Calendar, Active, and Closed Alerts

Manage all your organization’s Alerts (open appointments) through the Alert Screen in SkedgeAssist.

Manage all your organization’s Alerts (open appointments) through the Alert Screen in SkedgeAssist. There are three different ways to send Alerts: 1-through the Calendar View, 2-through the Create New Alert screen, and 3-through Open Slots (if you have an integrated system).


There are two different Alert types: Serial Alerts and Blast Alerts. A Serial Alert sends the alert sequentially to the list of clients one at a time in a specific order. A Serial Alert is similar to picking up a phone and calling. It will go to the first person and once timed out, will then moves to the next person until someone has claimed the Alert. You can set the client order in which Alerts are sent. A Blast Alert is an Alert sent at the same time to your list of clients. A Blast Alert is a race to win, the first one to act on the Alert, can claim the Alert. All Alerts stay open until claimed or until you close them through the Active Alerts Screen.


Click the video to watch a set-by-step instruction or continue scrolling for detailed instructions.





 

Calendar

SkedgeAssist manages your Calendar in one place! The calendar is Location and Provider specific. The Calendar filters by Alert status and shows a Weekend View when selected.


Calendar Filtering

The Calendar view filters by a specific Provider’s Calendar and the status of Alerts.


To Filter the Calendar View:

  • Go to Alerts> Calendar

  • Select the Location

  • Select the Provider

  • Using the Legend, click the desired filters

  • Grey: A Block In-House appointment; This is an appointment that is not associated with an Alert

  • Blue: The Alert has been sent

  • Yellow: A client is interacting with the Alert

  • Light Green: The Alert has been Claimed by a client and the client has confirmed the appointment

  • Dark Green: The appointment has been reconciled by a scheduler. This status will only appear when you toggle the button Moved to Calendar in the Closed Alerts screen.

  • Tip: It is important to note that the client has confirmed the appointment at the Claimed (light green) status.

  • Red: The Alert has closed and is Unclaimed and thus no client has confirmed the appointment

  • Tip: Consider sending a new Alert for Unclaimed Alerts

  • View the provider specific calendar:

  • Click the < to move backward in the Calendar

  • Click the > to move forward in the Calendar

  • Click the today button to navigate back to today’s date

  • Click the week button to view the Calendar at a week’s glance

  • Click the day button to view the Calendar at a day’s glance

  • Click the list view to see the Alerts in a list view by date

  • Tip: If appointments do not appear on the Calendar, ensure a Location and Provider have been selected


Block In-House Time: Scheduling an Appointment not through an Alert

SkedgeAssist gives the flexibility to block a calendar as needed. A Blocked In-House appointment marks the Provider and Location specific SkedgeAssist Calendar as busy. It is important to note that Alerts can still be sent for the day and time of the Blocked In-House appointment.


To Block In-House Time:

  • Go to Alerts> Calendar

  • Select the Location and Provider using the dropdown

  • Click Show Weekends to include a Calendar view to with Saturday and Sunday

  • Click on the date and time to block; a Booking Options screen will appear

  • Click Block In-House

  • Enter the Appointment Name

  • Adjust the Appointment Details, if needed

  • Click Block Calendar


Create an Alert: Sending an Alert through the Calendar View

Creating an Alert through the SkedgeAssist Calendar view is as simple as a couple of clicks. An Alert notifies clients of specific date and time Providers are available.


  • Tip: Ensure Pending Connections are Approved so that Alerts will reach as many clients as possible.


To Schedule an Alert through the Calendar View:

  • Go to Alerts> Calendar

  • Select the Location and Provider using the dropdown

  • Click Show Weekends to include a Calendar view with Saturday and Sunday

  • Click on the date and time for an Alert to be sent; a Booking Options screen will appear

  • Tip: Users must be in Week or Day view to send an Alert from the Calendar

  • Click Create Alert; the Create New Alert screen will appear

  • Verify the Provider and Location Information

  • Select the Alert Type

  • Serial Alert: An Alert sent sequentially to the list of clients one at a time and set in a specific order

  • Blast Alert: An Alert sent at the same time to the list of clients

  • Within the Appointment Details section:

  • Verify the Appointment Details date and time

  • Select the Duration of the appointment using the drop-down feature

  • Select the Visit Type for the appointment

  • Tip: Visit Types describe the type of appointment the client is booking an appointment for. Some Organizations have one visit type, while others may have many. Mobile clients select which visit type they are needing within the SkedgeAlert app and when an Alert is sent out, only mobile clients matching with that visit type will receive the Alert. Visit Types are configured in the User Settings section. To update or add new Visit Types, go to Business Settings>Businesses and click the pencil icon on the right-hand side. Scroll down to Descriptions and use the Toggle to either Inherit or Override Visit Types. Once Override is selected, you can edit Visit Types from there.

