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Overview

Visit Scheduling enables facility staff to schedule, view, and manage provider visits for patients. Whether it’s a routine check-up, medication review, or urgent assessment, AllCare helps coordinate care between facilities and providers.
Key Concept: Visits connect patients with providers. Proper scheduling ensures patients receive timely care and providers can plan efficient routes across facilities.

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Accessing the Schedule

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From the Navigation

1

Click Schedule

Click Schedule or Visits in the left sidebar navigation
2

Select View

Choose your preferred view:
  • Calendar view (day, week, month)
  • List view (upcoming visits)
  • Patient view (visits for specific patient)
3

Select Facility

Ensure the correct facility is selected in the facility dropdown

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From a Patient Profile

1

Open Patient Profile

Navigate to the patient’s profile
2

Click Visits Tab

Click on the Visits tab
3

View Patient's Visits

See all scheduled and past visits for this patient

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Calendar Views

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Day View

Shows all visits scheduled for a single day: 
┌─────────────────────────────────────────────────────────────┐
│  Monday, December 11, 2025                    [◀ ▶] [Today] │
├─────────────────────────────────────────────────────────────┤
│  8:00 AM  │ John Smith - Routine Visit - Dr. Johnson        │
│  9:00 AM  │ Mary Wilson - Medication Review - Dr. Johnson   │
│  10:00 AM │ Robert Brown - Follow-up - Dr. Johnson          │
│  11:00 AM │ ─────────────────────────────────────────────   │
│  12:00 PM │ ─────────────────────────────────────────────   │
│  1:00 PM  │ Susan Davis - Assessment - NP Williams          │
│  2:00 PM  │ James Miller - Urgent Visit - NP Williams       │
└─────────────────────────────────────────────────────────────┘

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Week View

Shows visits across the entire week:
  • Each day as a column
  • Time slots as rows
  • Color-coded by visit type or provider
  • Easy drag-and-drop rescheduling (if enabled)

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Month View

Shows a high-level overview of the month:
  • Visit counts per day
  • Quick preview on hover
  • Easy navigation between months
  • Highlight days with many visits

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List View

Shows visits in a sortable, filterable table:
DateTimePatientProviderVisit TypeStatus
12/118:00 AMJohn SmithDr. JohnsonRoutineScheduled
12/119:00 AMMary WilsonDr. JohnsonMed ReviewScheduled
12/111:00 PMSusan DavisNP WilliamsAssessmentConfirmed

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Scheduling a New Visit

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From the Calendar

1

Navigate to Calendar

Go to Schedule → Calendar
2

Click to Add

Click on an empty time slot, or click + New Visit button
3

Select Patient

Search for and select the patient
4

Choose Visit Type

Select the type of visit:
  • Routine Visit
  • Follow-up
  • Medication Review
  • Assessment
  • Urgent Visit
  • Other
5

Select Provider

Choose from available providers, or leave for auto-assignment
6

Set Date and Time

Confirm or adjust the date and time
7

Add Notes

Include any special instructions or visit notes
8

Save

Click Schedule Visit to confirm

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From a Patient Profile

1

Open Patient Profile

Navigate to the patient’s profile
2

Click Schedule Visit

Click Schedule Visit in the quick actions or Visits tab
3

Complete Visit Details

Fill in visit type, provider, date/time, and notes
4

Save

Click Schedule Visit to confirm

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Required Information

FieldRequiredDescription
Patient✓ YesThe patient to be seen
Visit Type✓ YesType/reason for visit
Date✓ YesDate of the visit
Time✓ YesScheduled time
ProviderRecommendedAssigned provider (may be auto-assigned)
DurationOptionalExpected visit length
NotesOptionalSpecial instructions
PriorityOptionalRoutine, Urgent, etc.

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Visit Types

Routine Visit

Regular scheduled check-up or wellness visitFrequency: Weekly, bi-weekly, or monthly

Follow-up

Visit following up on a previous issue or treatmentWhen: After hospital discharge, medication change, etc.

Medication Review

Review and reconciliation of patient medicationsProvider: Often performed by pharmacist or NP

Assessment

Initial or periodic patient assessmentDuration: May be longer than routine visits

Urgent Visit

Time-sensitive visit for acute concernsPriority: Scheduled within 24-48 hours

Telehealth

Remote video or phone visitLocation: Virtual, no physical presence needed

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Visit Statuses

StatusDescriptionColor
ScheduledVisit is booked and confirmedBlue
ConfirmedPatient/facility confirmed attendanceGreen
In ProgressProvider has started the visitYellow
CompletedVisit finished and documentedGray/Green
CancelledVisit was cancelledRed
No ShowPatient was not availableOrange
RescheduledVisit moved to different timePurple

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Managing Existing Visits

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Viewing Visit Details

1

Find the Visit

Locate the visit on the calendar or in the list view
2

Click to Open

Click on the visit to open the details panel
3

Review Information

See all visit details including:
  • Patient information
  • Provider assigned
  • Visit type and notes
  • Status and history

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Editing a Visit

1

Open Visit Details

Click on the visit to view details
2

Click Edit

Click the Edit button
3

Make Changes

Update any editable fields:
  • Date and time
  • Provider
  • Visit type
  • Notes
4

Save Changes

Click Save to update the visit
Some changes may trigger notifications to the assigned provider.

