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Avatar Appointment Scheduling 2022 Update 27

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Product Requirements / Recommendations

Avatar Appointment Scheduling required
Avatar PM required
RADplus required
Avatar Cal-PM

Recommended Update Level

Avatar PM 2022 Update 138
RADplus 2022 Update 121
Avatar Appointment Scheduling 2022 Update 21
Avatar CareFabric 2023 Update 5

Additional Requirements

RADplus 2022 Update 121
Avatar PM 2022 Update 138

Product Update Form Description

The following changes are made: 1) The new field 'Available Tasks' is added to the 'Scheduling Calendar - Appointment Details' form. Please note: Avatar PM 2022 Update #138 (or equivalent) is needed to use the new functionality. 2) An issue is prevented that could cause the Client Merge process to fail for clients with appointments linked via Service Documentation to CWS modeled forms. 3) An issue is resolved where the 'Duration' and 'End Time' field values are not removed from zero duration appointments when the registry setting 'Allow Zero Duration Appointments' is disabled.

Included Updates

3, 4, 6, 9, 12, 14, 15, 18, 19, 20, 21, 24

Required Updates

None

Details
NEW1 CHANGED0 FIXED2
New (1)
'Scheduling Calendar' - 'Appointment Details' form
The 'Available Tasks' field is added to the 'Scheduling Calendar' - 'Appointment Details' form in order to provide further support for Mobile CareGiver+ integration.
Value Added: Support for Mobile CareGiver+
Topics
• Add New Appointment • CareFabric Monitor • Delete Appointment • Scheduling Calendar • Web Services
 
Fixed (2)
'Client Merge' process
Ensure the 'Client Merge' process completes when clients have existing appointments that are linked via Service Documentation to CWS modeled forms.
Topics
• Client Merge • Scheduling Calendar
 
The 'Allow Zero Duration Appointments' registry setting
Ensure the 'Duration' and 'End Time' field values are removed from zero duration appointments when the 'Allow Zero Duration Appointments' registry setting is disabled.
Topics
• Add New Appointment • Registry Settings
 
