Changing the Time of a Scheduled Booking
When do you change the time of a scheduled booking
It is possible for Coordinators to change the time of a scheduled booking from the CareVision Management Portal. Scheduling adjustments usually occur when:
- A Client has requested to move the time of the booking
- A Client has already been scheduled for a prior appointment but they have been given another one that is set at the same time as the previous booking
- The Preferred Staff is unavailable for a particular time
- The Staff Member has another scheduled appointment that overlaps with an existing booking
- There is not enough time for the staff to travel between bookings
Exclusion
However, please note that when there is a big change in time of a Care Plan booking - when the date of the booking is changed beyond a 14 days period (7 days before the original date and 7 days after the original date), please follow another approach instead of changing the date of the booking. The other approach is to cancel the original booking and create a new ad-hoc booking. This is because
- it tracks the changes in a better and more recognisable way, especially for care plan bookings.
- the scheduling page only supports loading of changes in a 14 days period.
The above limitation is for care plan bookings only, and it does not affect ad-hoc bookings.
Where can you change the time of a scheduled booking
This can be achieved in multiple places of CareVision:
- Client profile - Calendar
- Client profile - Service Orders (for ad-hoc bookings only)
- Staff profile - Calendar
- Scheduling section
Step-by-Step Guide of Changing the time of a scheduled booking
In Service Orders section
This is for ad-hoc bookings created for the clients only. Please follow the steps below:
1. Navigate to People -> client profile
2. Expand the Service Orders section
3. Click on the name of the booking you would like to adjust and scroll down to the date and time section
4. Click on the Start Time field to adjust to a more suitable time that you have agreed on with your client
5. You might have noticed that the Allocated To button shows a warning sign now. It is asking you to double check whether the staff can still provide the service at the new selected time. Click on the Allocated To button.
6. Click on the Save button to check whether the selected staff member(s) is still available. If they still are available, the warning sign will disappear. You can also change or add other preferred staff as well.
7. Scroll down to the bottom of the window. It shows the changes you have made so far and requires an additional version note. If the change displayed is correct and desired, add a version note of why you made the change and other notes you would like to add.
8. After entering a version note, click on the Save button to confirm and save the change.
The change has been successfully saved:
On Client/Staff Calendar
The process of making changes on client or staff calendar are similar to that in Services Orders section. You just need to navigate to People -> Clients/Teams -> Calendar, find the booking you would like to adjust, and follow the steps in the previous section.
On Scheduling Page
1. Open the Management Portal and go to Schedules. Then, select Teams.
2. Review the Scheduling Area. As an example, we showed two bookings that are in conflict as their schedules overlap.
3. Select the booking you'd like to update then click on the information or "i" button to reveal the details of the booking.
It shows that a conflict note, as the selected staff member has another appointment at this time.
4. Click on the time pencil icon next to the scheduled time. Doing so will allow you to adjust the date, time, and duration of the booking.
5.Make the necessary adjustments by setting the new Start Time and Duration. When adjusting or changing the time of a booking, make sure that the new
schedule will match the Staff Member's or Preferred Carer's Work
Availability. Otherwise, scheduling conflicts might occur again for future bookings and appointments.
6. Click on the Save button to save the change.
Note that making the change on the Scheduling page does not require you to add a version note of why you made the change.
After adjusting the time of the booking, it becomes pink, meaning that there is no conflict with the other booking anymore. If you are interested in the colour coding of the bookings, please read this article: Understanding the Colour Codes on the Schedule Board.
7. Don't forget to publish the change you just made. Until you publish the change, it's not really saved. You can either publish this specific booking individually or in bulk with other bookings.
(1) You can publish this specific booking individually by clicking on the Save icon on the Booking Details page.
2. It pops up a Confirm Publish window.
3. Click on the Publish button to finalise the change you made.
(2) You can publish this booking in bulk with other bookings.
1. Click on the Publish button on the top-right side of the Scheduling page.
2. On the Confirm Publish window, check the changes that have been made. You can undo your change by clicking on the Undo Change button.
3. Click on the Publish button to finalise your change.
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