How Do I Add A One-Off Visit? – Civica Scheduling

In order to add a one-off visit to a Patient you will first need to:

Click on 'Patients'
Click on 'View All Patients'

From this page you will be able to see a list of all Patients, click on the Patient you want to add the visit(s) to.

On this page you will see in the top right corner:

'Add One-Off Visit'

This is the page you would go to if you wanted to create a one-off visit, this gives the same amount of information as the 'Detailed Care Plan' but is used for visits that you don't want to repeat.

Enterprise only: Visit Team - if you're using the Filter Events by Groups enterprise feature, this will allow you to define which group the visit you're creating should be in. This field will automatically default to a group in the following priority order:

1. Active episode of care's consultant code's group
2. Staff 'Acts as Group' if no group for 1.
3. Patient's group (only if the Patient has one group) and there are no groups present in 1. or 2.
If there are no groups for any of the above, then this field

You will have a section at the top of your page titled "Service". From here, you will need to select the service which will reflect the visit you are adding.

Then you will have a section titled "When". This is where you will enter the from time, and date of the visit, and the until time, and date of the visit you are adding to the system. The checkbox titled "Check this box if this is an all-day Visit" will mark the visit as being untimed.

If you have "Show Times for Visits" switched off in Account Settings and have added a service with a Time Sensitivity or Default Duration, the duration and timing will automatically adjust to the rules applied with that service. You will notice an extra tick box will appear beside the When title. This tick box allows you to "override default duration or time window" if you would like to adjust this outside the rules applied within the service settings.

After that, you will have a section titled "Staff". This is where you will select which staff members you wish to allocate to this event. If you do not select a staff member, the visit will be marked as "Unallocated".

By default, this table will bring up the staff members who are best matched to go to this visit. If there is a specific staff member you wish to allocate, but they're not showing up on this table, they're either not in the same group as the Patient, not available, or currently marked as busy (Perhaps at a different visit at that time). You can click on the "Show Busy", "Show Unavailable", or "Show More". Alternatively, you can use the "Type to search for Staff" to allocate a staff member by name.

At the very bottom of this table, you will have a checkbox titled "Is this Visit a double-up?" Selecting this will mark the visit as a double-up, which will allow you to allocate two staff members, and it will charge the Patient double the amount.

If you have the Financials Package, you will have a section titled "Charges", this will give you the option to select which funder you will be charging for this visit, and which tariff card you will be charging them on.

At the very bottom, you will have a section titled "Additional Settings and Info". This is where you will be able to enter information, or instructions which will appear on the allocated staff members mobile app.

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