Acceptance Tests
AV-82234 Summary | Details
'Scheduling Calendar' - 'Appointment Details' form
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Scheduling Calendar
  • SOAPUI - AddAppointment
Scenario 1: Mobile Caregiver+ - Add/Edit/Delete an appointment with tasks
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • Dictionary values must be defined for the 'Other Tabled Files' - '(424) Available Electronic Visit Verification Tasks' Data Element in 'Dictionary Update (PM)'.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A).
  • A client is enrolled in "Program A" (Client A).
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Right click and click [Add Appointment].
  3. Select "Service Code A" in the 'Service Code' field.
  4. Select "Client A" in the 'Client ID' field.
  5. Validate the 'Available Tasks' field is displayed and enabled. This field will only be enabled when an EVV service code is selected in the 'Service Codes' field.
  6. Select the desired value in the 'Available Tasks' field. Please note: if the selected service code has task(s) selected in the 'Available Electronic Visit Verification Tasks' field in the 'Service Codes' form, they will auto-populate here but can still be edited.
  7. Click [Submit].
  8. Validate the newly added appointment for "Client A" is displayed.
  9. Access Crystal Reports or other SQL Reporting tool.
  10. Create a report using the 'SYSTEM.appointment_evv_task' SQL table.
  11. Validate a row is displayed for the appointment for "Client A".
  12. Validate the 'evv_task_code' field contains the code associated to the task selected.
  13. Validate the 'evv_task_value' field contains the value associated to the task selected.
  14. Navigate back to the 'Scheduling Calendar' form.
  15. Right click on the appointment for "Client A" and click [Details/Edit].
  16. De-select the previously selected value in the 'Available Tasks' field.
  17. Select any new value in the 'Available Tasks' field.
  18. Click [Submit].
  19. Access Crystal Reports or other SQL Reporting tool.
  20. Refresh the report using the 'SYSTEM.appointment_evv_task' SQL table.
  21. Validate the 'evv_task_code' field contains the code associated to the new task selected.
  22. Validate the 'evv_task_value' field contains the value associated to the new task selected.
  23. Create a report using the 'SYSTEM.appointment_evv_task_audit' SQL table.
  24. Validate a row is displayed for the appointment for "Client A".
  25. Validate the 'evv_task_code' field contains the code associated to the previous task selected.
  26. Validate the 'evv_task_value' field contains the value associated to the previous task selected.
  27. Navigate back to the 'Scheduling Calendar' form.
  28. Right click on the appointment for "Client A" and click [Delete].
  29. Validate a message is displayed stating: Are you sure?
  30. Click [Yes].
  31. Validate the appointment for "Client A" is no longer displayed.
  32. Click [Dismiss].
  33. Access Crystal Reports or other SQL Reporting tool.
  34. Refresh the report using the 'SYSTEM.appointment_evv_task' SQL table.
  35. Validate a row is no longer displayed since the appointment has been deleted.
  36. Refresh the report using the 'SYSTEM.appointment_evv_task_audit' SQL table.
  37. Validate a new row is displayed for the deleted appointment for "Client A".
  38. Validate the 'evv_task_code' field contains the code associated to the task selected when the appointment was deleted.
  39. Validate the 'evv_task_value' field contains the value associated to the task selected when the appointment was deleted.
  40. Create a report using the 'SYSTEM.appointment_evv_task_deleted' SQL table.
  41. Validate a row is displayed for the deleted appointment for "Client A".
  42. Validate the 'evv_task_code' field contains the code associated to the task selected when the appointment was deleted.
  43. Validate the 'evv_task_value' field contains the value associated to the task selected when the appointment was deleted.
  44. Close the reports.
Scenario 2: 'AppointmentScheduling' - 'AddAppointment' web service - Individual Client Appointment
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • Dictionary values must be defined for the 'Other Tabled Files' - '(424) Available Electronic Visit Verification Tasks' Data Element in 'Dictionary Update (PM)'.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A).
  • A client is enrolled in "Program A" (Client A).
Steps
  1. Access SOAPUI for the 'AppointmentScheduling' - 'AddAppointment' web service.
  2. Enter the system code that will be used to log on in the 'SystemCode' field.
  3. Enter the username that will be used to log on in the 'UserName' field.
  4. Enter the password for the user logging on in the 'Password' field.
  5. Enter the desired date in the 'ApptDate' field.
  6. Enter the desired time in the 'ApptEndTime' field.
