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.

Logging in for the first time #

Before you can log in, an account will have to be created for you.  Once your account has been created you will receive an email with the subject: “Unified Solutions account email activation” it will be sent from the email address sales@cloudpcr.net and sometimes will be caught by a spam filter, so if you do not see an email please check your spam folder.  This email will contain a link to our software which I have also provided below, your username, which will be your email address and your temporary password.

To log into your account navigate to www.unified-apps.com

1. Enter your email address into the E-Mail field.  Once you enter your email address the name of the agency that you are attempting to log into will appear above the email address field as seen circled in the image below:

2. If you have been added to other agencies, you can switch between them by clicking on “Change” on the right of the Agency Name.
3. Enter your password and click Log IN
4. The first time you log in, you will be asked to change your password.

Navigating the software #

Once you log into the software you will be taken directly to the facility scheduling page.  This is the only page you have access to within the software as a facility scheduler.  Below are the functions that you will need to be familiar with. 

User Settings/Email Address/Password #

You can update your email address and change your password by following these instructions

1. Click on your username at the top right corner of the page which will display a menu
2. To change your password click on “Change Password”
   1. Enter your current password followed by your new password two times and click save.
3. To change your email address or phone number click on “My Settings”
   1. Make your required changes and click save.

The Transport Grid #

On the page that loads upon log in you will see the transport grid.  This grid will show you ALL transports that you have created for your facility.  They are color coded to indicate the type of transport as well as the status of the transport.  The color grid is below:

1. Batch Functions
   1. Allows copying a transport to a set number of days away.  This is helpful when scheduling recurring transports such as Dialysis Transports.
   2. Print Multiple Transports
2. Export Current View:
   1. This will create an excel file that appears exactly the same as your current view.  This is helpful when creating reports.
3. Column Chooser:
   1. This allows you to remove columns from the current visible columns in the grid
4. Search:
   1. The global search will search all columns for a specific search term
5. Column Headings
   1. You can sort columns by clicking on the column headings
   2. You can search columns by using advanced search features by clicking on the magnifying glass on each column
6. Actions Menu
   1. Edit the transport request
   2. Print the transport request
   3. Change the status of the request (As a facility user you can only cancel a request)
   4. Clone (Useful for scheduling multiple transports for the same pickup/drop off locations)

Scheduling a transport #

To schedule a transport request follow the steps below, the below steps are the minimum required information to request a transport:

1. Click on “Add New” in the top corner of the page as shown below:

2. The transport dialog will appear and will already have some information entered into the fields based on your user information as seen below:

3. Select Service Type:
   1. For most transports this will be “Interfacility Transport (Stretcher)” however if the facility also performs wheelchair transports then selecting “wheelchair” is an option.
4. Add a patient:
   1. To add a patient, click on the “Select Patient” button which will load the patient administration screen.  The patient administration screen has access to all patients that have been transported previously by an agency.  You can search the patient records by entering two (2) pieces of identifying data.  In the example below we used the patients last name as well as the last 4 digits of their social security number:
   2. If the patient is already in our system you can add them to the transport by clicking on the + button on their entry then proceed to “5. Service Date and Time.”
   3. If the patient is NOT in our system you will need to add them by clicking on the “+ Create Patient” button at the top right of the screen.  For instructions on adding a patient to the system click here.

5. Date and Times
   1. Service Date/Time: Select the date and time you are requesting the transport to take place, this is the time you want the crew to arrive for the patient.
   2. Destination Appt Time: This is helpful for crews if the patient is arriving for an appointment, to inform them of the time the appt is scheduled.
6. Destination Location
   1. If the patient is being transported to their residence just click on the “Patient Address” button.
   2. If the patient is being transported to another facility, click on the “Facility” button and select the facility that the patient is being transported to.

Additional Transport Information #

When additional information is available it is helpful for the agency to see requirements of a transport request in order to determine required resources.  This includes some of the following information that is available for capture on the New Request Form:

Destination Type: The type of location the patient is being transported to for example: Hospital, Nursing Home, Residence

Transport Authorization Code: If the patient’s insurance has provided an authorization code, please enter it here.

Referring/Receiving Physician Name: The names of the physicians requesting the transport.

Type of Transport: The type of transport question will allow you to choose “ALS” or “BLS” when you select either of these options additional information, for example selecting ALS will present you with questions asking what ALS interventions are required such as Cardiac Monitor, Vent, IV medications.

Oxygen: Does the patient require oxygen

Bed Confined: Is the patient bed confined and why?

Adding a patient #

To add a patient that is not in our system, click on the “Create Patient” button at the top right corner of the Patient Search Screen as shown below:

Patient Details: #

You must enter the patient’s first and last name, contact number and patient address.  Additional information should be entered as well when it is available.

Insurance Information #

Add the patient’s insurance information by clicking on “+ New”.  You can add multiple insurance records for each patient if required.  You must enter at least the following fields:

Insurance Name

Group ID (if one exists)

Policy ID

First/Last name of the policy holder

Relationship to the policy holder

Documents #

You can attach both the medical necessity form as well as the patients facesheet to the patient account as well.

Managing Requests #

Request Notification #

When a transport request is made two things happen.

1. The request will appear in the transport grid 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 at the agency 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 requesting the transport will be able to see this change, they will also receive an email informing them that the transport has been confirmed/scheduled.

To cancel a  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 “canceled”,  leave a comment and click “Save”.

3. If you need to modify the request 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.