Landing Screen - AlphaCM

1 AlphaMCS: Slot Scheduler 0 Mediware Information Systems, Inc. 11711 West 79th Street, Lenexa, Kansas 66214 | | 2015 Mediware Information Systems, Inc. All Rights Reserved. Confidential and Proprietary. Last Update Date- Feb. 20, 18 Slot Scheduler The Slot Scheduler module is used to handle member referrals to Care Coordination. In this module, Care Coordinators can set up time slots they are available so that the Call Center can schedule appropriately. To access the Slot Scheduler, navigate to Care Coordination> Slot Scheduler. Landing Screen After navigating to the Slot Scheduler module, users will arrive on the Landing Screen for the module. Care Coordinators will be presented with a calendar for Care Coordination Provider site(s). The sites are listed on the left-hand side of the Screen while the calendar will be on the right. To view a specific schedule, select the site name on the left, then click Get Site Schedule.

2 By default, the calendar will display the Day view. Users can view the calendar by week or month as well by clicking on the Week or Month buttons. Keep in mind multiple site s calendar can be viewed at a time by checking the box for the desired sites in the site list and then clicking on Get Site Schedule . AlphaMCS: Slot Scheduler 1 Mediware Information Systems, Inc. 11711 West 79th Street, Lenexa, Kansas 66214 | | 2015 Mediware Information Systems, Inc. All Rights Reserved. Confidential and Proprietary. Last Update Date- Feb. 20, 18 Create Appointment Slots To create available appointment slots for Call Center staff to refer members to Care Coordination, double click on the open time on the calendar. A Create Appointment Slots popup will appear. AlphaMCS: Slot Scheduler 2 Mediware Information Systems, Inc. 11711 West 79th Street, Lenexa, Kansas 66214 | | 2015 Mediware Information Systems, Inc. All Rights Reserved. Confidential and Proprietary.

3 Last Update Date- Feb. 20, 18 Once appointment slots have been created, users are able to view the appointment slots on the calendar. If changes are needed, double click on the slot to open the Update Appointment Slots popup to make the adjustments. To delete a slot, click the x in the right corner of the slot box. Enter the appointment information including the Subject and an optional Description , adjust the Start and End times of the block for when the Care Coordinator is available. Enter the Number of Slots , the Disability , Age Range , and Funding Source . Check the Recurrence checkbox, if the appointment slots will be reocurring. The Recurrence Pattern section will then appear for use. Once complete, click Save . AlphaMCS: Slot Scheduler 3 Mediware Information Systems, Inc. 11711 West 79th Street, Lenexa, Kansas 66214 | | 2015 Mediware Information Systems, Inc. All Rights Reserved. Confidential and Proprietary. Last Update Date- Feb.

4 20, 18 Managing Appointment Slots Care Coordinators are notified via email as appointments are scheduled in their slots. Once the email is received, the Care Coordinator can go into the Slot Scheduler to view the Calendar and manage the appointments and slots. A GREEN block of slots means that ALL Once the newly created slots have been Saved , the Start Time , End Time , Available Slots and Recurrence fields cannot be modified. AlphaMCS: Slot Scheduler 4 Mediware Information Systems, Inc. 11711 West 79th Street, Lenexa, Kansas 66214 | | 2015 Mediware Information Systems, Inc. All Rights Reserved. Confidential and Proprietary. Last Update Date- Feb. 20, 18 slots for that block are unassigned. A YELLOW block of slots means that some slots are assigned, but some are still available. A RED block of slots means that ALL slots have been assigned and none are available. When users hover over a block of time, as seen below, an overview of appointments for that slot will appear for quick review.

5 To manage the appointment, users will locate the slot on the calendar and double click that slot. After double clicking the appointment slot, the below Update Appointment Slots popup will open for the user to manage the appointment. The Care Coordinator can check the Acknowledgment box in the corresponding row of the appointment being managed, so that other MCO staff know the Care Coordinator is aware of the appointment. Scroll to the right to view additional options. Here, Care Coordinators can update the appointment status to No Show or Reschedule , as well as view documents and notes related to the scheduled members appointment. To reschedule an appointment, select Reschedule from the Status dropdown, choose the New Date and New Start Time and New End Time for the appointment. Click Save to save any changes. AlphaMCS: Slot Scheduler 5 Mediware Information Systems, Inc. 11711 West 79th Street, Lenexa, Kansas 66214 | | 2015 Mediware Information Systems, Inc.

6 All Rights Reserved. Confidential and Proprietary. Last Update Date- Feb. 20, 18 Field Key Appt ID: The assigned appointment ID number. Patient: Displays the member assigned to the slot. Start Time: The start time of the appointment. End Time: The end time of the appointment. Status: Displays the current status of the appointment. Acknowledgment: A check in this box indicates the Care Coordinator is aware of the appointment. New Date: If the status is updated to Rescheduled , enter the new date here. New Start Time: If the status is updated to Rescheduled , enter the new start time here. New End Time: If the status is updated to Rescheduled , enter the new end time here. Notes: Displays any notes associated with the appointment. View Doc: Displays any documents associated with the appointment.