option 1: Patient Refused Visit

  • When to Select: Patient explicitly declined the visit
  • Example: "I don't want any visitors today"

Option 2: Patient Unavailable/Not Home

  • When to Select: You arrived but patient wasn't home
  • Example: Patient out shopping, forgot appointment

Option 3: Patient Illness

  • When to Select: Patient too sick to receive visit, or hospitalized
  • Example: Patient admitted to hospital, severe flu

Option 4: Transportation Issue

  • When to Select: You couldn't reach patient due to transportation problem
  • Example: Car breakdown, traffic accident, road closure

Option 5: Weather/Emergency

  • When to Select: Weather or emergency prevented visit
  • Example: Snowstorm, flood, power outage

Option 6: Clinician Unavailable

  • When to Select: You couldn't make the visit (illness, emergency)
  • Example: You got sick, family emergency

Option 7: Scheduling Error

  • When to Select: Visit was scheduled incorrectly
  • Example: Patient already received visit this week, double booking

Option 8: Other (specify below)

  • When to Select: Reason doesn't fit above categories
  • Requires: Text explanation (see next section)

How to Select:

  1. Click the radio button next to the reason
  2. The box highlights in blue
  3. Blue checkmark appears in radio button

Validation:

  • Required - Must select one reason
  • Red error message appears if you try to submit without selecting

Section 3: Specify Reason (If "Other" Selected)

Appears Only If: You selected "Other (specify below)"

Title: "Specify Reason" (red asterisk for required)

Text Field:

  • Multiline textarea (3 rows)
  • Placeholder: "Please provide details for this reason"
  • Example: "Patient's family member was visiting and requested we reschedule"

Validation:

  • Required if "Other" was selected
  • Red error message: "Please provide details for 'Other' reason"

Section 4: Contact Attempt

Title: "Contact Attempt"

This section documents whether you tried to contact the patient before marking the visit as missed.

Two Radio Button Options:

Option 1: Yes, contact was attempted

  • Select if you called, texted, or knocked on door

Option 2: No, contact was not attempted

  • Select if you did not attempt contact

If "Yes, contact was attempted" is selected:

Two additional fields appear (indented to the left):

Field 1: Contact Method (Dropdown):

  • Label: "Contact Method" (red asterisk)
  • Options:
    • "Select method" (default, placeholder)
    • "Phone Call"
    • "Text Message"
    • "Email"
    • "In Person" (knocked on door)
    • "Voicemail Left"
  • Required if "Yes" selected

Field 2: Contact Date & Time (Date-Time Picker):

  • Label: "Contact Date & Time" (red asterisk)
  • Type: Date-time picker (calendar and clock)
  • Format: YYYY-MM-DDTHH:MM
  • Example: "2026-04-10T08:45" (10:45 AM on April 10, 2026)
  • Required if "Yes" selected

Validation:

  • If you select "Yes, contact was attempted" but leave these fields empty, red error messages appear:
    • "Please specify how contact was attempted"
    • "Please specify when contact was attempted"

Section 5: Provider Notes

Title: "Provider Notes" (red asterisk - required)

Text Field:

  • Multiline textarea (4 rows)
  • Placeholder: "Document any relevant details about the missed visit, patient condition, or circumstances"
  • Required - You must enter notes
  • Example: "Patient's daughter called to say patient was admitted to hospital this morning with chest pain. Visit will be rescheduled once patient is discharged."

Helper Text:

  • Gray text below field: "Required field - Document details about the missed visit"
  • Turns red if field is empty on submission

Validation:

  • Always Required
  • Red error message: "Provider notes are required"

Best Practices:

  • Be specific and factual
  • Document what you observed or were told
  • Note any safety concerns
  • Include follow-up actions taken

Section 6: Follow-up Actions

Title: "Follow-up Actions"

Text Field:

  • Multiline textarea (3 rows)
  • Placeholder: "Document any follow-up actions taken or planned (e.g., rescheduled visit, notified physician, etc.)"
  • Optional - Not required

Examples of Follow-Up Actions:

  • "Called scheduler to reschedule for tomorrow afternoon"
  • "Notified physician of patient's hospitalization"
  • "Left voicemail for patient to call back to reschedule"
  • "Will attempt visit again tomorrow morning"

Section 7: Reschedule Request

Title: "Reschedule Request"

This section asks whether the patient requested to reschedule the visit.

