Schedulers own visit placement after the visit is authorized. Scheduling decides who goes, when they go, and how the visit is staffed. Scheduling does not create clinical authorization.
Tasks they own
Task | What it means |
Confirm Pending Referral Staffing and Capacity | Confirm the agency can staff the referral before admission proceeds. |
Assign Clinician to SOC Visit | Assign the start-of-care visit to the correct clinician. |
Assign Clinicians to Routine Visits | Assign SN, PT, OT, HHA, or other ordered routine visits. |
Assign Clinician to Add-On Evaluation | Staff an ordered add-on evaluation. |
Process Missed Visit | Review missed-visit follow-up and complete the required scheduling action. |
Reschedule Visit | Move a visit when the ordered frequency still supports the change. |
Reassign Visit | Move a visit from one clinician to another. |
Schedule Recert Visit | Staff the recertification visit. |
Before scheduling
Confirm the visit exists because an order, referral, plan of care, or add-on eval created it. If there is no authorized visit to place, enter or obtain the order first.
Once an order materializes a visit, scheduling works the resulting task and enters the visit details: date, time, and assigned clinician.
Moving visits
Visits may move within the Medicare week as long as the ordered frequency is still satisfied. Movement within the same ordered week does not usually require a new order.
If the visit needs to move outside the ordered week or beyond the ordered frequency, the original visit may need to be marked missed, and a new order may be needed for the added visit.
If something goes wrong
A visit is requested but no task exists. Check whether the order was approved and whether it included calendar content.
The visit exists but the clinician is missing from the assign list. Check the staff profile: organization invite, credentials, role, and Allow scheduling all need to be right.
A clinical tag or date makes the move unclear. Confirm with the clinician's supervisor or Clinical Manager before moving it.