Provider-Level Calendar (My Calendar)

The Provider-Level Calendar allows for providers or care coordinators to view an aggregated view of all events/items that are to be completed, or have been completed, by every client in the provider or care coordinator’s program. To navigate to the Provider-Level Calendar, click on My Calendar from the navigation bar at the top (C-1).

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Once in the Provider-Level Calendar page, the current logged-in user can toggle between viewing the calendar in a typical calendar view, or in a table view (C-2.1). The screenshot shown in C-2 is the Calendar View. Read more below on viewing the calendar in the calendar view, and viewing the calendar in the table view.

Calendar View

Calendar View - Filtering

There are multiple ways to filter the calendar when using the Calendar View:

• C-2.2 – Click on the left and right arrows to toggle between the next or previous day, week, month, timeline, or agenda (C-2.3). Click on today to include today’s items/events in the view. Click on the calendar icon button to pick a specific date.

• C-2.3 – The calendar can be changed to see all events/items for the following: Day, Week, Month, Timeline, or Agenda:

  • C-2 – Day offers a view of all items/events for the current day, or the day specified in C-2.2.

  • C-3 – Week offers a view of all items/events for the current work week (Monday-Friday), or for the week specified in C-2.2. Selecting a day in the middle of work week in C-2.2 will still show the work week starting from that Monday, and ending that Friday.

  • C-4 – Month offers a view of all items/events for the current or specified month, which can be changed in C-2.2. Clicking on more… (C-4.1) will take you to the Day view of that selected date.

  • C-5 – Timeline offers a view of all items/events in a 3-day period, which can be changed in C-2.2.

  • C-6 – Agenda offers a view of all items/events for a 5-day period, beginning on the date specified in C-2.2. Clicking on the date (C-6.1) will take you to the Day view of that selected date.

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Calendar View - Creating and Viewing Events

To schedule a new visit/event in the Calendar View, right-click on any opening in the calendar. In the example shown in C-2, the time 8:00-9:00 AM is highlighted for the current day. Click on Schedule New Event to create a new visit/event for this opening. The Schedule New Event window will pop up, where the following fields can be entered:

• Subject – Enter the subject, or a brief summary, of this new visit/event.

• Start time, End time – By default, these fields will be populated based on the opening that was selected in the calendar. To change the date that this new visit/event starts and ends, enter the new start date and end date for this event in the corresponding text-box in m/d/yyyy format, or pick the date by clicking on the calendar icon button. To change the time that this new visit/event starts and ends, enter the start time and end time for this visit/event in h:mm AM/PM format, or pick the time by clicking on the clock icon button.

• All day – If this visit/event is one that will be happening for the whole day, then mark this box.

• Client – Expand the drop-down selection and choose the client that this visit/event is for. The client can also be searched by entering the client’s name in the text-box.

• Purpose – Expand the drop-down selection and choose the purpose for this visit/event.

• Participant(s) – Expand the drop-down selection and mark each staff, or care team, member that is part of this visit/event.

• Location – Expand the drop-down selection and choose the location of this visit/event.

• Encounter Address – If applicable and/or necessary, enter the address of this visit/event.

• Description – Enter a description of this visit/event in the text-box.

• Status – Expand the drop-down selection and choose a status for this visit/event. If Other(Specify) is selected, specify the status in the text-box to the right of the drop-down selection.

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To view a calendar event, double-click on any item/event on the calendar. A window will pop-up where the current logged-in user can see all details for the selected item/event. The fields are the same as what was detailed for C-7.

Table View

The table view of the Provider-Level Calendar displays all scheduled events/items in a grid, or a table. The table shows the following information about the scheduled event/item:

• The client’s first and last name.

• The subject, or a brief summary of the event.

• The start and end time of the event.

• The purpose of the event.

• The status of the event.

• A description of the event.

This view of the calendar can be filtered by the date:

• Show appointments for (C-8.1) – Expand this drop-down selection to view items/events for a selected date range; for example, Today, Next Week, Yesterday, or Last Week.

• Start Date (C-8.2), End Date (C-8.3) – If Custom date range was selected for the previous drop-down selection, then the start and end date can be entered in their respective text-box in m/d/yyyy format, or pick the date by clicking on the calendar icon button.

The table can also be filtered and ordered based on the columns available. Clicking on a column header (C-8.5) will sort the table in ascending order, based on the selected column. Clicking on the column header again will sort the table in descending order. Clicking on the column header a third time will undo the sorting. To filter the table based on a column, enter text in the text-box beneath the desired column header, and click on the funnel icon button to select how to filter the table with the entered text (C-8.6); for example, filter the table with a Client First Name that contains the text Monica.

To view the client record for a scheduled event, click on the Open client record link under the Actions column (C-8.7).

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