Admin | Facility Group Scheduling

Canvas understands the importance of accurate provider scheduling. Facility blocks help administrative staff understand when a provider is scheduled for facility-based work and when they are unavailable for direct patient appointments.

Implementation note: For new implementations, provider availability should be managed through the Provider Availability plugin rather than a Canvas-created Google Calendar setup. Some legacy organizations may still use Google Calendar-based facility blocks. If your organization is on a legacy setup, continue following your existing support guidance or contact Canvas Support before changing the workflow.

FAQs

Q: Will facility blocks only appear on specific practice location schedules?

A: As there is no specific practice location associated with the facility block, this block appears across all locations that the provider is associated with.

Q: What happens to a provider's schedule with facility blocks? Will patient appointments be scheduled over facility blocks?

A: Facility blocks are taken into account when Canvas shows provider availability for scheduling appointments.

Q: Will facility blocks automatically create appointments on all patients' charts associated with the facility?

A: No. Facility blocks do not create appointments or visit notes within patient charts. Because multiple patients may be associated with one facility, Canvas lets users create a visit note when they see a patient. Facility blocks help users understand which patients should be seen during a facility visit through priority protocols.

Q: If a provider is no longer able to go to a specific facility visit, what can they do?

A: Update or remove the facility block in the organization's active provider availability workflow. For new implementations, use the Provider Availability plugin. For legacy Google Calendar-based implementations, update the appropriate provider administrative calendar so the Canvas schedule reflects the correct information.

Tips & Tricks

• Confirm whether the organization uses the Provider Availability plugin or a legacy Google Calendar-based workflow before making schedule changes.

• For new implementations, manage facility-related provider blocks in the Provider Availability plugin.

• For legacy Google Calendar-based workflows, the facility name in Canvas must exactly match the title of the calendar event.

• For recurring facility visits, use the recurrence controls available in the organization's active availability workflow.

Step by Step

Creating facility records

Add facilities within your administrative settings

• From the hamburger menu on the top left, select Settings.

• Within the Practice heading, click Facilities, then click ADD FACILITY + in the top-right corner.

• When adding a facility, fill in all required information and any other relevant information:

  • Name (required) - name of facility.

  • Line1 (optional) - facility address line 1.

  • Line2 (optional) - facility address line 2.

  • City (required) - city in which the facility is located.

  • District (optional) - district in which the facility is located.

  • State code (required) - two-digit state code of the facility location.

  • Postal code (required) - postal ZIP code of the facility location.

  • NPI number (optional) - NPI number of the facility.

  • Phone number (optional) - phone number of the facility.

  • Active checkbox - check this so the facility appears on the patient chart and can be used for facility block scheduling.

Add facility blocks to the provider schedule

• Open the organization's active provider availability workflow.

• For new implementations, use the Provider Availability app in Canvas.

• Select the appropriate provider.

• Create the facility block for the date and time of the facility visit.

• If applicable, configure whether the block repeats.

• Save the block.

• Navigate to the schedule view in Canvas and refresh your browser to confirm the facility block appears on the provider's schedule.

Legacy Google Calendar note: If the organization is still on a Google Calendar-based setup, add the facility event to the appropriate provider administrative calendar and title the event with the facility name exactly as it appears in Canvas.

Associating patients to facilities

Within the patient chart, navigate to the Addresses section.

• Add a new address and select Facility.

• Select the appropriate facility from the dropdown menu.

• If the patient has a room number, enter it in the room number field.

• Select Physical and Postal or Only Physical.

• Select Add to confirm adding the facility to the patient chart.

• Navigate back to the schedule view and the first date of the facility block.

• Click the facility calendar block to see a link showing the number of patients associated with the facility.

• Clicking the link directs users to the patient view with the corresponding facility selected as the filter. Users can see patient name, age, sex at birth, date of birth, care team, facility and room number, protocols, and last seen date and reason for visit.

Patients can be added to or removed from this facility list view by adding or removing the facility from the patient chart.