Scheduling Guests Workflow for Admin and Scheduler User Types

User types this applies to:

• Manager
• Organization Admin
• Scheduler
• Scheduling Facilitator

In this workflow, the "guest" is generally the patient and anyone else who needs to join. Guests do not create accounts or have patient files in the system. They are one-time participants and join sessions from the email link with no password or account setup.

Workflow

1. Staff member schedules the session for the provider and adds the patient as a guest by email
2. Hatch generates notifications to the provider via text and email and notifies the patient via email
3. Provider logs into their account and claims the session on the Sessions List
4. Patient receives a notification immediately after the visit is scheduled as well as 24 hours before and one hour before the session start time
   1. The one-hour reminder contains the link to join the session
      
5. Patient clicks the link and lands on a page to confirm their name and click Join Session
6. Patient and provider each click Start Session to begin seeing and hearing each other
• Each user may be prompted to allow camera and microphone access – allow access

How To Schedule

1. Login
2. Click Organization Management
3. Click View All Organizations (Or view the individual org for which you are scheduling)
1. NOTE: If you handle scheduling for more than one “organization” in Hatch, you will not see Organization Calendar here. Instead, you’ll see the different organizations you schedule for. Click on the one you need to schedule for and then click Manage Schedule on the organization tile that appears. 

1. Hover over Schedule and click Session 
2. Click +Add another guest under the "Add Patients" search bar
   
3. Enter the patient’s preferred contact method, first name, and last name
4. Select whether or not to create a new patient account for the guest
   
5. Search for and select a provider, to Include yourself In the session select "Include Me"
6. Click Next
7. Choose time and date of the session, select whether it is a repeating session
8. Click Next
9. Choose the Organization, Location and Service Type
10. Click Next
11. Confirm that the session details are accurate
12. Click Finish

The session will populate onto the organization's calendar once once you click Finish