Schedule Appointment Page TAFDC

The Schedule Appointment page is used to schedule/reschedule, update, view, track, cancel or print appointments for an applicant or client.

When the applicant or client is known to BEACON, the Schedule Appointment page can be accessed by performing a Client Search from the Home page and clicking on the Schedule Appointment icon on the Client Search results list toolbar for the selected client. 

You can also access the Schedule Appointment page and schedule appointments through the Calendar page or the Appointment Book page in the Appointments menu selection on the My Office tab of the Home page. 

When you select an appointment type on the Schedule Appointment page, the appropriate appointment letter is automatically generated. 

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 American Sign Language (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.

The following appointment types can be scheduled:

• Assessment
• Reassessment
• Cont Assessment (continuation of previous assessment interview)
• Cont Reassessment (continuation of previous reassessment interview)
• Ext. Appt. In-Office (extension of the TAFDC State 24-month clock)
• Ext. Appt. Telephone (extension of the TAFDC State 24-month clock)
• Application In-Office: FS
• Application Telephone: FS
• Case Maint. In-Office: Any Program
• Case Maint. Telephone: Any Program
• EBT Photo Card
• Pathways Assessment
• Reevaluation In-Office: FS
• Reevaluation In-Office: TAFDC
• Reevaluation Telephone: FS
• Reevaluation Telephone: TAFDC
• TAFDC Orientation
• Vendor Payment – Rent
• Vendor Payment – Utility

Example 1Example 1When you select Assessment, a Schedule Appointment Notice letter is generated notifying the client the reason for the appointment is to “assess your skills and needs for the Employment Services Program” for the TAFDC program

Example 2Example 2When you select Reevaluation In-Office: TAFDC, an Appointment for TAFDC Reevaluation letter is generated notifying the client that their eligibility for the TAFDC program is being reviewed. 

To schedule an appointment:

1. click Client Search on the My Office tab of the Home page
2. enter the client’s information
3. click Search to search for the client
4. select the client from the Client Search results list
5. click the Schedule Appointment icon (it looks like a calendar page) on the tool bar of the Client Search results list. The Schedule Appointment page opens and is populated with the selected client’s name, SSN, Worker and Appointment location fields. You may change these fields by clicking on the icons next to each field and selecting the particular information needed for the appointment
6. if you wish, enter a note about the appointment in the Additional free form narrative field. Be sure to click the Spellcheck icon next to the Additional free form narrative field to check your spelling See Appointments Overview for guidance on adding free-form text
7. select the purpose of appointment scheduled from the Type drop-down box, for example, Assessment or Reassessment
8. Scheduled is prepopulated in the Status drop-down box
9. enter the date of the appointment in the Start field (The Start field defaults to the current date and therefore must be changed)
10. enter the time of the appointment in the Start time field
11. enter the time the appointment will end in the End time field (This field is optional for your use. The appointment end time will not appear on the appointment letter)
12. 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.

13. click the Save button. The Notice Preview pop-up page will appear with the appointment letter
14. select English or Spanish for the appointment letter language from the Language drop-down box at the top of the Notice Preview popup page.
15. click the Print button to print the appointment letter, and
16. if Local is selected, mail the appointment letter to the client. If Central is selected, the appointment letter will be mailed automatically

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.

Once you have scheduled and printed the appointment letter, on the Schedule Appointment page, you may click the Clear button to clear all the fields previously entered, and enter data for a new appointment, if desired.

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