What is Facility Scheduling #

Facility scheduling allows agencies to create user accounts for Hospitals, Nursing Homes and Any other organization/company that frequently schedules transports with your agency.  The facility will be able to enter all required information needed to request a transport from your agency.  They will receive email notification updates after requesting a transport to remain in the loop with the status of their transport request.

Before you can add users #

Before you can add a facility user you must ensure that the facility has been added to the Scheduling application.  To add a facility follow these steps, if the facility is already listed you can proceed to “Adding Facility Users/Managing Facility Users”:

1. Navigate to App Configs > Scheduled Transports > Locations (If logged in already you can click Here)
2. Click Add New
3. Add Name, Address, City, State and Zip
4. Click Save

Adding Facility Users/Managing Facility Users #

Adding facility users is as simple as adding general users for your agency.  There are a few small steps that must be completed to give these privileges 

1. Navigate to General Admin > User Management (If logged in already you can click Here)
2. Click “Create New User” or select a user that you would like to give facility access.
3. Fill out the fields shown below and uncheck “is Active EMS attendant?” and “Is Active EMS personnel?” – DO NOT CLICK SAVE YET

4. Click on the “Roles” Tab and uncheck “user” and check “Scheduling (Facility)” so that it looks like this – DO NOT CLICK SAVE:

5. Click on HR and scroll down to the bottom and enter the following fields and then click SAVE:
   1. Calling Facility – Can be different from where the pickup will take place IF the user works for a company that handles multiple facilities
   2. Caller Name 
   3. Caller Phone Number
   4. Incident Facility – Choose the facility from the list that this user account will be scheduling for.

After you create the account.  The user will receive an email with instructions on how to log into the account and will be instructed to change their password the first time they log in.  The user will only have access to the scheduling page for their facility.  They will not have access to any other areas of the system.

Managing Facility Requests #

Request Notification #

When a facility requests a transport two things will happen.

1. The request will appear in EMS Admin > Scheduled Transports (Click Here if logged in) and it will appear with the status of “Requested” as seen below:

2. You will receive an email with the following information:

Scheduling/Changing Requests #

After a transport has been requested, an administrator will have to change the status to “Scheduled” in order to confirm that the transport has moved from requested to scheduled.  When this change is made the facility will be able to see this change, they will also receive an email informing them that the transport has been confirmed/scheduled.

To change the status of the transport follow these steps:

1. Find the transport request and click on “Actions” and choose “Change Status”

2. Using the drop down, change the status to “Scheduled” and leave a comment if you would like and click “Save”.  A comment is not required:

3. If you need to modify the transport in any way, for example maybe you have to change the time just click on Actions > Edit make the required changes to the time and click on Save, then follow the previous two steps to schedule the transport.

If you make any changes to a transport prior to completion of the transport an email will be sent to the scheduling user informing them that there has been a change and instructing them to log in to examine the change.