  7. Enter the desired time in the 'ApptStartTime' field.
  8. Enter "Client A" in the 'ClientID' field.
  9. Enter "1" in the 'Episode' field.
  10. Enter "Program A" in the 'Program' field.
  11. Enter "Service Code A" in the 'ServiceCode' field.
  12. Enter the desired site in the 'Site' field.
  13. Enter the desired task code(s) separated by + in the 'EVVAvailableTasks' field (ex. 1+2+3).
  14. Enter the desired staff member in the 'StaffID' field.
  15. Click [Run].
  16. Validate the 'Confirmation' field contains a Unique ID (ex. Unique ID: NOT65244.001).
  17. Validate the 'Message' field contains: Appointment Scheduling web service has been filed successfully.
  18. Access the 'Scheduling Calendar' form.
  19. Validate the appointment added in the previous steps is displayed.
  20. Right click the appointment and click [Details/Edit].
  21. Validate all appointment details are displayed as filed.
  22. Validate the 'Available Tasks' field contains the task code(s) filed in the previous steps.
  23. Close the form.
Topics
• Add New Appointment • Scheduling Calendar • Web Services
AV-83496 Summary | Details
'Client Merge' process
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Admission
  • Service Documentation Form
Scenario 1: Validate 'Client Merge' for clients with appointments linked via Service Documentation to CWS modeled forms
Specific Setup:
  • A client is enrolled in an existing episode (Client A).
  • A second client is enrolled in an existing episode and has the same name as "Client A" (Client B).
  • A CWS modeled form configured for service documentation must be defined with a 'Draft/Final' field (Service Documentation Form).
  • The 'Attach Selected Appointment To Service Documentation On Draft' registry setting is set to "1" or "2".
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Right click in any available time slot and click [Add Appointment].
  3. Select "Client A" in the 'Client' field.
  4. Populate any other required and desired fields.
  5. Click [Submit].
  6. Validate the appointment for "Client A" is displayed.
  7. Click [Dismiss].
  8. Select "Client A" and access the "Service Documentation Form".
  9. File an existing appointment note for the appointment filed in the previous steps.
  10. Select "Draft" in the 'Draft/Final' field.
  11. Click [Submit].
  12. Access the 'Client Merge' form.
  13. Select "Client A" in the 'Source Client' field.
  14. Select "Client B" in the 'Target Client' field.
  15. Select "Yes" in the 'Merge All Client Data Through Single Filing' field.
  16. Select "Yes" in the 'Create New Episode On Merge' field.
  17. Click [File].
  18. Validate a message is displayed stating: Do you wish to continue with the indicated action?
  19. Click [Yes].
  20. Validate a message is displayed stating: All information has been merged into the target client and the source client has been deleted from the system.
  21. Click [OK] and close the form.
  22. Select "Client B" and access the 'Service Documentation Form'.
  23. Select the new episode created on merge.
  24. Validate the note filed in the previous steps is displayed in the Pre-Display.
  25. Click [Edit].
  26. Validate all previously filed data is displayed.
  27. Close the form.
Topics
• Client Merge • Scheduling Calendar
AV-85468 Summary | Details
The 'Allow Zero Duration Appointments' registry setting
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Registry Settings (PM)
Scenario 1: Validate the 'Allow Zero Duration Appointments' registry setting
Specific Setup:
  • Three clients are enrolled in existing episodes (Client A, Client B, and Client C).
Steps
  1. Access the 'Registry Settings' form.
  2. Enter "Allow Zero Duration Appointments" in the 'Limit Registry Settings to the Following Search Criteria' field.
  3. Click [View Registry Settings].
  4. Validate the 'Registry Setting' field contains "Avatar PM->Scheduling->Appointment->->->Allow Zero Duration Appointments".
  5. Validate the 'Registry Setting Details' field contains "When set to 'Y', the scheduling calendar will allow appointments to be created with a duration of zero. Select 'N' to disable the functionality. Note: Zero duration appointments still count as scheduled time, affect overbooking and which time slots are shown as available".
  6. Validate the 'Registry Setting Value' default value is "N".
  7. Enter "Y" in the 'Registry Setting Value' field.
  8. Click [Submit] and close the form.
  9. Access the 'Scheduling Calendar' form.
  10. Right click in any available time slot and click [Add Appointment].
  11. Validate the 'Appointment Start Time' field contains the time slot selected.
  12. Enter "0" in the 'Duration' field.
  13. Validate the 'Appointment End Time' field contains the same time as the 'Appointment Start Time' field.
  14. Select "Client A" in the 'Client' field.
