Schedule a New Appointment

Appointments can be scheduled up to one year in advance from the Create task module, or from the Task widget located in the Dashboard.

To create a new task (or appointment) in Fieldworker

FieldWorker makes it simple for you to set up appointments and assign them to your team, who'll then see them on their to-do list.

Need to arrange a visit? Here's how!

1. Go to "New" in the side panel on your landing page.

First of all, you'll need to go to "New", which is where you can set up anything new in FieldWorker. Click on "New" in the side panel, and then choose "Task" on the list.

2. Fill out the basic details and specify that this is a visit. Chose the desired type of task.

Next, you'll be able to fill out basic details for the visit, including a title and short description to add any additional info your team will need to know.

"Project" corresponds with an individual's ISP, and here you'll be able to select the correct patient from the list of plans you've already added.

Under "Task Prerequisite", you'll have the chance to specify another task if that needs to be completed before this visit. For example, here, this visit is a follow-up to an earlier check-in, meaning the check-in is a "prerequisite" and must be done first.

Under "Type of Task", you can choose what kind of task this is. There are all sorts of tasks here, some of which correspond with different kinds of visits, such as home visits for community-based care or CBS visits. Select the relevant type of visit that you're setting up, and click on "Continue".

3. Add date and location information for the visit.

Now you'll be able to specify when the task starts and ends. Click on the calendar icons to change the dates and times.

If you would like to make this a recurring visit, you can do so by clicking on "Make recurrence". Please note – this is a new feature and may not be available to you yet. If not, you'll be able to set recurring visits very soon!

Finally, select the location of the visit. This will be from the list of locations you have previously added under the "Location" part of this section.

Once you are done, click on "Continue".

4. Assign the task and save!

Here, you can choose who in your team will attend the visit.

Additionally, you can set the priority and billing information, in addition to adding any last notes or comments that may be necessary.

Once you are done, click on "Create Task", and your visit will be scheduled! Your employee to whom the visit is assigned will see this on their homepage as an upcoming visit with all of the information you have added.

To schedule a new (recurring) appointment:

Complete the Appointment Details form:

• Date & Time*: enter or edit the appointment date, start time, end time, and time zone

• Repeats: to set up a recurring appointment series, click Does Not Repeat

  • Repeats: click the drop-down and select how often the appointment will repeat.

  • Repeats on: click the days of the week when the appointment should repeat.

  • Ends: click the Choose… drop-down to select when the appointment series will end. Ensure the appointment end date matches the end date in the service code authorization entered in the “Authorization & Billing” section.

• Set End Time: enable the toggle to define and enter the appointment length manually, and do not want it to be set based on the Appointment Type under the “Appointment Type*” section.
• Task Type*: select an appointment type. Once selected, the appointment end time will automatically update in the “Date & Time*” section based on the appointment type length. To edit the appointment length, update the end time on the top under the “Date & Time*” section.

Complete the "Location Details" section, which contains fields that can be optional or required based on the service codes added to the appointment.

• Place of Service: select the default location from the drop-down

• Location/Address: select the address where the appointment will take place.
• Drive Info: enter estimated hours, minutes, and miles for reimbursement purposes.

Complete the “Authorization & Billing” section:

• Click the Authorized Codes and Authorized Group Codes tabs to review the service codes in the client’s authorization.

  • If there is no authorization for the client, or the authorization does not have any service codes, select the codes manually in the Codes tab.

• Click Use This on the right-hand side of each code to add it to the appointment.
• Ensure the appointment duration in the service code and in the appointment match. If they do not match, shorten or expand the service code length or the appointment length.

  • If creating a recurring appointment series, ensure the end date in the service code and in the appointment match. The appointment occurrences must also be aligned to the authorization frequency and amounts approved. Error messages may display if there are discrepancies between the appointment and the authorization.

Enter any Notes that will be visible to all participants in the appointment, if needed

Please note, if managing appointments and calendars for other employees in the organization:

• Users must be connected to all the participants (employees, providers, and clients) in the appointment to schedule the appointment with or for them.

• Users must have the appropriate permissions enabled to manage other employees’ calendars.

Click here to learn how to connect employees. Click here to learn how to connect employees to clients. Click here to learn how to match contacts’ calendars to view availability and schedule appointments.