Appointment Book TAFDC

The Appointment Book page in the Appointments menu selection on the My Office tab displays scheduled appointments for a selected date. When you access the Appointment Book page, the page defaults to display the current day date. To select a new date to view, click the Calendar icon next to the current day and date at the top of the Appointment Book.

The New button at the bottom of the page can be clicked to access the Schedule Appointment page to schedule new appointments.

The Appointment Book displays the following:

• Start Time and End Time fields
• Status field
• Worker name field
• Client name field
• Appointment Type field
• Rights field describes what rights the user has to Edit or View the schedule

Use the Appointment Book page to:

• Schedule new appointments
• Reschedule appointments
• Cancel appointments
• Keep track of (view) appointments, and
• Print daily appointments

Note: For any automatically scheduled appointments, such as reevaluations, BEACON will check to see if there is an accommodation for an appointment time or type restriction and schedule the appointment for the time and type requested. An appointment will never be automatically scheduled for a client who requires an ASL interpreter or home visit.

Prior to making any appointments, check to see if the client has an ADA accommodation. If the client has an ADA accommodation, check the Accommodation Special Assistance Disposition page to determine the accommodation remedies. If at least one of the remedies is:

• Appointment Day/Time Restrictions
• Auxiliary Aid – ASL Interpreters (on-site and remote)
• Auxiliary Aid - CART
• Auxiliary Aid – CDI/ASL
• Working with DTA: 
  • No in-office appointments - home visit (CAC Only)

Make sure the appointment complies with the accommodation remedy. For instance, the appointment must be within the date and time stated in the accommodation remedy.

If you try to schedule an appointment that is not within the date and time stated in the remedy, or not in the appropriate location, a popup message will state “The appointment time and/or day preference does not match the ADA accommodation remedy for an appointment day/time restriction. The appointment time restriction is {time}. The accommodation day restriction is {day}.” Different combinations of times and days may occur.

If you try to schedule an appointment where an ASL interpreter is required, a popup message will state “An appointment cannot be scheduled until arrangements are made for an ASL interpreter. Please make arrangements for the interview before completing the appointment letter.”

If you try to schedule an appointment where a home visit is required, a popup message will state “An appointment cannot be scheduled until arrangements are made for a home visit. Please make arrangements for the interview before completing the appointment letter.”

If the client has both the assistance of an ASL interpreter and home visit as remedies, popup messages will be displayed for each.

To schedule appointments from the Appointment Book page:

1. click the New button on the bottom of the page. The Schedule Appointment popup page will appear
2. select Client from the drop-down box
3. click the popup icon next to the Client field and search for the client by entering the client’s SSN or the Last and First names
4. click Search
5. select the client from the Client Search result list. The Client and SSN fields will populate on the Appointment tab on the Schedule Appointment page
6. click the Worker popup icon and search for and select the case manager’s name
7. Appointment location will populate with your current location
8. if you want to schedule the appointment at a different location, click the Appointment location popup icon and select the TAO or other location where the appointment will be scheduled
9. for the Additional free form narrative field, you can enter any notes about the appointment. If you enter free-form text, click the Spellcheck icon next to the Additional free form narrative field to check spelling
10. select the type of appointment being scheduled from the Type drop-down box
11. enter the date of the appointment in the Start field. The Start field defaults to the current date
12. enter the time of the appointment in the Start time field
13. enter the time the appointment will end in the End time field
14. select the Local or Central print location from the Printing location drop-down box

    1. Note: If Central is selected for the Printing location, the appointment letter will be printed centrally and automatically mailed to the client. A Notice Preview is not displayed for you to view when an appointment letter is printed centrally.

15. click the Save button. The Notice Preview popup page will appear with the appointment letter
16. select English or Spanish for the appointment letter language from the Language drop-down box at the top of the Notice Preview popup page.
17. click the Print button to print the appointment letter, and
18. if Local is selected, mail the appointment letter to the client. If Central is selected, the appointment letter will be mailed automatically
19. When scheduling an appointment if you enter a date that is a holiday or other non-working day the following message displays: “The date you entered is not a working day.  Would you like to change it to another day?” Click Yes, and enter another date.

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