Schedule rev 6

Performance Objectives

Two Ways to Access Schedules: Schedules can be accessed either through the main dashboard of the client management system or by navigating directly to the scheduling tab within the Online Information Management System (OIMS).
Adding Client Appointments in OIMS: To add a client appointment in OIMS, start by selecting the specific client from the client list. Choose 'Add Appointment', fill in the necessary details such as location, date, and time, and save the appointment in the system to ensure it is documented.
Resolving Scheduling Conflicts: In the event of a scheduling conflict, locate the conflicting appointment through the calendar view, assess the next available time slots, and communicate directly with the involved parties to negotiate a new time before rescheduling in OIMS.
Defining Recurring Appointments: A recurring appointment is one that is scheduled to occur at regular intervals (e.g., daily, weekly, monthly). It's vital for ongoing client needs and must be entered correctly to ensure all occurrences are captured.

Use the Schedule function for the following:

Schedule Contacts with Clients: Establish initial contact or follow-ups with clients through scheduled appointments, ensuring all interactions are documented for future reference.
Set Up Your Own Schedule: Users need the capability to manage their own schedules to optimize their workload, allowing for better client management and timely follow-ups.
Schedule Appointments with Other Individuals or Groups: Facilitate appointments that require collaboration among multiple parties, ensuring that all required attendees are integrated into the appointment details.

Documentation Requirement: All contacts must be scheduled to provide a documented history of interactions, ensuring compliance with organizational policies and tracking of client engagement.

Primary Attendees and Their Statuses: Each appointment should list all primary attendees along with their responses (Attending/Not attending) to keep track of which stakeholders are engaged in the meeting.
Adding Other Attendees: Users can add additional attendees either by their names or SID (System Identification) numbers, catering to the need for inclusion of relevant personnel.
Comments Section: Include a comments section in the appointment details for additional instructions, such as specific directives given by the client that are essential for the appointment.

Entering Appointment Details: Specify all necessary details including:
- Location: Designate whether the appointment will occur at the client's home or the office.
- Date and Time: Clearly state starting and ending times for the appointment to avoid any confusion.
- Recurrence: Provide options for scheduling recurring appointments based on the client’s needs, ensuring that future appointments are pre-scheduled appropriately.
- Client Instructions: Document any special instructions provided by the client that they need to adhere to prior to their appointment.

Alert Messages: The system provides alert messages for any new appointments that conflict with existing ones, detailing specific attendees affected and potential scheduling issues.

Override Button: Users can enable an override for scheduling if it is essential, although all parties should be informed of potential conflicts related to this action.

Policy on Appointments: Appointments should generally respect the client's work schedule. Conflicts should be avoided unless the client has been directed to report to the District Parole Office, in which case communication is paramount.

Viewing Client Schedules: All users can access the schedules of clients; however, individual users can only view their own schedules for privacy and security reasons.
Email Notifications: Users will receive prompt email notifications regarding any changes made to appointments that involve themselves or their clients, ensuring they remain informed.

Editing Rules: Users can only edit appointments that are scheduled for future dates or times. Past appointments are locked and cannot be altered.
Editing Recurring Appointments: Users can modify future occurrences of recurring appointments, but past instances remain unchanged to maintain an accurate history.

Rules for Deletion: Users have the authority to delete appointments they have scheduled or remove themselves from existing appointments; however, they cannot delete attendees from appointments initiated by others to preserve appointment integrity.

Notification for Unsuccessful Contacts: If there is no successful contact logged by midnight on the scheduled visit date, an automatic notification will be sent to remind the relevant parties of this lapse.