  • Select the Alert Notification details:

  • The Response Window: The response duration of time provided before a Serial Alert moves onto the next Client. This option is only available on Serial Alerts.

  • The Confirmation Window: The span of time the Client has to confirm the appointment after an Alert has been Accepted or Requested. This option is required for both Serial and Blast Alerts.

  • Tip: Confirmation Window and Response Window times are configured in the Settings of SkedgeAlert. To update or add new window times, go to Business Settings>Businesses and click the pencil icon on the right-hand side. Scroll down to Descriptions and use the Toggle to either Inherit or Override either Response Windows or Confirmation Windows. Once Override is selected, you can edit from there.

  • Review the Client List and make appropriate changes, if needed

  • Click Send Alert; the Calendar screen will appear with the New Alert on the Calendar in blue and will show in the Active Alerts screen


Create an Alert: Sending an Alert through the Create New Alert view

To Schedule an Alert through the Create New Alert view:

  • Go to Alerts> Create New Alert

  • Within Provider Info,

  • Select the Location

  • Select the Provider

  • Select the Alert Type

  • Serial Alert: An Alert sent sequentially to the list of clients one at a time, chosen in a specific order

  • Blast Alert: An Alert sent at the same time to the list of clients

  • Within the Appointment details section:

  • Select the appointment date

  • Select the appointment time

  • Select the Duration of the appointment

  • Select the Visit Type

  • Tip: Visit Types describe the type of appointment the client is booking an appointment for. Some Organizations have one visit type, while others may have many. Mobile clients select which visit type they are needing within the SkedgeAlert app and when an Alert is sent out, only mobile clients matching with that visit type will receive the Alert. Visit Types are configured in the User Settings section. To update or add new Visit Types, go to Business Settings>Businesses and click the pencil icon on the right-hand side. Scroll down to Descriptions and use the Toggle to either Inherit or Override Visit Types. Once Override is selected, you can edit Visit Types from there.

  • Select the Alert Notification details

  • The Confirmation Window: The span of time the client has to confirm the appointment after an Alert has been Accepted or Requested. This option is required for both Serial and Blast Alerts.

  • The Response Window: The response duration of time provided before a Serial Alert moves onto the next client. This option is only available on Serial Alerts.

  • Tip: Confirmation Window and Response Window times are configured in the Settings of SkedgeAlert. To update or add new window times, go to Business Settings>Businesses and click the pencil icon on the right-hand side. Scroll down to Descriptions and use the Toggle to either Inherit or Override either Response Windows or Confirmation Windows. Once Override is selected, you can edit from there.

  • Review the Client List and make updates if preferred

  • o The Client List for the Alert is searchable using the search bar

  • o You may unselect any clients that you don’t want to receive the Alert

  • Tip: If using the Serial Alert feature, consider clicking the blue dots icon and use the grabbing tool to change the order of the clients. Remember that for a Serial Alert, the Alert will be sent to one client at a time, following the order set here.

  • Click Send Alert

  • You’ll be redirected to the Active Alerts to view all Active Alerts


Create an Alert: Sending an Alert through Open Slots

To Schedule an Alert through Open Slots:

  • Go to Alerts> Calendar>View Open Slots

  • Within the Filters area

  • Select the Location

  • Select the Provider

  • Select the Visit Type

  • Tip: Leave Visit Type unselected to see all available appointments with that Provider and Location.

  • Tip: Visit Types describe the type of appointment the client is booking an appointment for. Some Organizations have one visit type, while others may have many. Mobile clients select which visit type they are needing within the SkedgeAlert app and when an Alert is sent out, only mobile clients matching with that visit type will receive the Alert.

