Scheduling And Staff Workflow
Spravato Scheduling And Practice Operations
A Spravato program runs on two things the EHR doesn’t put in one place: where each patient stands on authorization, and how much room 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 wasn’t 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 steps and keeping the tool running.
It handles the administrative side of scheduling. Tebra stays the record, and no clinical decision runs through it.
How The Reporting Connects
-
Existing Reports
An approved export from Tebra supplies the scheduling information.
-
SharePoint Processing
The import checks the file, updates the scheduler’s lists, and sets anything that needs review aside instead of loading it.
-
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 that covered intake handoffs, who does what on staff, reporting and the numbers leadership uses to run the program. A tool like this works once the steps around it are sorted out. Build it first and you’ve automated a mess.
Need A Tool Like This For Your Program?
A scheduler like this one is an Automation Program. We build one workflow, like room scheduling by observation time or authorization and REMS tracking, start to finish in your own systems for $5,000, or 5 monthly payments of $1,000, with 30 days of fixes after go-live. The same approach works for a TMS or ketamine program.
Next Step
What Would Fixing It Cost?
Ongoing Billing, Automation Programs and the Operations Partnership each have a published price and a written scope. Tell us what keeps going wrong, and we’ll point you to the right one.