From the ThoroughCare dashboard, click the "Call Scheduler" option near the bottom of the "Hamburger" menu.

Note: Notice that the number of calls that are scheduled for the rest of the day will show in the small blue box on the "Call Scheduler" menu item.

Once on the Call Scheduler page, users will see the number of appointments they have scheduled for the rest of the day next to "My Patient Schedule for Today". Also, the current day will be highlighted in a light yellow color.

What the Call Colors mean:

Blue - Future scheduled calls

Red - past scheduled calls that have not been marked as successful/unsuccessful

(how to mark a scheduled call is explained later in the article)

Green - scheduled call was successful

Yellow - scheduled call was missed by patient

Creating an Appointment:

Click on any blank date/time within the call scheduler to bring up the "Schedule Patient Appointment" pop-up.

First, a user must choose a date and time in which the appointment is meant to take place. Click the "Date/Time*" box to bring up a mini-calendar.

Next, select the day of the month the call should be scheduled on. Make sure the chosen time at the bottom of the calendar pop-up corresponds with the time the call will be made on that given day. Click on one of the provided hour and minute drop-downs to change what is selected.

Note: The date and time that is prepopulated depends on where the user clicked when opening the "Schedule Patient Appointment" pop-up.

Once the date and time have been specified click the "Apply" button.

Note: If a user clicks out of the calendar pop-up before clicking the "Apply" button, the selected date and time of the appointment will not populate.

Next, choose the patient which the appointment will be with. Click within the "Patient*" dropdown box and begin typing the patient's name. When the patient's name appears click to select it

After the patient has been chosen, select the "Purpose" of the call from the drop-down box underneath "Purpose*".

Next, specify the "Type" of call. Either Video or Phone. When finished click the "Save" button to schedule the appointment.

Note: You can only make a video call on TC if a patient consents to it and the "Video" checkbox option in the "Edit Patient" screen is checked.

If the target call is recurring, such as being completed monthly or weekly, click to select the "Make Recurring" checkbox.

Note: Once the "Make Recurring" checkbox is chosen a "Select Frequency" section will appear directly beneath.

Now, click to select the frequency of the call. If the call is to be scheduled on a weekly basis, select the bubble to the left of "Weekly". If the call is to be scheduled on a monthly basis, click to select the bubble to the left of "Monthly".

Once the "Schedule Patient Appointment" pop-up is completed, click the "Save" button located in the bottom right hand corner of the screen.

Note: If the user happens to click out of the pop-up before saving the scheduled call, all entered data will be lost.

Editing a Scheduled Patient Call:

Once the appointment is created, it will appear on the users call scheduler as a "Blue" banner (as long as the call is in the future). Click the the call in order to bring up the "Log Call/Interaction" pop-up.

Take a second to look through the "Log Call/Interaction" pop-up.

Notice that in the top right hand corner of the pop-up there are two buttons named "View Patient" and "View CCM". The "View Patient" button will take the user to the "Patient View Page", and the "View CCM" button will direct the user to the CCM page.

Underneath those buttons, a user will see the patient's name, phone number, and date/time of the appointment.

Note: If a patient does not have a phone number in ThoroughCare the "Phone" section will read "N/A".

If a user wishes to change the "Purpose" of the call, click the drop-down box located directly to the right of "Purpose:". Then choose the corrected purpose of the call.

Next, a user can mark the call as "Successful" or Unsuccessful. The unsuccessful options are:

  • Talked to Patient (i.e. if a patient asks the CM to call them back)

  • Talked To other person

  • Left Voicemail

  • No Answer

  • Phone Inactive

Click the radio button next to the correct call type in order to be able to close out the call.

If the user wishes to add a note in regards to the call made, It would be entered in the "Notes about this call / interaction" text box. Click to begin typing in the notes box.

If the user would like to move/copy the target call to the current time, they may select one of the two options offered underneath the blue message highlighted in the below screenshot.

Finally, if a user wishes to manually schedule the next patient call they may do so by clicking within the "Schedule Next Call" date picker. Click the blank box located to the right of "Schedule next call".

Once the pop-up calendar appears, click to select the date and time of the next scheduled call.

When finished logging all call information, click the "Save" button.

Note: If a call is marked as "Successful", when the user clicks "Save" it will automatically take them to the patient's view page.

Additional Note: Once a call log is saved, Care Managers will be unable to edit the notes field or the status of the call. In order to be able to change a completed call, contact your site admin for them to mark the call as "Pending" again.

Notice that once the status of a call changes the color will also change.

Note: The color changes are explained near the top of this article.

Navigating the Scheduler:

  1. Show Schedules For: click the "Show Schedules for" drop-down to choose which CM's schedule that will be visible (users can only edit their own call scheduling information unless they are in a "Admin" role).

  2. Type of Call: click the "Type" drop-down to choose which call purpose that is shown (it defaults to "All").

  3. Date(s) Shown: this just shows the date and/or dates that are shown in the calendar currently.

  4. Add Event: click the "Add Event" button to document an event a user may have to block off time for (i.e. vacation days).

  5. Month/Week/Day Views: change the calendar view by selecting either the "Month", "Week", or "Day" buttons. The calendar the user is viewing will be highlighted in black (the "week" view is shown below).

  6. Filter Forward/Back: Jump forward or back either by a day, week, or month depending on the calendar view that is selected.

  7. Call Scheduler Report: click this button to create a PDF report of the calendar view the user is seeing

Adding an Event:

If a user needs to add an event to their call scheduler begin by clicking the " + Event " button.

Begin adding an event by typing in the title of said event and selecting the date range and time to include the entire length of the event. Click "Save" when the event is documented.

Note: When choosing a date range notice that there are two calendars shown. This makes it easier for users to choose dates that fall between two different months. For example August 19th to September 10th.

Month/Week/Day Views:

Month view example:

All scheduled calls for the month are shown.

Day View Example:

All scheduled calls for a single day are shown.

Call Scheduler Report:

If a user wishes to print a report of their scheduled calls for the view shown, simply click the "Report" button.

The report created will look similar to this:

For more information on using the call scheduler, not discussed in this article, chat with a ThoroughCare professional by clicking the blue chat bubble in the bottom right hand corner of every ThoroughCare screen!

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