Two Radio Button Options:

Option 1: Yes, patient requested reschedule

  • Select if patient asked to reschedule

Option 2: No reschedule requested

  • Select if patient did not ask to reschedule

If "Yes, patient requested reschedule" is selected:

One additional field appears (indented to the left):

Field: Preferred Reschedule Date (Date Picker):

  • Label: "Preferred Reschedule Date"
  • Type: Date picker (calendar)
  • Format: YYYY-MM-DD
  • Optional - Patient may not have specified a date
  • Example: "2026-04-12"

Purpose: Helps scheduler know patient's preferred date

Submitting a Missed Visit Note

Submit Button (Bottom of Form)

Location: Bottom right (sticky footer that stays visible) Button Text: "Get Signature & Submit" Button Style: Blue, full-width on mobile, fixed-width on desktop

Submission Process

Step 1: Click "Get Signature & Submit"

What Happens:

  • Form validates all required fields
  • If validation fails:
    • Red error messages appear below problematic fields
    • Red toast notification: "Please complete all required fields"
    • Page scrolls to first error
    • Fix errors and try again
  • If validation passes:
    • Password Confirmation Modal opens

Step 2: Password Confirmation Modal

Modal Elements:

  • Title: "Password Confirmation"
  • Description: "Please enter your password to confirm marking this visit as missed. This action requires password verification for security purposes."
  • Password Field: Input field (masked with dots)
  • Cancel Button (gray): Close modal without submitting
  • Submit Button (blue): "Confirm & Submit"

Why Password is Required:

  • Security: Ensures only authorized clinician can mark visit as missed
  • Audit Trail: Creates permanent record of who submitted the missed visit note
  • Compliance: Meets regulatory requirements for electronic signatures

Step 3: Enter Password and Submit

  1. Type your account password (the password you use to log in)
  2. Click "Confirm & Submit" button
  3. Button changes to "Submitting..." with loading indicator

Step 4: Backend Processing

What the System Does:

  1. Validates your password
  2. Marks visit status as "Missed" in database
  3. Saves all form data as visit notes
  4. Creates audit trail entry
  5. Sends notification to scheduler/administrator
  6. Updates visit in Missed Visit Report (Chapter 27)

Step 5: Success

Green Toast Notification: "Missed visit note submitted successfully"

Redirect: Automatically returns to My Schedules page

Visit Card Changes:

  • Visit card removed from schedule (no longer shows as "Pending" or "In Progress")
  • Visit appears in scheduler's Missed Visit Report with your documentation

Common Scenarios

Scenario 1: Patient Not Home

Situation: You arrive at patient's address, but no one answers the door.

Steps:

  1. Knock on door
  2. Try calling patient phone (if available)
  3. Wait 5-10 minutes
  4. Open My Schedules → Visit card → Three-dot menu
  5. Select "Report Missed Visit"
  6. Fill out form:
    • Reason: "Patient Unavailable/Not Home"
    • Contact Attempt: "Yes, contact was attempted"
      • Contact Method: "In Person" and "Phone Call"
      • Contact Date & Time: Current time
    • Provider Notes: "Arrived at scheduled time. Knocked on door, no answer. Called patient phone, went to voicemail. Waited 10 minutes, no response. Left voicemail to reschedule."
    • Follow-up Actions: "Will attempt to call patient again this afternoon. Notified scheduler."
    • Reschedule Request: "No reschedule requested"
  7. Click "Get Signature & Submit"
  8. Enter password and confirm

Scenario 2: Patient Refused Visit

Situation: Patient answers door but refuses to let you in for the visit.

