How to add a schedule(s) to a Program?

The schedule component of the Program allows you to schedule the interactions (Flows) with your Patients/Members. The schedule refers to the Visit Type property of each enrolled Patient, finds the next upcoming Visit Date/time for that Visit Type and uses that as a reference to schedule these interactions (Flows). Remember in this article, how a Program is setup and associated with a Visit Type.

One Program can have upto ‘n’ schedules. Each schedule has a:

• A timeline WRT to the Visit Datetime for the Visit Type for each Patient enrolled in the Program (For eg: 2 hours before, 1 day after, 3 weeks after, etc).

• An activated flow (or interaction) that needs to be sent based on the above timeline

• Accompanying text that needs to be sent at that time to the Patient

Before you setup a schedule, it is highly recommended you have a mapping of how you want to orchestrate the interactions with your Patients/Members.

To create a schedule, follow these steps. Steps 1-5 are ONLY required if you are not already in the Program, where you want to add a schedule. If you are already viewing the Program record, where you want to add the schedule, jump directly to Step 6.

1. Login to your Videoreach account by going to www.videoreach.run.

2. Once logged in, click on the Program menu item on the top right.

3. Search for the Program record first to ensure you or any other users have not created the record already. You can search by the Program Name. You can also use the status filter to narrow your search.

4. Click on the row with the Program record.

5. You will be taken to the Program details page.

6. Click on the Schedule(s) tab.

7. Scan the list of schedules (if any) to ensure the schedule you want to create hasn’t been already created.

8. If not, click on the Add Schedule button.

9. Now, you need to select how far in advance (before/after) do you want to send the interaction (flow) to the enrolled Patients and/or Members. Remember the before/after refers to the Visit Datetime for the Visit Type for the Program for the Patient. The Visit Type is selected when you create a Program.

10. You can select how many hours/days/weeks before OR after the Visit Datetime for the Visit Type do you want to send out the interaction (flow). You can also select how many days/weeks before the Visit Datetime at a specific time do you want to send the interaction (flow).

11. Next, you select which flow do you want to send. Remember that ONLY activated flows will show up in this list.

12. Next, you can type in the accompanying text that the Patient/Member will receive at the time you picked in steps 8 & 9.

13. Click on Add button.

14. You will see a confirmation message in the top left and will see the Schedule list get refreshed and will see your schedule.

15. You can add more schedules by repeating steps 8-14.

16. That’s it!! 🙂  You have successfully added one or more schedules to the Program.