Scheduling And Staff Workflow
Spravato Scheduling And Practice Operations
A Spravato program runs on two things the EHR does not put in one place: where each patient stands on authorization, and how much chair time is left. The scheduling staff were tracking both in a spreadsheet. We watched how they actually worked, then built the tool around it.
Build Around The Workflow, Not Over It
The team was not using a spreadsheet because nobody had offered them software. They were using it because scheduling an esketamine patient means knowing the authorization dates, the treatment capacity, and the follow up status at the same moment, and no single screen showed all three. So we sat with that work before deciding what to build.
What The Scheduler Shows
- Treatment capacity laid out the way the staff already schedule it.
- Authorization dates and follow up status next to the appointment work.
- Attention items that surface the next administrative action instead of burying it.
- A reporting connection built on the practice’s existing Tebra reports and SharePoint.
- Written instructions for checking the process and maintaining the tool.
It handles the administrative side of scheduling. Tebra stays the record, and no clinical decision runs through it.
How The Reporting Connects
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Existing Reports
An approved export from Tebra supplies the scheduling information.
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SharePoint Processing
The import checks the file, updates the scheduler’s lists, and sets anything that needs review aside instead of loading it.
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Staff Scheduling View
Staff see capacity, authorization dates, and follow up alongside the schedule. Nothing writes back to Tebra.
A simplified view of the reporting connection developed for this project.
Open the Spravato Scheduler in a fresh authenticated tab. It should show Current, and Last Synced should match the new report after normal processing.
Confirm the schedule loads and open at least one operational page, such as Action Center.
Two steps from the scheduler’s owner guide.
Where The Scheduler Fits
The scheduler came out of a wider operations engagement covering intake handoffs, staff responsibilities, reporting, and the numbers leadership uses to run the program. A tool like this works when the process around it has already been sorted out. Build it first and you have automated a mess.
Need Help With Your Spravato Workflow?
Authorization tracking, scheduling capacity, and staff handoffs are operations work and have their own service. A custom tool or systems connection gets its own written scope.
Next Step
Know What This Would Cost For Your Practice.
Every service has a published price and a written scope. If you are not sure which one fits, ask and you will be pointed at the right one.