Steps:

  1. Try to understand reason for refusal
  2. Document what patient said
  3. Open My Schedules → Visit card → Three-dot menu
  4. Select "Report Missed Visit"
  5. Fill out form:
    • Reason: "Patient Refused Visit"
    • Contact Attempt: "Yes, contact was attempted"
      • Contact Method: "In Person"
      • Contact Date & Time: Current time
    • Provider Notes: "Patient answered door but stated they did not want the visit today. Patient seemed upset about recent hospital bill. No acute distress noted. Patient ambulating independently."
    • Follow-up Actions: "Notified case manager of refusal. Patient education provided on importance of regular visits. Will call tomorrow to reschedule."
    • Reschedule Request: "Yes, patient requested reschedule"
      • Preferred Reschedule Date: Tomorrow (select date)
  6. Click "Get Signature & Submit"
  7. Enter password and confirm

Scenario 3: Patient Hospitalized

Situation: You receive call from patient's family that patient was admitted to hospital.

Steps:

  1. Obtain details (which hospital, reason for admission)
  2. Open My Schedules → Visit card → Three-dot menu
  3. Select "Report Missed Visit"
  4. Fill out form:
    • Reason: "Patient Illness"
    • Contact Attempt: "Yes, contact was attempted"
      • Contact Method: "Phone Call"
      • Contact Date & Time: Time you received call
    • Provider Notes: "Patient's daughter called at 8:30 AM to report patient was admitted to Memorial Hospital overnight with chest pain. Patient undergoing cardiac workup. Family will notify us when patient is discharged."
    • Follow-up Actions: "Notified physician of hospitalization. Will follow up with family in 2-3 days to check on patient status and reschedule. Marked care order status as ON_HOLD pending discharge."
    • Reschedule Request: "No reschedule requested"
  5. Click "Get Signature & Submit"
  6. Enter password and confirm
  7. (Bonus) Navigate to Care Orders and mark care order as "On Hold" if appropriate

Scenario 4: Transportation Issue (Your Car Broke Down)

Situation: Your car breaks down on the way to the visit, and you cannot reach the patient.

Steps:

  1. Call patient to notify them (if possible)
  2. Call scheduler to inform them
  3. Open My Schedules → Visit card → Three-dot menu
  4. Select "Report Missed Visit"
  5. Fill out form:
    • Reason: "Transportation Issue" (or "Clinician Unavailable" if your car made you unavailable)
    • Contact Attempt: "Yes, contact was attempted"
      • Contact Method: "Phone Call"
      • Contact Date & Time: Time you called patient
    • Provider Notes: "Car experienced mechanical failure en route to patient's home. Called patient to notify them visit would need to be rescheduled. Patient was understanding. Arranged for tow truck."
    • Follow-up Actions: "Notified scheduler immediately. Scheduler reassigned visit to another clinician for today at 2:00 PM. Patient confirmed availability for new time."
    • Reschedule Request: "Yes, patient requested reschedule"
      • Preferred Reschedule Date: Today (if reassigned to another clinician) or Tomorrow
  6. Click "Get Signature & Submit"
  7. Enter password and confirm

Best Practices

1. Document Missed Visits Immediately

Why:

  • Details are fresh in your memory
  • Ensures timely notification to scheduler
  • Meets compliance requirements for same-day documentation

How:

  • Report missed visit as soon as you determine it's missed
  • Do not wait until end of day

2. Always Attempt Contact First

Why:

  • Demonstrates reasonable effort
  • May resolve situation (patient forgot, is home but didn't hear knock)
  • Required for compliance in many states

How:

  • Knock on door and wait 5-10 minutes
  • Call patient phone
  • Try alternative contact (emergency contact if appropriate)
  • Document all contact attempts

3. Provide Detailed Provider Notes

Why:

  • Supports billing denials
  • Protects agency in surveys
  • Helps case managers intervene if needed

How:

  • Be specific: What did you observe? What did patient/family say?
  • Be factual: No assumptions or judgments
  • Include safety concerns
  • Note patient's condition if you spoke to them

Examples:

  • Good: "Patient answered phone, stated she felt too dizzy to walk to door. Patient reported taking blood pressure medication this morning and felt lightheaded. Advised patient to sit down and call 911 if symptoms worsen. Will attempt visit tomorrow."
  • Bad: "Patient didn't want visit."

