This guide walks through the new features and improvements included in this release, with step-by-step instructions to help you get the most out of each update.

Authorization-Driven Scheduling

What Changed

Authorizations are now the governing source of truth for all scheduling. The system will validate authorization rules in real time as you create or edit appointments, preventing scheduling errors before they occur.

How to Schedule a Single Appointment with an Authorization

1. Open the New Appointment form on the calendar.

2. Select the client and service code.

3. In the authorization panel, locate the appropriate Authorization Card. Cards are grouped by authorization number, date range, and status — each authorization appears as a single card.

4. Review the card's summary view, which shows:

   • Authorization number

   • Start and end dates

   • Status

   • Associated service codes

5. Click on the relevant service code to expand the card. The expanded view displays:

   • Total authorized quantity

   • Completed quantity

   • Scheduled quantity

   • Remaining quantity

   • Any configured daily, weekly, and/or monthly limits (including limits set to zero)

6. Select your appointment date and time.

7. The system will validate in real time against all authorization constraints, including:

   • Authorization date range

   • Total authorized quantity

   • Daily, weekly, and monthly limits

8. If a violation is detected, an inline error message will appear in the scheduling panel explaining what was violated and what to do next.

9. Once all constraints are satisfied, save the appointment.

Note: The system will never partially save an appointment or silently shorten a series. All issues must be resolved before saving.

How to Schedule a Recurring Series with an Authorization

1. Open the New Appointment form and configure the recurrence settings.

2. Select an authorization following the same steps above.

3. When setting the series end date, note that it cannot extend beyond the authorization's end date — the field will restrict selection accordingly.

4. The system will validate the entire series against the authorization's quantity and limits across all occurrences.

5. If any occurrence would violate a constraint an inline error will explain which constraint is exceeded.

6. Adjust the series end date, frequency, or authorization selection as needed, then save.

Understanding Authorization Violation Error Messages

How to Schedule a Group Appointment with Authorizations

1. Open the Group Appointment panel.

2. Add each child to the group (a minimum of 2 children is required).

3. For each child, the system will automatically select the authorization if only one relevant authorization exists for the group's service code.

4. If multiple relevant authorizations exist for a child, select the appropriate one from their authorization card.

5. Each child is validated independently in real time as their authorization is selected. Any violations will appear inline next to that child.

6. Review the group for any issues before saving:

   • If one or more children have violations, a summary banner will appear (e.g., "3 of 8 patients have authorization issues that must be resolved before this group can be scheduled").

   • Errors are listed under each patient's name so you can work through them one at a time.

7. Resolve each child's issue by:

   • Selecting a different authorization for that child, or

   • Removing the child from the group (note: the group must maintain at least 2 children), or

   • Adjusting the appointment details.

8. Once all children are validated with no violations, save the group.

Important: The system will never silently remove a child from the group. Every resolution must be made manually by the scheduler.

How to Schedule a Recurring Group Series

1. Follow the steps above to set up a group appointment.

2. Configure the recurrence settings and set a series end date.

3. The series end date cannot extend beyond the earliest authorization end date among all children in the group.

4. If the end date conflicts with any child's authorization, the error will identify each affected child and their authorization end date, for example: "{Patient Name}'s authorization for {Service Code} ends on {Date}. The series end date must not extend beyond {Earliest End Date}."

5. Resolve by adjusting the series end date, removing the affected child, or selecting a different authorization for that child.

6. Once all children pass validation across all occurrences, save the series.

Drag & Drop Appointments

What Changed

You can now drag and drop appointments directly on the calendar to reschedule them quickly, without needing to open the edit form.

How to Drag & Drop a Single Appointment

1. On the calendar, locate the appointment you want to move.

2. Click and hold the appointment.

3. Drag it to the desired new date and/or time slot.

4. Release to drop. The appointment will be updated to the new time.

How to Drag a Single Occurrence of a Recurring Series

1. On the calendar, locate the specific occurrence you want to move.

2. Click and hold that occurrence.

3. Drag it to the new time slot and release.

4. The system will move only that occurrence — the rest of the series remains unchanged.

How to Drag an Entire Recurring Series

1. On the calendar, locate any occurrence in the series.

2. When dragging, select the option to move the entire series (if prompted).

3. Drop to the new time. All occurrences in the series will shift forward or backward by the same amount.

How to Drag & Drop a Group Appointment

1. Locate the group appointment on the calendar.

2. Click, hold, and drag it to the new time slot.

3. All participants in the group will be rescheduled simultaneously to the new time.

How to Resize an Appointment

1. Locate the appointment on the calendar.

2. Hover over the bottom edge of the appointment block until a resize cursor appears.

3. Click and drag downward to extend the duration, or upward to shorten it.

4. Release to save the new duration.

Authorization Burndown & Visibility

What Changed

The authorization usage card has been updated with clearer labels, smarter calculations, and frequency-aware display logic for a more accurate view of authorization utilization.

Understanding the Updated Authorization Usage Card

The following labels and values appear on the authorization usage card:

Frequency Line Shows the authorization's frequency and how many periods have had at least one appointment scheduled. For example: "Frequency: Daily | 9 of 42 weekdays with utilization."

• Hover over this line for a tooltip explaining which days or periods are counted.

Target Shows the authorized rate per period and the total authorized amount spread across all periods in the authorization range. For example: "Target: 0.24 hours/day (10 total hours over 42 weekdays)."

• Hover over the Target label for a tooltip explaining how the rate is calculated for this authorization's frequency.

Remaining Spread Shows the rate per period needed to use all remaining authorized hours across the remaining periods. For example: "Remaining Spread: 1.50 hours/day (15 remaining hours over 10 remaining weekdays)."

• Hover over the Remaining Spread label for a tooltip explaining how the value is calculated.

• This line is hidden when the unit of measure is Visits or the frequency is Once.

Frequency Adherence (Burndown Card) Indicates whether scheduling is on pace with the authorized frequency (e.g., 3 times per week), giving care teams a quick indicator of utilization trends.

How Periods Are Counted by Frequency

How Remaining Spread Is Calculated

Remaining Spread uses the following formula:

Remaining Authorized = Total Authorized − Completed − Scheduled

Remaining Spread Rate = Remaining Authorized ÷ Remaining Periods

• Remaining periods are counted from today through the authorization's end date.

• If less than one full period remains, it is treated as 1 remaining period.

• Remaining Spread is only shown when the unit of measure is not Visits, the frequency is not Once, and the authorization has not fully expired.

Tips & Best Practices

• Always review the authorization card before scheduling. Expanding the service code gives you a real-time view of remaining quantities and limits, helping you schedule confidently.

• Use drag & drop for quick reschedules. For simple time changes, dragging is faster than opening the edit form — especially useful for back-to-back adjustments.

• Check Remaining Spread regularly. This value tells you the ideal scheduling rate needed to use all authorized hours before the authorization expires, helping you stay on pace.

• For group appointments, address each child's errors individually. The per-patient error grouping is designed to let you work through one child at a time without losing track.

• When scheduling recurring series, always check the series end date against your authorization end date. Setting an end date that aligns with or precedes the authorization end date will prevent series-level blocks.