  • Once Open Slots populate, Select an appointment

  • Verify appointment information

  • Including date, time, duration, provider, and location

  • Select the Alert Type

  • Serial Alert: An Alert sent sequentially to the list of clients one at a time, chosen in a specific order

  • Blast Alert: An Alert sent at the same time to the list of clients

  • Select the Alert Notification details

  • The Confirmation Window: The span of time the client has to confirm the appointment after an Alert has been Accepted or Requested. This option is required for both Serial and Blast Alerts.

  • The Response Window: The response duration of time provided before a Serial Alert moves onto the next client. This option is only available on Serial Alerts.

  • Tip: Confirmation Window and Response Window times are configured in the Settings of SkedgeAlert. To update or add new window times, go to Business Settings>Businesses and click the pencil icon on the right-hand side. Scroll down to Descriptions and use the Toggle to either Inherit or Override either Response Windows or Confirmation Windows. Once Override is selected, you can edit from there.

  • Review the Client List and make updates if preferred

  • The Client List for the Alert is searchable using the search bar

  • You may unselect any Clients that you don’t want to receive the Alert

  • Tip: If using the Serial Alert feature, consider clicking the blue dots icon and use the grabbing tool to change the order of the clients. Remember that for a Serial Alert, the Alert will be sent to one client at a time, following the order set here.

  • Click Send Alert

  • You’ll be directed back to the Open Slots screen and the appointment will drop off the Open Slots view.

  • Tip: For Organizations integrated with Epic: When an Alert is created and sent, but not yet claimed, it will appear on the Epic calendar like below. It will show as “On Hold” with a Wait List reference to SkedgeAlert.






Tip: For Organizations integrated with Epic: Once a client has Claimed the Alert, it will show as booked by showing appointment details and noting “SkedgeAlert” in the Appt Notes.






 

Active Alerts

The Active Alerts screen shows all Alerts that have been sent and have not been claimed yet. Within Active Alerts view, sort and search the Active Alerts for all Providers and all Locations within a Business.


To view Active Alerts:

  • Go to Alerts>Active Alerts

  • Using the search feature, search for the Provider Name, Details (the Description entered when sending the Alert), Location, Status and Appt. Date & Time

  • Sort using the header field by selecting the double grey arrows

  • Tip: The header field with the black up or black down arrow is the field the Active Alerts is being sorted by

  • View the state of the Active Alert

  • Green: The Alert has been sent

  • Yellow: A client is interacting with the Alert

  • Tip: When the Alert is Claimed or Closed the Alert will move to the Closed Alerts Screen


To Close an Active Alert:

There are times when you need to close/cancel an Alert that has been sent. Only Active Alerts can be closed in SkedgeAssist. For claimed appointments, you will need to follow your standard office procedures. To close an Active Alert:

  • Go to Alerts>Active Alerts

  • Search for the Active Alert you would like to close

  • Click the X on the right-hand side

  • Tip: The Alert cannot be closed if it is in a Yellow state (which means a client is interacting with the Alert)

  • The Alert will close and move to the Closed Alerts screen and be marked at Unclaimed


 

Closed Alerts

SkedgeAssist gives you the ability to view, sort, and search all Closed Alerts for your organization. The Closed Alerts feature is a great way to keep track of Alert outcomes and identify who claimed the Alert for upcoming appointments.


To view Closed Alerts:

  • Go to Alerts> Closed Alerts

  • Using the search feature, search for the Provider Name, Details (the Visit Type entered when sending the Alert), Location or Client Name

  • Sort using the header field by selecting the double grey arrows

  • Tip: The header field with the black up or black down arrow is the field the Closed Alerts view is being sorted by

  • View the state of the Claimed Status

  • Light Green: The Alert has been Claimed by a Client and the Client has Confirmed the appointment

  • White: The Alert has gone Unclaimed or was Closed and thus no Client has Confirmed the appointment

  • Dark Green: This feature is a reconciling tool for the scheduler to indicate the appointment has been recorded in the office schedule. This status will only appear when the Toggle for Moved to Calendar is enabled.

  • Tip: If using an external calendar or scheduling system outside of SkedgeAssist this is a great way to track appointments that have been entered in the external calendar or schedule system

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