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Use the schedule

warning

RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.

Use the schedule to review daily treatments, documentation, and events for a member, facility, or patient. On a facility schedule, Day view shows a worklist for all therapists and disciplines. Print a daily schedule with a card for each treatment.

Open a schedule​

  1. Open a member, facility, or facility patient.
  2. Click Schedule.
  3. Use the default Day view to review one day's work.
  4. Choose a date, use Yesterday, Today, or Tomorrow, or move between days with the previous and next buttons.

The selected view and date stay in the page address, so you can bookmark a day or return to it with your browser's Back button.

Review your daily work​

The summary shows patient and treatment counts, Planned treatment minutes, and documentation counts. Planned minutes include treatment estimates only; they do not include documentation or events.

Work is grouped into a section for each therapist, with unassigned work after the therapists. Each section shows the therapist's treatment count and planned minutes.

  • Each treatment appears as a card with:

    • The patient's name and admission room number
    • The payor for the treatment date
    • Visits left, when the payor has an active visit authorization for the discipline
    • The discipline, planned time, planned duration, and treatment status
    • Precautions from the case's evaluation or re-evaluation
    • The treatment note's signature status and any documentation for the same case
    • The planned CPT codes, with recorded minutes or —

    Open the patient, treatment, or document using its link.

  • Documentation for the same patient, admission, case, and therapist appears on the first matching treatment's card. Documentation without a matching treatment appears in a table below the cards, including on days with no treatments.

  • Treatment outcome and signature status are separate. A completed treatment can still need signatures. Documentation can be Signed, Partially signed, or Unsigned.

  • Events appear below the cards for each therapist they list. Events that list no therapist appear in Other events. Events show their time, title, participants, and status. Select an event title to edit it when you have permission.

On a therapist's member schedule, the worklist includes only treatments and documentation explicitly assigned to that therapist. Facility and patient schedules also include unassigned clinical work. Other member roles see their events.

Work across multiple facilities appears in a separate section for each facility. Treatments with a recorded start time appear first; Time not set identifies untimed treatments, and — means no room number is recorded.

Understand which day work appears on​

Treatments appear on their recorded start date. Evaluations, re-evaluations, and discharges appear on their recorded date; progress reports appear on their end date. The worklist does not calculate overdue documentation or carry unsigned documents forward to another day.

Treatment times use the treatment's recorded time zone. Events use the schedule's calendar time zone and existing member, facility, or patient event selection. A patient's event does not automatically appear on a therapist's schedule unless the event also lists that therapist.

Room numbers come from each treatment or document's admission. When viewing an earlier date, you see that admission's currently recorded room number.

Review therapist productivity​

Member and facility schedules show Productivity in Day view and Range view → Stats, including days with worked time and no treatments. Patient schedules do not show productivity.

On facility schedules, Productivity · Facility total appears before the therapist cards. It covers all therapists and disciplines for the selected dates. The card appears in Day view, its printout, and Range view → Stats.

Review Worked, Productive, Productivity, and Target together. Facility productivity is total productive minutes divided by total worked minutes, expressed as a percentage. The facility target is an average of therapist targets weighted by worked minutes. Therapists with no worked time do not affect the target. The facility target shows — when there is no worked time, any therapist's worked time is unavailable, or a therapist with worked time has no target.

Individual therapist cards cover all disciplines. Member summaries include only facilities you can access.

You can view your own totals. Viewing another therapist's totals or the facility total requires Timesheets → Read permission, along with access to the relevant facilities. Individual therapist targets remain visible without that timesheet permission; the facility target requires it.

Range totals load when you first open Stats. Switching between calendar, table, and stats keeps the same totals for that date range.

Check the As of time. Select Refresh in Day view or Refresh productivity in Stats to update the totals. If a refresh fails, the last available totals remain visible with a warning. In Stats, the button changes to Try again; in Day view, select Refresh again. Day summaries are included when printing. See Understand therapist productivity for the formula, partial estimates, and differences from timesheet totals.

  1. Open Day view and choose the date.
  2. Click Refresh if you need to reload clinical assignments and signature status.
  3. Wait for the schedule to finish loading, then click Print. You can also use your browser's print command.
  4. Review the preview and print in portrait orientation on US Letter paper.

The printout matches what you see on screen, with these differences:

  • Each therapist's section starts on a new page, so printing a facility schedule gives you one schedule per therapist.
  • Each card adds blank Start, End, and Concurrent fields.
  • CPT codes without recorded minutes print with a blank minutes cell, followed by empty rows for added codes.
  • Links print as plain text, and View treatment links don't print.

You should know​

  • Visits left counts completed and partially completed treatments for the authorized disciplines from the authorization's start through the day before the selected date. Today's visit isn't counted yet. Evaluations aren't counted.
  • Precautions come from the most recent evaluation or re-evaluation on the same case that recorded them, on or before the selected date.
  • Payor comes from the admission's billing episode for the treatment date. — means no billing episode matches.
  • Paper entries and minutes don't update RehabAlpha.

Review a date range​

  1. Switch to Range view.
  2. Choose a start and end date and apply the filters.
  3. Switch between calendar, table, and stats views when available.

Use Range view to review treatments and events across several days. Returning to Day view preserves your range selections.

Create an event​

Owners and Admins can manage all organization events. With Custom access, the Facility manager, Director of rehab, and Therapist profiles can manage events for their assigned facilities. Any user can create a personal event without a facility when they are the event's only member.

  1. Open the relevant member, facility, or patient schedule.
  2. Click New event.
  3. Enter the event title, date, time, and other details.
  4. Select any organization Members involved.
  5. Select one Facility when the event belongs to a facility.
  6. After selecting a facility, select any Patients from that facility.
  7. Choose whether the event should Mark members as busy.
  8. Click Save.

The schedule you start from supplies the relevant member, facility, or patient selection. You can adjust the fields before saving.

Understand event scope​

  • Members can be selected with or without a facility.
  • A facility can be selected without members or patients.
  • Patients appear only after you select a facility, and every selected patient must belong to that facility.
  • You can select multiple patients from the one selected facility. To schedule patients from another facility, create another event.
  • Changing or clearing the facility clears the selected patients.
  • An event must include at least one member or a facility.
  • A personal event must have no facility or patients and must include only you. Adding another member requires Owner or Admin access when the event has no facility.

Mark members as busy affects member and therapist availability in planner workflows. It does not mark selected patients or the facility as busy.