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Scheduling Manager

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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 Appointments

    Schedule, view and cancel VA appointments submitted by patients through VA Online Scheduling.

  • Schedule Community Care Appointments

    Confirm community care eligibility, and schedule community care appointments.

  • Schedule a Video Visit

    Schedule video visit appointments Veterans have requested through VA Online Scheduling.

  • Exchange Messages with Patients

    Exchange secure messages with Veterans who are using the VAOS App about their appointment requests.

If you are a U.S. Department of Veterans Affairs (VA) scheduler, the Scheduling Manager mobile application (app) allows you to receive and book appointment requests sent by patients through the VA Online Scheduling (VAOS) App, and securely send messages to patients who are using the VAOS App. Note: The Scheduling Manger App is intended to be used as part of a field test of the VAOS App; it will not be used for national release.
Only VA staff can use the Scheduling Manager App.
An appointment listed in the Veteran Requests tab will have one of four statuses:
  • Booked (an appointment that has been successfully booked and confirmed);
  • Not Booked (an appointment that could not be booked because the scheduler was unable to meet the Veteran’s request);
  • Cancelled (an appointment that has been cancelled);
  • Submitted (an appointment that a Veteran has requested, but that has not been processed by VA)
When you are viewing Veteran Requests tab, you will see a list of all appointment requests from Veterans. Tap the specific message you would like to view, and any messages to and from the patient will appear in the right pane of your screen. The messages will appear in comment bubbles alternating From Veteran and From Staff and will show the date and time of the message. To send a message, type your comments in the Message to Veteran box. Tap Send. NOTE: You are limited to 100 characters and a conversation is limited to four exchanges.
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 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 you are viewing will be listed in the upper left corner of your 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 Request tab at the bottom of the screen. View the specific Submitted appointment request you would like to book. Tap the Process Request button. 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 type of clinic into the Clinic search bar, and a drop-down list of available clinics will appear. Tap a type of clinic and tap the calendar icon next under the Desired Date of Appointment, 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 next to the month. 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 appear. You will see the patient and appointment details, indicate the Purpose and Appointment Type, and if desired, type any comments into the Notes box. Tap Book Appointment, and you will go to a confirmation screen that says your appointment is successfully booked.
From the Veteran Requests tab, select the specific Submitted appointment request to go to the Booking tab, where your screen will default to the Calendar view. Tap the Cancel Request button in the left pane underneath the appointment request details and a Cancel Appointment Request pop-up window will appear. Tap either Veteran Request or Clinic to indicate who is cancelling the request and 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 cancels the request only. Scheduled Appointments must be cancelled through the Future Appointment list under the Booking tab.
To view a patient’s future appointments, you must first have selected a specific Submitted appointment request on the Veterans 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 in the right pane of the screen.
To cancel a booked appointment, you must first have selected a specific Submitted appointment request on the Veterans 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 cancel and the clinic and appointment details will appear in the right pane of the screen. Tap the Cancel Request button in the right pane with 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 only see a patient’s appointment information when you have selected one of the patient’s 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 or cancel future appointments.
Users of Scheduling Manager must have the appropriate secondary menu options in their VistA profile as well as any local scheduling keys. They will also have their PIV card linked to their VistA account to use Scheduling Manager.
VA Mobile Health is a program to improve Veterans’ health by providing technologies to expand care beyond the traditional office visit. As part of VA Mobile Health, 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 Launchpad to house all mobile apps that connect to the Computerized Patient Record System (CPRS). By signing in to the VA Launchpad once, you can access multiple apps from one location – without having to log in to each one individually
A Quick Start Guide, Slideshow and User Manual for the Scheduling Manager App can be found on mobile.va.gov/appstore, and search for the app to access the resources. If you need assistance with the Scheduling Manager App, contact the app training point of contact at your local VA Medical Center or dial 1-844-482-6624 to speak with a VA representative. The Help Desk is open Monday through Saturday from 7 a.m. to 7 p.m. CT. 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 in the VA Mobile Apps General FAQs.

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If you have technical trouble using this app, please contact the VA Mobile Health Help Desk for Veterans at (877) 470-5947 and VA Care Teams at (844) 482-6624, Monday through Friday 7 a.m. - 7 p. m. CT for TTY assistance, dial 711.

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Help Desk
VA Care Teams: 844-482-6624
Veterans: 877-470-5947
Weekdays 7:00 a.m. to 7:00 p.m. CT
Saturdays 7:00 a.m. to 7:00 p.m. CT

Correspondence Address
VA Mobile Health
VHA Office of Connected Care (10P8), 375AA
U.S. Department of Veterans Affairs
810 Vermont Avenue, NW
Washington, DC 20420

Veterans
  • (877) 470-5947 (Weekdays 7am - 7pm CT and Saturdays 7am - 7pm CT)
VA Providers