Inspecting Staff Schedules at Your Clinic
Use helpful review and audit features to inspect your staff member's schedules.
About Inspecting Staff Schedules
ClinicTracker provides helpful audit features to assist with tracking and inspecting your clinic's staff schedules. These audit features include reports, Options Form settings, time/distance tracking, and archiving Scheduler data.
Staff Appointment Listing
The Staff Appointment Listing provides a way to see a list of clients with Scheduled Events and identifies if a Patient Contact Record is created and Scheduled Events that do not have associated Patient Contact Records. This report includes a Linked Appt column showing "No" if the clinician did not enter a Patient Contact. You can use the Select Expert to filter this field. In addition, you can see this information using the Event Listing. The Staff Appointment Listing displays and identifies if a Patient Contact Record is created and linked by the Linked Appt field.
- Go to Utilities > Scheduler > File > Staff Appointment Listing.
- Select a date range.
- Select a Building.
- Click one of the Staff Status radio buttons for Active, Discharged, Both, or select a specific patient.
- Click OK.
Client Appointment Listing
The Client Appointment Listing is a report that displays a list of all the Scheduler Events for a given date range, grouped by individual patients.
- Go to Utilities > Scheduler > File > Client Appointment Listing.
- Click Client Appointment Listing.
- The report will display your client's Appointment and Scheduled Event information.
Scheduler Face Sheet
The Scheduler Face Sheet allows clerical staff and administrators to generate a report of all appointments grouped by day and staff. Other users can only generate a report for their own scheduling data.
- Go to Utilities > Scheduler > File > Scheduler Face Sheet.
- Select a Date Range.
- Select a Building.
- Set the Staff Status.
- Choose Summary or Detailed.
- Click OK.
Clinician Appointments by Event Type
The Clinicians Appointments by Event Type report provides information that will include your Staff member's appointments with time, date, duration, Event Type, Program, and the Patient.
- Go to Utilities > Scheduler > File > Clinicians Appointments by Event Type.
- Select a Date Range.
- Select a Building.
- Set the Staff Status.
- Choose Summary or Detailed.
- Click OK.
Events Without Linked Staff
The Events Without Linked Staff report provides a way to audit the Scheduled Events for any events with a missing staff member that should be associated with the Event.
- Utilities > Scheduler > File > Events Without Linked Staff.
- Select Date Range.
- Click OK.
Audit Schedule Viewing
Audit Schedule viewing provides an easy way to see which staff members are viewing your schedule. Select this option to see any staff members who have viewed your schedule in the past 60 days.
- Go to Utilities > Scheduler > File > Audit Schedule Viewing.
Export Scheduler Data
If you would like to download a file with database information from the Scheduler, you can create an export file representing the scheduler database tables.
- Go to Utilities > Scheduler > File > Export Scheduler Data.
- A prompt will display saying "This will create an export file representing the scheduler database tables. Are you sure you would like to continue?"
- Click Yes.
Set Access to Time and Distance
In the Event Details form, you can calculate time and distance if you are traveling to meet with your patients. First, you will need to enable this feature in the Staff Info form. To set access to use the Time and Distance fields in a Scheduled Event go to Staff > Staff Info > System Permissions.
- Click the check box next to Edit Scheduler Time/Distance.
- Save.
In Scheduler > Event Details, when you click on the 
icon, you will be provided with many options. You will also see an item for each Building you have configured in the Maintenance Menu, which will be labeled with the Building name and Patient.
- Click Yes or No if you would like to calculate round-trip directions.
- Click Yes or No if you would like to launch Google Maps or extract the data into Event Details.
- If you click Yes, a browser with the Google Maps route will display. If you click No the Event Details form will populate the Directions, Distance, and Time fields in the Event Details form.
Travel Time and Distance Tracking
The Travel Time and Distance Tracking report will display all events listed as an Appointment with an entry in the time or distance fields from the Event Details form. The report will total the time and distance traveled per staff member, and then use the supplied figures to calculate reimbursement rates. If you don’t want to calculate reimbursement information, leave the rates at zero.
- Go to Utilities > Scheduler > File > Travel Time and Distance Tracker.
- Enter reimbursement rates.
- The report will total the time and distance traveled per staff member, and then use the supplied figures to calculate reimbursement rates. If you don’t want to calculate reimbursement information, leave the rates at zero.
Prevent Scheduler Deletions
As a safety measure, you may want to control which users have the ability to delete events in the Scheduler.
- Go to Staff > Staff Info > System Permissions.
- Click the check box next to Prevent Scheduler Deletion.
- Save.
Require Manual End Time for Linked Appointment
When creating a linked appointment for a Scheduled Event, the start and end times will be automatically populated based on the scheduled time. If you would rather that the End Time is manually entered, when this option is enabled, the end time will be "unchecked" on the Patient Contact Record, which would prompt you to manually set the end time. It may be useful to comply with CMS requirements for exact times to be documented, as it will require the time to be explicitly set before saving.
- To add this setting, users with Administrative privileges can go to Admin Config > Options > Admin tab: Scheduling.
- Click the checkbox next to Require Manual End Time for Linked Appointment.
- Click OK or Apply.
- Click Accept.
View Scheduler Archive
To improve the performance of the Scheduler, data is periodically moved to an archive. The View Scheduler Archive option will let you view the archived data. In archive mode, schedule data is read-only and cannot be modified. All reports run while in Archive mode will pertain to archived data only.
- Go to Utilities > Scheduler > File > View Scheduler Archive.
- To return to live view, select the View Scheduler Archive option a second time to remove the checkbox to the left of this menu item.
Entering Staff Scheduling Event Defaults
Entering Your Schedule Event Types