Setup Doc

The Program Management System allows users to create detailed day-wise scheduling plans for upcoming events. Once planned, these scheduled items can be pushed to Cerbo as real appointments.

Itinerary Creation Screen

This screen allows practice managers to define a complete itinerary for a specific "Camp", organized by patient slots. There are 4 patient slots, and each slot includes a 7-day plan (Monday to Sunday). For each day, users can add multiple scheduled events.

When creating an event, users must specify the following:

• Appointment Type
  
  

• Primary Provider
  
  

• Fallback Provider
  
  

• Start Time
  
  

• End Time

The Fallback Provider is used when pushing the event to Cerbo: if the Primary Provider already has an appointment during the selected time slot, the appointment will automatically be assigned to the Fallback Provider.

Push Data - Appointments into Cerbo

There is a "Push to Cerbo" button that allows users to push the scheduled events into the actual Cerbo calendar for a selected date range. 

Users are also prompted to choose specific days of the week (e.g., Monday, Wednesday, Friday). 

If a 3-week date range is selected and only Monday, Wednesday, and Friday are chosen, then only the events falling on those selected days within the date range will be pushed to Cerbo.

Delete Button

In the event listing, there is a Delete button that allows users to remove an event from the system. If the event has already been pushed to Cerbo, it will also be deleted from Cerbo—but only if it has no patient attached and the appointment is scheduled for a future date.

In the Settings tab, the following configuration options are available:

1. Enable Itinerary Appointment (Flag)
   This toggle allows you to enable or disable the Itinerary Scheduling integration. When this flag is enabled, the itinerary system will be active and functional. Turning it off will disable all related features.

2. Admin Task Details

• If the Task Creation flag is enabled, the system will automatically create admin tasks when fallback logic fails.
  
  

• Specifically, if the Fallback Provider is also unavailable during an attempted Cerbo push, an admin task will be generated to notify staff for manual rescheduling.

1. Welcome (Trigger) Appointment
   
   

• This is a dropdown field where you can select an appointment type that acts as a "Welcome Appointment".
  
  

• When a patient is assigned to this selected appointment type, the system will automatically assign all planned itinerary appointments to that patient for the current week only.

1. Block Appointment Types

• These are appointment types (in provider calendars) that are considered unavailable for scheduling itinerary events.

• Suppose either the Primary Provider or the Fallback Provider has an appointment of any of the selected Block Appointment Types. In that case, the corresponding time slot will be treated as blocked and not available for scheduling.

Program Management System: Appointment Scheduling Tutorial 1

Program Management System: Appointment Scheduling Tutorial 2