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Rescheduling a Visit

1

Open Visit Details

Click on the visit to view details
2

Click Reschedule

Click Reschedule or drag the visit to a new time slot
3

Select New Date/Time

Choose the new date and time
4

Add Reason

Enter a reason for rescheduling (optional but recommended)
5

Confirm

Click Confirm Reschedule to save

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Cancelling a Visit

1

Open Visit Details

Click on the visit to view details
2

Click Cancel

Click the Cancel Visit button
3

Select Reason

Choose a cancellation reason:
  • Patient request
  • Facility request
  • Provider unavailable
  • Patient hospitalized
  • Patient discharged
  • Other
4

Add Notes

Provide additional context if needed
5

Confirm Cancellation

Click Confirm to cancel the visit
Cancelled visits cannot be undone. If needed, schedule a new visit.

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Provider Assignment

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How Providers Are Assigned

Providers may be assigned to visits in several ways:
MethodDescription
Manual SelectionYou choose the specific provider
Patient’s Primary ProviderAutomatically assigns patient’s usual provider
Auto-AssignmentSystem assigns based on availability and location
Provider RequestLeave blank for provider team to assign

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Selecting a Provider

1

View Available Providers

In the provider dropdown, see who is available
2

Check Availability

Green indicators show available providers
3

Select Provider

Click to select the desired provider

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Provider Availability

The system shows provider availability based on:
  • Provider’s scheduled working hours
  • Existing appointments
  • Location/facility assignments
  • Time off and blocks
If no providers are available at your desired time, try a different time slot or contact operations for assistance.

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Recurring Visits

For patients needing regular visits, set up recurring schedules:

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Creating a Recurring Visit

1

Schedule Initial Visit

Create a visit as normal
2

Enable Recurring

Check Make Recurring or click Set Recurrence
3

Set Frequency

Choose how often the visit repeats:
  • Daily
  • Weekly (select days)
  • Bi-weekly
  • Monthly
4

Set End Date

Choose when recurrence ends:
  • After X occurrences
  • On specific date
  • No end date
5

Save

Click Save to create the recurring series

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Managing Recurring Visits

When editing a recurring visit, you’ll be asked:
  • This visit only — Change only the selected occurrence
  • This and future visits — Change this and all upcoming
  • All visits — Change the entire series

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Filtering and Searching

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Filter Options

FilterDescription
Date RangeShow visits within specific dates
ProviderFilter by assigned provider
Visit TypeShow only specific visit types
StatusFilter by visit status
PatientSearch for specific patient’s visits

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Quick Filters

  • Today — Show only today’s visits
  • This Week — Current week’s schedule
  • Upcoming — All future visits
  • Needs Attention — Visits requiring action

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Notifications and Reminders

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Automatic Notifications

The system sends notifications for:
EventRecipients
Visit ScheduledProvider, facility (optional)
Visit ReminderProvider (day before and morning of)
Visit RescheduledProvider, facility
Visit CancelledProvider, facility
Visit CompletedFacility (with notes)

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Managing Notifications

Configure notifications in your profile settings:
  1. Go to Profile → Notifications
  2. Find Visit Notifications section
  3. Toggle preferences for each notification type
  4. Save changes

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Visit Documentation

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After a Visit is Completed

Providers document visits in the system:
  • Visit notes and findings
  • Diagnoses and assessments
  • Care plan updates
  • Follow-up recommendations
  • Orders and prescriptions

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Viewing Visit Notes

1

Open Completed Visit

Find the visit in the patient’s visit history
2

Click to View

Click on the visit to see details
3

Review Documentation

Read the provider’s visit notes and any attachments

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Best Practices

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Troubleshooting

Possible Causes:
  • All providers are booked at that time
  • No providers assigned to your facility
  • Providers have time blocks or time off
Solutions:
  1. Try a different date or time
  2. Contact AllCare Operations for provider assignment
  3. Request urgent scheduling assistance
Possible Causes:
  • Patient is inactive or discharged
  • Facility doesn’t have scheduling enabled
  • Your role doesn’t have scheduling permission
Solutions:
  1. Verify patient status is Active
  2. Check with your administrator about permissions
  3. Contact support if the issue persists
Solutions:
  1. Check your date range and filters
  2. Verify the correct facility is selected
  3. Refresh the page
  4. Check if visit was cancelled
  5. Search for the visit in list view
Solutions:
  1. Verify provider’s contact information
  2. Check if notifications are enabled
  3. Confirm visit was saved successfully
  4. Contact provider directly as backup
  5. Report to support if notifications consistently fail
Possible Causes:
  • Visit is already completed
  • Visit is in progress
  • Insufficient permissions
  • Visit is too close to start time
Solutions:
  1. Check visit status
  2. Contact your administrator for permissions
  3. Contact the provider directly for immediate changes
Solutions:
  1. Verify recurrence settings are saved
  2. Check the end date hasn’t passed
  3. Confirm the pattern is set correctly
  4. Refresh and check future dates
  5. Contact support if visits aren’t being created

Patient Profiles

View complete patient information

Medications

Manage patient medications

Patient Admission

Admit new patients

Troubleshooting

Common issues and solutions

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Need Help?

Contact Support

Scheduling Issues: Contact AllCare Operations for provider assignmentSystem Issues: Contact AllCare SupportEmail: support@allcare.ai | Phone: 949-570-7750