Admin | Facility Group Scheduling

Canvas understands the importance of accurate provider scheduling. Facility calendar blocks allow users to set recurring facility visits with an association to patients within these facilities.  Facility blocks provide administrative staff with a clear view as to when a provider is and isn’t available for direct patient appointments.

Facility blocks are defined through Google Calendar’s advanced scheduling capabilities with a provider's administrative calendar, and directly reflected on Canvas' scheduling view with a link to our Patient View denoting the individuals associated to the corresponding facility. 

FAQs

Q: Will facilities blocks only appear on specific practice location schedules?

A: As there is no specific practice location associated with the facility block, this block will appear across all locations that the provider is associated with

Q: What happens to a provider's schedule with facility blocks? Will there be a potential issue of patient appointments being scheduled over facility blocks?

A: These facility blocks will be taken into account when providing users with provider availability for scheduling appointments

Q: Will facility blocks automatically create appointments on all patients’ charts associated with the facility?

A: Facility blocks do not create appointments or visit notes within a patients chart. Given that there are multiple patients associated to one facility, Canvas provides users with the flexibility of creating a visit note at the time they have see a patient. Facility blocks allow for understanding which patients should be seen during a facility visit through the priority protocols

Q: If a provider is no longer able to go to a specific appointment what can they do?

A: If there is a specific facility block for which a provider will not attend because of a holiday, PTO, sick day, or any other reason can be removed at any time within Google Calendar, this change will be reflect on the Canvas calendar.   If a specific facility visit is being completed by another provider at the organization, ensure to create a one time facility block within Google Calendar on the appropriate provider so that their Canvas schedule reflects the correct information and so that the time is blocked from being scheduled for another type of visit

Tips & Tricks

• Ensure that the name of the facility created within Canvas admin page exactly matches the title of the Google Calendar event

• For recurring facility visits, utilize the Google Calendar repeating event capabilities so the facility block only has to be created once

• Any customized information when it comes to timing and repetitiveness of the event can be modified within Google Calendar at any time

Step by Step

Creating Facility blocks

Add Facilities within your administrative settings

• From the hamburger menu on the top left, select "Settings"

• Within the Practice heading click on Facilities and click ADD FACILITY + on the top right corner

• When adding a facility, ensure to fill in all required information and any other relevant information

  • Name (required) - name of facility (will also be what the Google Calendar event must be titled)

  • Line1 (optional) - Facility address line 1 (street number and name) 

  • Line2 (optional) - Facility address line 2 (suite number or other specifics)

  • City (required) - City in which the facility is located

  • District (optional) - District in which the facility is located

  • State code (required) - Two digit state code of facility location

  • Postal code (required) - Postal zip code of facility location

  • NPI number (optional) - NPI number of facility

  • Phone number (optional) - Phone number of facility

  • Active check box - in order for the facility to appear on patient chart and be utilized for facility block schedule ensure that it is checked for active

Add facility blocks to Google calendar

• Navigate to your organization Google Calendar account that is integrated into the Canvas Scheduling

• Navigate to the Administrative Calendar for the appropriate provider 

  • If the provider for which the facility visits does not have an administrative Google calendar, ensure to create one. Steps can be found here. 

• For creating the Facility event, either drag on the date and time for the facility visit or click + Create on the top left of the google calendar and select "Event"

• Within the Google Calendar event input the name of the facility as the title of the event

  • Example:  "Loving Care Memory Home Visit"

• Customize the start and end times of the event

• Customize if the event repeats. This can be done by selecting the date of the event and selecting an option from the “does not repeat” dropdown

• Verify the event is added to the correct provider's administrative calendar. Select Save.

• Navigate to the schedule view within Canvas and refresh your browser, you now see the facility block on the providers schedule beginning the first day for which the Google Calendar event was created (and repeating on all the dates for which the recurring settings were set within Google calendar)

Associating patients to facilities

Within the patient chart, navigate to the “Addresses” section

• Add a new address and select “Facility”

• Select the appropriate facility from the drop down menu

• Ensure that if the patient has a room number, that it is inputted within the room number field

• Select “Physical and Postal” or “Only Physical” radio button 

• Select “Add” in order to confirm adding the facility to the patient chart

• Navigate back to the schedule view and the first date of the Google Calendar facility event created

• By clicking the facility calendar block you will see a link denoting the number of patients associated to the facility

• Clicking the link will direct users to the patient view with the corresponding facility auto-selected as the filter, here users will see the list of patients with the following information:

  • Patient name, age, sex at birth, and date of birth

  • Care Team

  • Facility and Room # (room number can be added, updated, or removed from the patient's chart at any time)

  • Protocols associated to each patient (here will be listed the priority flag for patients that should be seen within each facility visit by the provider)

  • Last Seen date and reason for visit

Patients can be added or removed from this facility list view, by removing or adding the facility to the patient chart