4. Follow Up Promptly

Why:

  • Prevents gaps in care
  • Shows proactive case management
  • Improves patient outcomes

How:

  • Call patient within 24 hours
  • Notify physician if clinical concern
  • Work with scheduler to reschedule ASAP
  • Document follow-up actions

Troubleshooting

Issue: Password Confirmation Fails

Symptom: Red error message: "Incorrect password" when submitting missed visit note.

Possible Causes:

  1. Typed password incorrectly
  2. Caps Lock is on
  3. Password was recently changed and you're using old password

Solution:

  • Check Caps Lock
  • Retype password carefully
  • If still fails, reset your password (top right menu → Change Password)
  • Contact IT if password reset doesn't work

Issue: Cannot Find Visit Card

Symptom: Visit you need to mark as missed is not showing in your schedule.

Possible Causes:

  1. Visit was already cancelled by scheduler
  2. Visit is on a different date
  3. Page needs refresh

Solution:

  • Click Refresh button (circular arrow, top right)
  • Check if you're viewing correct date (use calendar to navigate)
  • Check with scheduler - visit may have been reassigned to another clinician

Issue: Form Won't Submit - "Please complete all required fields"

Symptom: Red toast notification appears, form doesn't submit.

Possible Causes:

  1. Missing required field (Reason, Provider Notes)
  2. Selected "Other" but didn't provide details
  3. Selected "Yes, contact was attempted" but didn't fill Contact Method or Contact Time

Solution:

  • Scroll through form to find red error messages
  • Fill in all fields marked with red asterisk (*)
  • If you selected "Yes" for contact attempt, ensure both Contact Method and Contact Date & Time are filled
  • Try submitting again

Issue: Reschedule Button Disabled

Symptom: "Reschedule" button in modal is grayed out, cannot click.

Possible Causes:

  1. Date or Time field is empty
  2. Selected date/time is in the past
  3. Visit starts within 2 hours (rescheduling not allowed)

Solution:

  • Ensure both Date and Time fields are filled
  • Select a future date/time
  • If visit starts in less than 2 hours, close modal and contact your scheduler directly

Permissions and Access Control

Required Permissions

ActionRequired PermissionNotes
View My SchedulesVIEW_OWN_SCHEDULE or Clinician roleWithout this, menu is hidden
Start VisitCOMPLETE_VISITS or Clinician roleNavigate to visit form
Report Missed VisitREPORT_MISSED_VISITS or Clinician roleSubmit missed visit note
Reschedule VisitRESCHEDULE_OWN_VISITS or Clinician roleChange your own visit date/time (with 2-hour restriction)
View Patient ChartVIEW_PATIENTSNavigate to patient profile

Role-Based Access

Clinician (Full Access)

  • Permissions: All permissions listed above
  • Can: View own schedule, start visits, report missed visits, reschedule (within rules), view patient charts
  • Cannot: See other clinicians' schedules, reschedule visits within 2 hours of start time

Administrator (No Access to My Schedules)

  • Permissions: Does not typically have clinician role
  • Why: Admins use Schedule Center (Chapter 23) to manage all clinicians' schedules
  • Exception: If admin is also a clinician, they see My Schedules

Integration with Other Modules

Schedule Center (Chapter 23)

  • Link: Visits assigned in Schedule Center appear in your My Schedules
  • Impact: Scheduler assigns visit → You see it in My Schedules → You start/complete or report missed

Visit Forms (Chapter 19)

  • Link: Clicking "Start Visit" or "Continue Visit" navigates to appropriate visit form
  • Impact: Must complete visit form and submit to QA to mark visit complete

QA Center (Chapter 21)

  • Link: After you complete visit form, it goes to QA for approval
  • Impact: Visit not billable until QA approves your documentation

Missed Visit Report (Chapter 27)

  • Link: Missed visits you report appear in admin's Missed Visit Report
  • Impact: Scheduler sees all missed visits and can take action (reschedule, investigate patterns)

Patient Module (Chapter 14)

  • Link: "View Patient Chart" menu option navigates to patient profile
  • Impact: Quick access to patient demographics, medications, care orders, documents

Care Orders (Chapter 15)

  • Link: Visits are created from care orders
  • Impact: Care order determines visit type, frequency, and authorization