Prerequisites for Scheduling
Before you can schedule tasks, ensure these are in place for each patient:
Active Patient Profile: The patient must have an active profile in the system.
Open Episode of Care (EOC): Ensure the patient’s EOC is open with necessary evaluations and CPT codes entered.
Therapist Availability Set: Therapist must have open availability for the desired date to schedule.
Active Therapist License: If license credentials are set to expire the therapist will not appear on the scheduling page. (Contact your Regional to update via Enterprise settings.)
📅 Patients with an Active Certification on the Scheduler
Key Points
All patients with an active cycle appear on the Scheduler every day.
Cycle: Refers to a patient having an episode of care plus at least an evaluation or recertification.
Patients without planned therapy minutes show an empty task card with a +Add Task option.
Empty task cards cannot be assigned or dragged until a task is added.
Patients remain visible until discharge documentation is submitted in the Episode of Care.
DOR's must assign patients to specific therapists for them to appear on My Day dashboards & printed schedule. Without an explicit assignment, patients may not be visible.
More Info 💡
All patients with an active case or current certification are always visible in the daily Scheduler. Any patient who does not yet have planned therapy minutes appears at the bottom of the list, sorted alphabetically, with an empty task card and a +Add Task option. These empty cards cannot be assigned or dragged, and all options in the three-dot menu are disabled until a task is added. Tasks can be created directly for an individual patient or from the top of the Patients section; if started from a patient’s card, their name auto-fills. Patients with an anticipated discharge date will continue to appear on the Scheduler until the discharge is documented in the Episode of Care.
Transition Note: If no patients are visible after onboarding to RESTORE-Insights, this might indicate incomplete administrative assignments. Confirm with your DOR or Regional Administrator to ensure assignments are updated. Similarly, open Episodes of Care allow patients to be scheduled for tasks even if not directly assigned therapy minutes, ensuring flexibility across disciplines.
When adding a task, the following session types are available:
Individual Therapy
Group Session
Concurrent Session
Evaluation
Screening
Insurance Call
Other Non-Billable
Therapy sessions (Individual, Group, Concurrent) cannot be scheduled for past days; these options will appear disabled in the dropdown. An optional Notes for Therapist field is also available to include instructions when creating the task. Once a task is added, the empty card is automatically removed from the Scheduler.
Key Features and How to Use Them
Layout
Navigate to the Daily Scheduling tab under Scheduling
See up to 10-12 therapists on a single screen without scrolling.
*Therapists will appear on the schedule only if they have availability that day, and their available hours are clearly shown based on their schedule in the "My Availability" section.
Patient List
Displays patients alphabetically with planned therapy minutes.
Filters: Narrow the list by task type or skill (e.g., lateral mobility, cognition).
Add Tasks: Click "+ Add a Task" to schedule evaluations, screenings, or insurance calls.
Editing Task Minutes: Click on task minutes to edit directly.
Payer Information and Color Guide
Patient List: Displays payer name and plan.
Color-Coded Types: Refer to the color guide on the side for quick identification (e.g., Medicare Part A/B, Medicaid).
Hover for Details: Hover over payer information to view full details.
Therapist Cards
Collapsed View: Shows patient names assigned to each therapist.
Expanded View: Provides task details, including types and assigned minutes.
Drag-and-Drop Scheduling: Move patients between therapists directly in collapsed view.
Note: Group and concurrent tasks must be reassigned via the queue.
Productivity Tracking
Color-Coded Bars:
Purple: Productivity goal (e.g., 80%).
Gray: Assigned time vs. availability.
Green: Goal met.
Red: Over-assigned time.
PTIF: Displays projected time a therapist needs in the facility to meet productivity goals.
Click on the productivity bar to view more details.
Auto Assign:
To auto-assign patients in the scheduler, you must first designate a default therapist. This can be done in two ways:
From the Scheduler >
Drag and drop tasks from the "patient" column on the left-hand column.
Once you have the desired patients scheduled to the primary or default therapist
Click the small person icon in the botton right hand corner of the therapist's card
From the Patient Profile
Click “Assign Automatically” to auto-schedule patients with a default treating therapist.
Patients without a default therapist remain in the list for Drag-and-Drop scheduling.
If a patient does not have a defined Treating Therapist in their profile, you will be asked upon scheduling if you wish to designate a default therapist to make scheduling more efficient in the future.
Therapist Availability
The scheduler in RESTORE-Skills relies on therapist "My Availability" data to display eligible therapists for patient assignment. If a therapist's availability is blocked for a certain date, they will not appear in the scheduler for that day.
Availability: Only therapists with open hours for the day are shown.
Blocked: The Therapist has days where they cannot be scheduled and their name is blocked from the Scheduling page.
If you have any further questions or need additional assistance, please feel free to reach out to your Customer Success Representative. We're here to help! 😊
Troubleshooting Visibility Issues in RESTORE-Skills
Users might face visibility issues such as missing patients on their dashboard or unexpectedly seeing unfamiliar patients. Below are common causes and actionable steps:
Common Visibility Issues
Missing Patients: If patients are not visible on your dashboard, this often means they haven't been assigned to you. Administrative roles like the DOR or Regional Administrator handle these assignments. Check with them to resolve this. If your DOR has successfully assigned the patient to you and the patient is still not appearing, please submit a ticket to our support team.
Unfamiliar Patients Appearing: Patients with open Episodes of Care may appear without being assigned therapy minutes but are visible for interdisciplinary tasks like screenings.
Minutes Plan Requirement: Patients must have a minutes plan set in their accounts to be scheduled. Without this, scheduling is not permitted. To resolve the issue, add minutes to the patient’s plan in the therapy planner and try scheduling them again.
Steps to Address Visibility Issues
Confirm administrative assignments with your DOR or Regional Administrator.
Understand that open Episodes of Care enable cross-discipline task scheduling, which might include inactive or unfamiliar patients.
Review updates after transitioning to a new EMR system to ensure workflows are correctly implemented. Understanding these guidelines will ease navigation and ensure the scheduler functions smoothly.
Ensure patients have a minutes plan in their accounts as part of the scheduling prerequisites. Update this in the therapy planner if scheduling issues are faced.
Assigning Therapist Daily Notes to Existing Patients
Therapists can complete daily notes even for patients who appear on another therapist's schedule. To do this, follow these steps:
Navigate to the Daily Notes and Billing page.
Use the Other Patients list to locate the patient. This list includes all active patients on your caseload and is searchable.
Select the patient’s name from the list.
Click Start Note to open the Daily Skilled Note (DSN) form and start documentation. This process ensures flexibility in managing daily notes without scheduling-based restrictions.