Aloha has the ability to pre-emptively search patient benefits based on when they’re scheduled on your calendar! Available for the following EHRs: Compulink, Officemate, CrystalPM, and Revolution EHR
Find your Schedule Automation settings on the left side of your screen, in the main menu:
Schedule Automation Preferences
In order to set up the Schedule Automation, there are up to 3 preferences to select. This can vary depending on your EHR. Keep in mind that you will be able to change these preferences as needed at any time! Nothing is set in stone.
Appointment Types
First, you’ll choose which services you would schedule on your calendar that you’d like to make part of the automated search for VISON.
By clicking the drop-down menu to the right of Appointment Types, you will see a list of every compatible service type as read by Aloha from your EHR.
You can click on any and all of the services you’d like to make eligible for automation. Once selected from the drop-down, the services will appear in the box directly above. You can remove previously selected services by clicking the “x” to the right of each service type name.
Remember, you can add and remove services from this list at any time.
Appointment Statuses
Next, you’ll choose the statuses your Appointment Types will need to be in to be eligible for automation. NOTE: This option is not needed for offices using Revolution EHR and should not appear in the menu.
By clicking on the drop-down to the right of Appointment Statuses, you’ll see a list of all possible statuses. Like the Appointment Types, these are imported directly from your EHR.
Also similarly to the Appointment Types selection, you can click on as many of the statuses you’d like your appointments to be in to enable automatic searches. You have full control over this setting, but we recommend choosing statuses that represent upcoming appointments only.
You can, of course, make changes to this selection at any time. Remove previously selected statuses by clicking on the “x” to the right of each status label.
Custom Search Interval (Optional)
There will be up to 3 times that a patient's benefits will be searched in reference to their appointment:
Immediately after being added to your EHR’s calendar - expect a range of 5-15 minutes after scheduling to account for sync time
At a custom interval of your choosing, between 4 and 14 days prior to the appointment - based on how far in advance of the appointment your office will typically look into a patient’s benefits status
Click the third drop-down to the bottom right of the Schedule Automation Preferences page and choose your custom search interval.
Once preferences have been selected for all available Schedule Automation criteria, you’re good to go! Automation will be activated and after a short while, you’ll begin seeing patient benefits search results rolling into the Eligibility Search feed.
24 hours prior to the appointment - this way, Aloha will catch any changes that may have occurred since the custom search interval, and you’ll have the most recent view of a patent’s benefits the morning of their appointment!
Finally, you’ll have the opportunity to choose a custom search interval that will run in between when the appointment is scheduled and 24 hours out. You can choose anywhere from 4 to 14 days before the appointment. Typically, this will be based on how far in advance of the appointment your office will typically look into a patient’s benefits status.