App icon- Scheduling ManagerLock Icon - DS Logon Required

Scheduling Manager

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NOTE: You must be on the VA network in order to launch the app through your internet browser.
Lock Icon - DS Logon Required Apps for Health Care Professionals that display a lock icon require VistA account credentials because they connect to the VA Electronic Health Record (EHR). 

The Scheduling Manager app allows Department of Veterans Affairs (VA) schedulers to receive, schedule and cancel appointment requests sent by patients through VA Online Scheduling (VAOS). With the app, schedulers may also securely send messages to patients who are using VA Online Scheduling. Scheduling Manager is primarily used by schedulers designated by their site as VA Online Scheduling Request Managers. Visit the VA Online Scheduling app page for a list of sites where VAOS is currently available.

Guidance Change for VA Video Connect Scheduling: Schedulers should use Virtual Care Manager rather than Scheduling Manager as the second step in creating a VA Video Connect visit. The first step continues to require the use of the VistA Scheduling GUI to ensure appointments are scheduled in VistA.

Features:

  • Schedule VA and Community Care appointment requests that Veterans submit through VA Online Scheduling
  • Send messages about appointments and scheduling to patients who are using VA Online Scheduling
  • Create VA Video Connect (VVC) appointment links

Scheduling Manager Demo for VA Schedulers

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Highlights

  • Schedule VA Appointments

    View and book VA appointment requests submitted by patients through VA Online Scheduling.

  • Schedule Community Care Appointments

    Confirm Community Care eligibility and schedule Community Care appointments.

  • Cancel VA Appointments

    Cancel a future VA appointment.

  • Resolve Community Care Appointment Requests

    Choose a Resolve or Cancel option for a requested Community Care appointment.

  • Resolve VA Appointment Requests

    Choose a Resolve or Cancel option for a requested VA appointment.

Scheduling Manager is a mobile application (app) that allows U.S. Department of Veterans Affairs (VA) schedulers to receive and book appointment requests sent by patients through the VA Online Scheduling (VAOS) app.
Only VA staff can use the Scheduling Manager app.
An appointment listed in the Veteran Requests tab will have one of five statuses:
  • Booked – An appointment that has been successfully booked within Scheduling Manager.
  • Cancelled – An appointment request that has been cancelled by either the Veteran or VA staff.
  • Submitted – An appointment that the Veteran has requested, but that has not been processed by VA.
  • Resolved – An appointment request that had a prior hold on it that has been resolved.
  • Scheduled in Community – The Veteran’s request for a Community Care appointment has been scheduled. Only available for Community Care appointments.
You can only select a patient by selecting one of their submitted appointment requests in the Veteran Requests tab. If a patient does not have a current request with the status of “Submitted,” you will not be able to view their appointment request information in the Booking tab. After you have selected a Submitted appointment request, you will go to the Booking tab, where the patient whose information you are viewing will be listed in the top left corner of the screen, including name, birthdate, sex and social security number. Tap the folder icon next to the patient’s details for more information.
If a patient has submitted an appointment request but the appointment has not yet been booked, you can process the request using the Scheduling Manager app. Tap the Veteran Requests tab at the bottom of the screen. View the specific Submitted appointment request you would like to book. Tap Process Request. You will be taken to the Booking tab where you will see two tabs at the top of the left pane of your screen: Calendar and Patient. Your screen will default to the Calendar tab. Begin typing a clinic name into the Clinic search bar, and a drop-down list of available clinics will appear. Tap a clinic name. The desired date of appointment will default to the date the Veteran entered in VAOS. This date should only be changed if communication has occurred with the Veteran. To change the Desired Date of Appointment, tap the calendar icon and a pop-up calendar window will appear. Scroll to choose your desired month, date and year, and tap Set to save your desired date. Tap View Availability, and a calendar will appear in the right pane of your screen. Available dates will be highlighted in yellow. You can change how you view availability by tapping the month, week or day tabs. If you are viewing the calendar as monthly or weekly, tap on a date you would like to book. Tap a time frame for the appointment, and a Book Appointment pop-up window will display the patient and appointment details. Select one of the following options for Request Date/Time:
  • Date the appointment was requested for (the date and time frame requested will be displayed)
  • Booked from alternate after contacting patient
  • Booked from alternate
Next, select an Appointment Type and Purpose from the drop-down lists and, if desired, type any optional comments into the Notes box. Tap Book Appointment, and you will go to a confirmation screen that says your appointment has been successfully booked.
From the Veteran Requests tab, select the specific Submitted appointment request to go to the Booking tab. Tap Resolve Request at the bottom of the left pane. A pop-up box will appear with a list of Resolve and Cancel options. Select the appropriate Cancel option from the list, then tap Save to submit the cancellation (or tap Return to exit without cancelling the request). You will go to a screen confirming that the appointment request has been officially cancelled.

NOTE: This process only applies to cancelling a submitted appointment request. It does not apply to future appointments.
To view a patient’s future appointments, you must first have selected a specific Submitted appointment request on the Veteran Requests tab, which will take you to the Booking tab. Tap Patient at the top of the Booking tab, and you will see a list of the patient’s future appointments. Tap the specific future appointment you would like to view, and the clinic and appointment details will appear on the right side of the screen.
To cancel a booked appointment, you must first have selected a specific Submitted appointment request on the Veteran Requests tab. Tap Process Request, which will take you to the Booking tab. Tap Patient at the top of the Booking tab, and you will see a list of the patient’s future appointments. Tap the specific future appointment you would like to cancel, and the clinic and appointment details will appear on the right side of the screen. Tap Cancel Request in the pane on the right that shows the appointment’s details. A Cancel Appointment Request pop-up window will appear. Fill in the requested information about the cancellation and tap Cancel Appointment to confirm.

NOTE: You can also cancel a patient’s future appointment by tapping the magnifying glass icon in the top left corner of the Veteran Requests screen. Search for a patient by last name or Social Security Number. Find the correct patient from the list and tap Select Patient. This will take you to the Booking tab. Once you have reached the Booking tab, follow the same steps listed above to cancel an appointment.
In order to use the Scheduling Manager app, you must:
  • Be a VA employee with access to Veterans Health Information Systems and Technology Architecture (VistA) scheduling.
  • Link your PIV to your local VistA environment and use it to log in.
VA Mobile is an initiative that aims to improve Veterans’ health by providing technologies to expand care beyond the traditional office visit. As part of VA Mobile, VA is releasing a series of secure apps that take advantage of the popularity of wireless technologies to support Veterans, caregivers, and VA care teams.
No. VA created the VA App Store to house all mobile apps that connect to the Computerized Patient Record System (CPRS). By accessing the VA App Store and logging in to a staff app, you can access other staff apps from one location without having to log in to each one individually.
More resources for the Scheduling Manager app can be found on mobile.va.gov/app/scheduling-manager. If you need assistance with the Scheduling Manager app, contact the app training point of contact at your local VA Medical Center or dial (866) 651-3180 to speak with a VA representative. For TTY assistance, dial 711.
Additional information about other available VA apps can be found on mobile.va.gov/appstore as well as mobile.va.gov.

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