  15. Populate any other required and desired fields.
  16. Click [Submit].
  17. Validate the zero duration appointment is displayed in the grid.
  18. Validate the ability to check in/check out the appointment.
  19. Right click in any available time slot and click [Add Appointment].
  20. Validate the 'Appointment Start Time' field contains the time slot selected.
  21. Enter the same time as the 'Appointment Start Time' in the 'Appointment End Time' field.
  22. Validate the 'Duration' field contains "0".
  23. Select "Client B" in the 'Client' field.
  24. Populate any other required and desired fields.
  25. Click [Submit].
  26. Validate the zero duration appointment is displayed in the grid.
  27. Click [Dismiss].
  28. Access the 'Registry Settings' form.
  29. Enter "Allow Zero Duration Appointments" in the 'Limit Registry Settings to the Following Search Criteria' field.
  30. Click [View Registry Settings].
  31. Validate the 'Registry Setting' field contains "Avatar PM->Scheduling->Appointment->->->Allow Zero Duration Appointments".
  32. Validate the 'Registry Setting Details' field contains "When set to 'Y', the scheduling calendar will allow appointments to be created with a duration of zero. Select 'N' to disable the functionality. Note: Zero duration appointments still count as scheduled time, affect overbooking and which time slots are shown as available".
  33. Enter "N" in the 'Registry Setting Value' field.
  34. Click [Submit] and close the form.
  35. Access the 'Scheduling Calendar' form.
  36. Right click on the appointment for "Client B" and click [Details/Edit].
  37. Validate the 'Appointment Start Time' contains the appointment start time.
  38. Validate the 'Appointment End Time' and 'Duration' fields are now blank because the 'Allow Zero Duration Appointments' registry setting is now disabled and scheduling of zero duration appointments is no longer allowed.
  39. Close the form.
  40. Right click on the appointment for "Client B" and click [Reschedule].
  41. Right click in any new time slot and click [Paste Appointment].
  42. Validate an error message is displayed stating: "The 'Allow Zero Duration Appointments' registry setting must be enabled to reschedule a zero duration appointment".
  43. Click [OK].
  44. Drag and drop the appointment to a new time slot.
  45. Validate an error message is displayed stating: "The 'Allow Zero Duration Appointments' registry setting must be enabled to reschedule a zero duration appointment".
  46. Click [OK].
  47. Right click on the appointment for "Client B" and click [Copy].
  48. Right click in any new time slot and click [Paste Appointment].
  49. Validate an error message is displayed stating: "Cannot create a zero duration appointment".
  50. Click [OK].
  51. Right click on the appointment for "Client B" and click [Overbook].
  52. Validate the 'Appointment Start Time' contains the appointment start time for the appointment being overbooked.
  53. Validate the 'Appointment End Time' and 'Duration' fields are now blank because the 'Allow Zero Duration Appointments' registry setting is now disabled and scheduling of zero duration appointments is no longer allowed.
  54. Close the form.
  55. Validate the ability to check in/check out the appointment for "Client B". Please note: check in/check out will be allowed for any existing zero duration appointments but we will prevent scheduling new ones/updating existing ones.
  56. Right click in any available time slot and click [Add Appointment].
  57. Enter "0" in the 'Duration' field.
  58. Validate a message is displayed stating: "Duration must be greater than zero".
  59. Enter an 'Appointment End Time' that is equal to the 'Appointment Start Time'.
  60. Validate a message is displayed stating: "Start Time must be prior to End Time".
  61. Enter a duration greater than zero in the 'Duration' field.
  62. Validate the 'Appointment End Time' field updates accordingly.
  63. Select "Client C" in the 'Client' field.
  64. Populate all other required and desired fields.
  65. Click [Submit].
  66. Validate the new appointment is displayed in the grid.
  67. Click [Dismiss].
Topics
• Add New Appointment • Registry Settings
Table Changes
Table Column Change
SYSTEM.appointment_evv_task ApptData added
SYSTEM.appointment_evv_task FACILITY added
SYSTEM.appointment_evv_task evv_task_code added
SYSTEM.appointment_evv_task evv_task_value added
SYSTEM.appointment_evv_task_audit ApptData added
SYSTEM.appointment_evv_task_audit FACILITY added
SYSTEM.appointment_evv_task_audit evv_task_code added
SYSTEM.appointment_evv_task_audit evv_task_value added
SYSTEM.appointment_evv_task_deleted ApptData added
SYSTEM.appointment_evv_task_deleted FACILITY added
SYSTEM.appointment_evv_task_deleted evv_task_code added
SYSTEM.appointment_evv_task_deleted evv_task_value added