Some organizations allow staff to create appointments directly from the mobile app. This feature enables you to schedule visits when clients need additional services or when you're coordinating care on the go.

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Who Can Create Appointments

Not all staff have this permission:

• Check with your administrator
• Depends on your role and access level
• May be limited to certain appointment types
• Organization settings vary

If you don't see the option to create appointments, your organization may not have this feature enabled for your role.

When to Create Appointments

Appropriate Situations

• Client requests additional visit
• Makeup for cancelled appointment
• Urgent care need identified
• Coordination with case manager
• Follow-up to address issues

Check First

Before creating:

• Verify you have permission
• Check if it's the right approach
• Consider existing schedule
• Confirm client availability

Creating an Appointment

Step by Step

1. Open the CareCade app
2. Go to Schedule or Clients
3. Tap the + (Add) button
4. Select Create Appointment
5. Fill in the details:
   • Client
   • Date and time
   • Duration
   • Service type
   • Notes/reason
6. Submit the appointment

Required Information

You'll need to provide:

• Client: Who the appointment is for
• Date: When it should occur
• Start Time: What time to begin
• Duration: How long the visit will be
• Service Type: What type of service

Optional Information

You can also add:

• Notes: Special instructions or reason
• Location: If different from usual
• Goals: What to accomplish

Approval Workflow

Auto-Approved Appointments

Some appointments may be automatically approved:

• When no conflicts exist
• Within your normal hours
• Client has available units
• Standard service types

You'll see "Confirmed" status immediately.

Pending Approval

Other appointments need administrator review:

• Outside normal hours
• Overtime involved
• Special circumstances
• New clients
• High-value services

You'll see "Pending Approval" status.

Approval Process

For pending appointments:

1. Request submitted
2. Administrator receives notification
3. They review for:
   • Schedule conflicts
   • Unit availability
   • Budget considerations
   • Coverage needs
4. They approve, modify, or deny
5. You receive notification

After Creating

If Approved

• Appointment appears on your schedule
• Client's schedule updated
• You can proceed as normal
• Units deducted if applicable

If Pending

• Shows as "Pending" in your schedule
• Don't provide services yet
• Wait for approval notification
• May need to follow up

If Denied

• You receive notification with reason
• Appointment not added
• May suggest alternative
• Contact administrator if questions

Editing Your Request

Before Approval

If the appointment is still pending:

1. Open the pending appointment
2. Tap Edit or Modify
3. Make changes
4. Resubmit

After Approval

For approved appointments:

1. Use standard change request process
2. Or contact administrator
3. Changes may need re-approval

Conflict Checking

What the System Checks

Before confirming:

• Your schedule conflicts
• Client's schedule conflicts
• Available service units
• Your working hours
• Required credentials

Handling Conflicts

If conflicts found:

• Warning displayed
• May still be able to submit (for review)
• Choose different time to avoid conflict
• Or explain reason for override

Service Units

What They Are

Service units are allocated to each client:

• Represent authorized service hours
• Budgeted per month/period
• Decremented when services provided
• Must be available for scheduling

Checking Availability

Before creating appointments:

1. View client profile
2. Check remaining units
3. Ensure enough for appointment
4. Or request more units from administrator

If Units Unavailable

• Appointment may be flagged
• Administrator review required
• Client may need more authorization
• Document the need

Best Practices

Before Creating

1. Confirm the need with client
2. Check your schedule availability
3. Verify client has units
4. Know the service type

When Creating

1. Be accurate with times
2. Use correct service type
3. Add helpful notes
4. Submit promptly

After Creating

1. Track approval status
2. Prepare for the visit
3. Keep client informed
4. Follow up if pending too long

Tips for Success

Good Reasons to Document

• "Client requested makeup visit"
• "Follow-up to address medication concern"
• "Case manager approved additional services"
• "Coordination with therapy schedule"

Communication

• Let client know appointment is pending
• Set expectations about approval
• Follow up when confirmed
• Contact office with questions

Timing

• Request well in advance when possible
• Allow time for approval process
• Don't wait until last minute
• Urgent needs may take longer

Common Issues

Can't Create Appointment

Possible causes:

• Permission not enabled
• Outside your working hours
• Client not assigned to you
• System issue

Solution: Contact administrator

Keeps Getting Denied

Consider:

• Is the service type correct?
• Does client have units available?
• Are there schedule conflicts?
• Is there a better approach?

Solution: Talk to administrator about patterns

Long Wait for Approval

Try:

• Check request was submitted
• Contact administrator
• Ensure all info provided
• Be patient during busy times

Related Articles

• Viewing Your Schedule
• Requesting Schedule Changes
• Understanding Your Clients