To schedule a program appointment for a client from within the Calendar, complete the following steps:

  TIP: In order to schedule program appointments, you must have the following permissions:

Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

1. From the navigation bar at the top of any AWARDS page, click Calendar.  The Calendar is displayed.
2. Click the green + icon in the top-right corner of the page, or click a Calendar block directly.
   
   

The scheduling pop-up is displayed.

  TIP: When scheduling by clicking a Calendar block some information (date and, in some instances, time) will be pre-populated for the appointment in the scheduling pop-up.

3. Click the Event Type drop-down arrow and select "Program Appointment."
4. Click the Program drop-down arrow and select the program associated with the client for whom the program appointment is being scheduled.  (Program groups are not available for selection when scheduling program appointments.)  If a single program is currently shown in the Calendar display, that program is selected here by default.
5. Click CONTINUE.  The Program Appointment pop-up is displayed.

6. By default the appointment is set with a Title of "Program Appointment," or, if your agency has chosen to configure a custom list of program appointment types, the first value in that custom list.  In the event that a custom list is available, the appointment title can be changed if needed by clicking this drop-down arrow and making a new selection.  Keep in mind that the title will be used to identify the event in the Calendar display.

  TIP: If you are an AWARDS administrator instructions on configuring the Program Appointment Types list are available in Calendar Frequently Asked Questions.

  TIP: If your agency has configured this selection list to allow the inclusion of "Other" and the appropriate program appointment type is NOT listed, type the type in the Other field, and then click the + icon.  (Appointment types added in this way are intended for single-use, and are not saved to the agency's list.)

7. The event Date defaults to today's date.  To make changes, click the date field to open a picker from which the correct date should be selected.  (Dates cannot be typed in manually.)

Once you've set your date, click anywhere outside of the date picker to close it and return to the scheduling pop-up.

8. To set the event Start Time, click into the field and type the time, or click the picker icon at the right of the field to choose the time from a list (shown below).  When using the pick list, after you've made your selections click anywhere outside of the time picker to close it and return to the scheduling pop-up.

9. By default the event length is set to 60 minutes.  If necessary, click in the Duration field and adjust the event length by typing in the correct value, or using the up/down arrows to the right of the field to increase/decrease the amount of time.
10. If your current Calendar view is set to show a single client, that individual's name automatically populates the Client Selection; otherwise, click this drop-down arrow and make a selection to record who this appointment is being scheduled with.

  TIP: If your AWARDS database is configured to allow conflicts when creating a program appointment, multiple clients can be selected in this step.  When a program appointment is scheduled for multiple individuals in this way, it is saved as an individual event for each of the selected attendees.  A change to the event for one of those attendees only changes that one instance of the event.

  TIP: The Client Selection list contains individuals active in the selected program on the Date specified. If today's date or future date was selected, this includes the current program roster (including pending clients), while selection of a past date reflects the roster as of that date and may include discharged clients.

11. If your current Calendar selection is set to show a single staff member, that individual's name automatically populates the Staff Selection; otherwise, click this drop-down arrow and make a selection to record who this appointment is being scheduled for.
12. By default the Recurrence option is set to "Do Not Repeat."  If this is correct for your appointment, skip ahead to step 13; otherwise, click this drop-down arrow and make a new selection.  Available recurrence options are "Daily," "Weekly on this day," and "Custom." If "Custom" is selected a Recurrence pop-up is displayed to collect additional details.  Specify the frequency of recurrence using the Repeat Every options, and then specify an End Date if known.  Click CONTINUE to save your changes.

  TIP: For guidance on making changes to recurring appointments/events after they've been scheduled, see the Calendar Frequently Asked Questions.

13. Click the Method drop-down arrow and make a selection to reflect the type of appointment being scheduled; for example, "In Person," "Phone Call," "Telehealth," or "Email."  (Use of this setting is optional.)
14. If you are entering a program appointment on the Calendar that already took place or was canceled, click the Meeting Status drop-down arrow and choose one of the following status selections: "Kept," "Cancelled by Staff," "Cancelled by Client," "No Show."

  NOTE: The "Kept" and "No Show" selections are only available when the appointment date is on or before today's date.

15. Click the Location drop-down arrow and choose the location at which the appointment is to take place.  To select a location not included on the list, click "Other," type the location name in the corresponding field, and then click the + icon.  (Locations added in this way are intended for single-use, and are not saved to the agency locations list.)

  TIP: The locations available for selection here are those that have been configured using the System Setup module, Agency Program Information, Configure Locations feature.

16. To record additional information on the appointment, click into Notes and enter all relevant detail.  This information is not displayed directly on the Calendar, but will be visible to any users who have access to this appointment record.
17. When all appointment detail has been recorded, click SAVE to proceed.  The appointment is scheduled and a read-only confirmation pop-up is displayed.
18. To make changes to the appointment at this time, click EDIT on the confirmation pop-up; otherwise, click CLOSE to return to the Calendar display.

The process of scheduling a program appointment is now complete.

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