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.
Accessing the Schedule
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
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
Calendar Views
Day View
Shows all visits scheduled for a single day: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)
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
List View
Shows visits in a sortable, filterable table:| Date | Time | Patient | Provider | Visit Type | Status |
|---|---|---|---|---|---|
| 12/11 | 8:00 AM | John Smith | Dr. Johnson | Routine | Scheduled |
| 12/11 | 9:00 AM | Mary Wilson | Dr. Johnson | Med Review | Scheduled |
| 12/11 | 1:00 PM | Susan Davis | NP Williams | Assessment | Confirmed |
Scheduling a New Visit
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
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
Required Information
| Field | Required | Description |
|---|---|---|
| Patient | ✓ Yes | The patient to be seen |
| Visit Type | ✓ Yes | Type/reason for visit |
| Date | ✓ Yes | Date of the visit |
| Time | ✓ Yes | Scheduled time |
| Provider | Recommended | Assigned provider (may be auto-assigned) |
| Duration | Optional | Expected visit length |
| Notes | Optional | Special instructions |
| Priority | Optional | Routine, Urgent, etc. |
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
Visit Statuses
| Status | Description | Color |
|---|---|---|
| Scheduled | Visit is booked and confirmed | Blue |
| Confirmed | Patient/facility confirmed attendance | Green |
| In Progress | Provider has started the visit | Yellow |
| Completed | Visit finished and documented | Gray/Green |
| Cancelled | Visit was cancelled | Red |
| No Show | Patient was not available | Orange |
| Rescheduled | Visit moved to different time | Purple |
Managing Existing Visits
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
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.
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
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
Provider Assignment
How Providers Are Assigned
Providers may be assigned to visits in several ways:| Method | Description |
|---|---|
| Manual Selection | You choose the specific provider |
| Patient’s Primary Provider | Automatically assigns patient’s usual provider |
| Auto-Assignment | System assigns based on availability and location |
| Provider Request | Leave blank for provider team to assign |
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
Provider Availability
The system shows provider availability based on:- Provider’s scheduled working hours
- Existing appointments
- Location/facility assignments
- Time off and blocks
Recurring Visits
For patients needing regular visits, set up recurring schedules: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
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
Filtering and Searching
Filter Options
| Filter | Description |
|---|---|
| Date Range | Show visits within specific dates |
| Provider | Filter by assigned provider |
| Visit Type | Show only specific visit types |
| Status | Filter by visit status |
| Patient | Search for specific patient’s visits |
Quick Filters
- Today — Show only today’s visits
- This Week — Current week’s schedule
- Upcoming — All future visits
- Needs Attention — Visits requiring action
Notifications and Reminders
Automatic Notifications
The system sends notifications for:| Event | Recipients |
|---|---|
| Visit Scheduled | Provider, facility (optional) |
| Visit Reminder | Provider (day before and morning of) |
| Visit Rescheduled | Provider, facility |
| Visit Cancelled | Provider, facility |
| Visit Completed | Facility (with notes) |
Managing Notifications
Configure notifications in your profile settings:- Go to Profile → Notifications
- Find Visit Notifications section
- Toggle preferences for each notification type
- Save changes
Visit Documentation
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
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
Best Practices
Troubleshooting
No providers available
No providers available
Possible Causes:
- All providers are booked at that time
- No providers assigned to your facility
- Providers have time blocks or time off
- Try a different date or time
- Contact AllCare Operations for provider assignment
- Request urgent scheduling assistance
Can't schedule a visit
Can't schedule a visit
Possible Causes:
- Patient is inactive or discharged
- Facility doesn’t have scheduling enabled
- Your role doesn’t have scheduling permission
- Verify patient status is Active
- Check with your administrator about permissions
- Contact support if the issue persists
Visit not showing on calendar
Visit not showing on calendar
Solutions:
- Check your date range and filters
- Verify the correct facility is selected
- Refresh the page
- Check if visit was cancelled
- Search for the visit in list view
Provider didn't receive notification
Provider didn't receive notification
Solutions:
- Verify provider’s contact information
- Check if notifications are enabled
- Confirm visit was saved successfully
- Contact provider directly as backup
- Report to support if notifications consistently fail
Can't cancel or reschedule a visit
Can't cancel or reschedule a visit
Possible Causes:
- Visit is already completed
- Visit is in progress
- Insufficient permissions
- Visit is too close to start time
- Check visit status
- Contact your administrator for permissions
- Contact the provider directly for immediate changes
Recurring visits not generating
Recurring visits not generating
Solutions:
- Verify recurrence settings are saved
- Check the end date hasn’t passed
- Confirm the pattern is set correctly
- Refresh and check future dates
- Contact support if visits aren’t being created
Related Features
Patient Profiles
View complete patient information
Medications
Manage patient medications
Patient Admission
Admit new patients
Troubleshooting
Common issues and solutions
Need Help?
Contact Support
Scheduling Issues: Contact AllCare Operations for provider assignmentSystem Issues: Contact AllCare SupportEmail: [email protected] | Phone: 949-570-7750