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CAREWare includes a Scheduler feature to manage appointments for your organization. Providers can view and print a list of appointments in client records based on date range, subservice, and other information. The Scheduler feature needs to be configured before scheduling and viewing client appointments.
Scheduler Setup in CAREWare
Appointments cannot be added to client records in CAREWare until the Scheduler is configured.
1. Click Appointments from the Main Menu on the left side.
2. Click Scheduler Setup.
3. Click Scheduler Setup.
4. Click Edit.
5. Set the default days between appointments, grace period, and time format. Click Save.
6. Click Back.
7. Click Employee Setup. Please note that employees may or may not be CAREWare users. Learn more about the Employee Setup feature.
8. Click Add.
View: View details of the employee record.
Add: Add a new employee record.
Edit: Edit an existing employee record.
Delete: Delete an existing employee record.
Back: Return to the Scheduler Setup menu.
Print or Export: Print or export a list of employee records.
Hide/Show Columns: Select the columns to hide/show in the employee list.
9. Complete the fields for first name, last name, email (optional), CAREWare user name (optional), phone 1, and phone 2. Please note that adding an individual as an employee does not add a CAREWare user account.
10. Check the box for Active. Check the box for Can Schedule if the employee can schedule appointments for other staff. Check the box for Can Be Sent To if appointments can be scheduled for the employee.
11. Click Save.
12. Click Back.
13. Click Appointment Limits.
14. Click Add.
View: View an appointment restriction.
Add: Add an appointment restriction.
Edit: Edit an appointment restriction.
Delete: Delete an appointment restriction.
Default Settings: Set defaults for appointment restrictions (i.e., limit and message).
Back: Return to the Scheduler Setup Menu.
Print or Export: Print or export a list of the appointment restrictions.
Hide/Show Columns: Select the columns to hide/show in the list of appointment restrictions.
15. Complete the fields for the date, daily limit, and prevent rule (i.e., show warning, prevent data entry).
16. Click Add.
How to View Provider Appointments
Click on Appointments in the left menu.
The list includes the date and time of the appointment, the client’s name, the purpose and subservice for the appointment, the employee who scheduled the appointment, the employee with whom the appointment is scheduled, appointment comments, provider domain, client’s URN, and the Client ID.
Go To Client: Opens the client’s record to view, edit, update, and delete appointments.
Scheduler Setup: Open the Scheduler configuration.
Reports: Access appointment reports.
Print or Export: Print or export the list of appointments.
Hide/Show Columns: Hide/show columns in the appointment view.
Reports can be displayed in a new browser tab or downloaded as a CSV or PDF file.
Providers can run appointment reports in CAREWare using:
- Type of report (Appointments and Clients without Appointments)
- Date span
- Subservice
- Status
- Scheduled by
- Sent to
1. Select the type of report.
2. Set the date range for the report. (Optional)
3. Select the subservice for the report. (Optional)
4. Select the Status filter for the report. (Optional)
5. Select the Scheduled By and Sent To employees. (Optional)
6. Select the output format.
7. Click Save.
8. Other filters, such as age, gender, race/ethnicity, and last viral load, are added to the report by clicking Edit Filter.
9. Check the Filter box in the report configuration to apply the filter.
10. Click Run.
