Client Invitations and Connections

The Client Screen is where pending connections are Approved so that clients can receive Alerts (appointment notifications).

The Connections screen is where all client Connections are managed. A Connection (client) can only receive Alerts if the Connection Status is Approved (no Alerts will be received by Connections in either a Pending, Paused, or Declined status). For Integrated Providers, the Connection Status must be Approved along with having a Client ID entered in order for that Connection to receive an Alert through Open Slots. Scroll further to learn more about Connections and Invitations.


Watch the video for step-by-step instructions or continue scrolling to review the written instructions.





 

Connections

To manage Active Clients:

  • Go to Clients>Connections

  • Select the Location and Provider. Depending on the configuration, a default Location and Provider may already be selected

  • Review the list of Connections

  • Using the drop-down in Connection Status, select the appropriate Connection Status for each client:

  • Approved: The client has been approved to receive Alerts from a specific Provider at a specific Location.

  • Pending: The client would like to receive Alerts from a specific Provider at a specific Location and action is required. Client will not receive Alerts while in Pending status.

  • Declined: The client has been Declined and will not receive Alerts from a specific Provider at a specific Location.

  • Using the drop-down in Priority, set the level of Priority. The Priority levels are defined by the you and your team and have no impact on the way the Alerts are sent. This feature gives you the ability to sort and manage clients at a glance prior to sending an Alert.

  • Tip: Make sure to manage your Connections on a regular cadence, especially after invitations are sent (as you’ll see a direct influx of new Connections).

  • *For Integrated Providers, it will be key for you to manage Approvals on a regular cadence and make sure you are Approving new Connections in a timely manner (since some Connections will not come in auto-approved). You will also need to add MRNs for new Connections. For Integrated Providers, the Connections MUST have an MRN entered in order for that Connection to be included on the Alerts when sending through Open Slots.


 

Invitations:

The Invitations screen is used to monitor clients who have been invited through SkedgeAssist. Within the Invitations screen you can send an invitation asking a client to connect with a SkedgeAlert Provider. Other than mobile phone number, all fields are required for the invitation to be sent. The email verbiage is available by contacting Support@SkedgeAlert.com.


You are also able to upload a bulk client list through a .csv file and send a large quantity of invitations at once. When there is a Date of Birth Match, the client will be automatically Approved with the Provider (and bypass a Pending status). For the Date of Birth Match to happen, the email address and date of birth from the invitation must match the email address and date of birth entered by the mobile client during mobile registration.


To send an Invite to ONE Client:

  • Go to Clients>Invitations

  • Click the Invite Client button

  • Ensure the Provider Name and Location are correct

  • The system defaults to invite a client, to invite a dependent see instructions for sending an invitation to a dependent.

  • Enter the client’s date of birth

  • Tip: The client will enter date of birth when registering with the SkedgeAlert mobile app and connecting to the Provider. This date of birth must match to activate the Date of Birth Match in the Client>Connections screen.

  • Enter in the client’s first name

  • Enter in the client’s last name

  • Enter in the client’s email address

  • Tip: The client must use the same email address when registering to activate the Date of Birth Match in the Client>Connections screen.

  • Enter in the client’s mobile phone number

  • Tip: Although the mobile phone number is optional, entering a mobile phone number will provide the best results since the client will receive a text message with an invitation to connect along with an email invitation.

  • Click Send


To send an Invite to ONE Dependent:

  • Go to Clients>Invitations

  • Click the Invite Client button

  • Ensure the Provider Name and Location are correct

  • Toggle the Client Toggle to Dependent

  • Enter the dependent’s date of birth

  • Tip: The client will enter date of birth when registering with the SkedgeAlert mobile app and connecting to the Provider. This date of birth must match to activate the Date of Birth Match in the Client>Connections screen.

  • Enter in the dependent’s first name

  • Enter in the dependent’s last name

  • Enter in the guardian’s first name

  • Enter in the guardian’s last name

  • Enter in the guardian’s email address

  • Tip: The client must use the same email address when registering to activate the Date of Birth Match in the Client>Connections screen.

  • Enter in the guardian’s mobile phone number

  • Tip: Although the mobile phone number is optional, entering a mobile phone number will provide the best results since the client will receive a text message with an invitation to connect along with an email invitation.

  • Click Send


To Upload a .csv file (bulk upload) and Invite Multiple Clients:

  • First, use our csv file template to enter all patient information which will be uploaded into the SkedgeAssist HIPAA compliant system. Please see specific instructions below on setting up your csv file:

  • If you do not have a numbering system for the Client ID field, start by numbering your first patient as ‘1’ and continue numerically from there.

  • Phone numbers cannot have spaces or dashes in them. Phone numbers are not required, but are ideal if possible as it will be used to send a text message invite along with an email invite. * Please use mobile phone numbers only.

  • The date of birth needs to be YYYY-MM-DD format. If you do not know the date of birth we recommend using 1970-01-01 as a default.

  • An email address is required.

  • The file should be less than 90 entries. If your list is larger than 90, break it into multiple csv files, no larger than 90 entries, and upload them separately.

  • Tip: An error message will be shown at the top of the page if you’re trying to include a client within the bulk upload that already exists as an Approved Connection for that Provider. You’ll need to remove that client and then proceed with uploading the list again.

  • Now that your csv file is ready, please see navigation to upload and send invites below:

  • Go to Clients>Invitations

  • Click the Blue Arrow Upload button (next to Invite Client button)

  • This will bring you to the File Upload tab. From here, click the “Choose .csv file” and upload the appropriate csv file.

  • Once the appropriate csv file is selected, click the blue “Upload File” button

  • Please do not navigate away from this screen until csv client list is fully uploaded.

  • Once uploaded, you’ll see the client information listed and a note with “Successfully uploaded clients” for the Provider at the top of the page.

  • If you are ready to send invites to all newly uploaded clients, click the blue “Send Invites” button.

  • Please do not navigate away from this screen until all clients are invited. This may take a few minutes depending on the number of clients you are inviting.


To monitor and resend Invited Clients:

  • Go to Clients>Invitations

  • Using the search feature, you can search for the client or guardian name

  • Sort any column using the double grey arrows next to the column header

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

  • Status of Invitations:

  • Sent: Indicates the invitation has been sent and the client has not yet registered in the SkedgeAlert mobile app. The correlating date shows the last time an invitation was sent for that provider and location.

  • Registered: Indicates the client has registered with SkedgeAlert but has not yet connected to that specific Provider and/or specific Location.

  • Invited: Indicates the client has registered with SkedgeAlert mobile app and the system has sent a Provider Initiated Request to their SkedgeAlert mobile app. When they accept the invitation, the client is automatically approved in the Connections screen.

  • Opted-Out: Indicates the client has opted-out to receiving emails and text messages from that Provider regarding SkedgeAlert.

  • Connected: Indicates the client has been Approved on the Connections Screen.

  • New: Indicates there is a Connection with a patient correlating to that email address, however, the invited user may not specifically be Connected (for example, a guardian may show as ‘new’ in the Invitations screen, but the dependent is showing as Connected on the Connections screen). You will not be able to resend invitations for these users since the client is already Connected.

  • To resend an invitation, simply click the airplane icon. The icon will be grey when resending is not permitted.

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