Use Schedule Calendar

This article explains how to use the Schedule screen in Barnestorm from Employee Activity >Schedule Calendar.

The first thing that you will notice is the 7 tabs at the top of screen.  These tabs allow you to view your schedule in different views.  Before we get into the tabs, lets briefly go over the settings:

Top Menu

From each view of the calendar the main menu will show up to select specific information. 

The forward and back arrow will scroll through the day, week or months.  The Print Schedule will allow you to print the information on the screen; either in a calendar view or a text view.  You can view one employee or one patient’s schedule at a time. 

Show Unassigned Items will only pull up patients that do not have an employee assigned to a scheduled visit.  Show Cert will only work from the when you have the patient bullet selected, with a chart number entered.  When you check the Show Cert bullet the most recent or current episode dates will appear at the top.  You can view the scheduled entries for different cert periods.  This will also show the five day window at the end of the episode in red; for 485 and OASIS data collection. 

Schedule Entry

This tab displays a grid of scheduled appointments.  Any scheduled item can be clicked which will invoke the Add/Edit Schedule (more on this later).  

Filtering the grid:

You can select to show one day, a week, a month or a custom time frame of schedules to show.  You can show just one employee, one patient or all scheduled items for the date frame you select.  You can use the forward and back arrow buttons to scroll through different days/weeks/months.


The filter icon lets you apply a filter on any item within the grid. You can click the filter icon to apply a filter to any of the columns that you have displayed.  For example, you may want to only see scheduled items with a visit status code of 020.  To do this, click the filter icon.  In the drop down that is displayed, you would click 020 to apply the filter.

To remove a filter that you have applied, you would click the Filter icon and then click the (All) option.  There are also several other options for applying filters including a Custom Filter.  

Day View, Week View and Month View

The appointments displayed in the calendar will be displayed like this:

Non-patient based appointments are identified by a thumbtack.  

SOC, Recert and Supe visits will have a special icon located to the right of the patient's name. The SOC will show a plus sign with a patient, Recert shows a 485 sign, and the Supe visit shows an image of two people. 

Appointments can be moved to different days or different parts of the day by clicking and dragging the appointments.  Appointments can also be resized, meaning that that start and end time of the appointment will be adjusted.  To adjust the appointment, click it once, then mouse over the white box at either the top or bottom and resize the appointment to the desired height.  Appointments are automatically saved when you move or resize them, so there is no need to hit a save button.

To add an appointment, ideally you will find the spot on the calendar that you would like the appointment to appear and mouse over an empty spot for 1 second.  The Click to Add indicator will appear.  Clicking this option will invoke the Schedule Editor which can be used to create an appointment.  To edit an existing appointment, click it once to select it,then click it again to invoke the Schedule Editor.

Entries that are green have had the assessment started from the schedule.  Entries that are gray have not been started yet. 

To remove an entry, right click on the schedule and click on Remove.  Important Note: if an assessment was started from the schedule entry then removing the schedule can result in removal of the assessment, as well.  When you remove the schedule a warning message will pop up asking if you want to also remove the Visit/Assessment. 

Only employees with the correct employee security will be able to add/edit schedules for employees other than themselves.  In this example, the employee does not have sufficient permissions to change the employee on the schedule, so, it is disabled.  When adding or editing a visit, the time slot on the calendar that is clicked will be the filled in automatically for you, or you can change it once you are in the schedule editor.  Add as much or little information as you wish,the only requirement for Patient related appointments is a patient.  The only requirement for Non-Patient related appointments is a subject.

Comments are a way to attach snippets of text to a scheduled visit, for example, "Dog is in the yard, be careful".  These comments will appear below the appointment items on the schedule (if it is large enough to see it), on the tool tip that is displayed when you mouse over the appointment item and in the notes section when the calendar is printed.

Enter or tab can be used to navigate through the items on the screen (except for Comments, have to tab out of that one).  Instead of searching for a description by typing, you can press the down arrow key to pull up a list associated with the field you are in - this will work in the employee, patient, program/payer, job code and visit status fields. If Default to Save and Close is checked then, then the last item in the tab sequence will be the Save and Close button.  Clicking this button will Save the appointment and close the Schedule Editor box.  If unchecked, the last stop in the tab sequence will be the Save button.Clicking this button will save the appointment on the screen and prepare for anew one.  This is useful if you have several schedule items that you would like to enter.  Clicking Remove Appointment will remove the selected appointment.  Clicking Set Reminder will set a reminder within the system which will pop up and give you a reminder of your scheduled appointment.  The default Reminder time is 15 minutes and can beset in the Schedule Settings.  Clicking the Recurrence button will allow you to copy the selected visit to a selected recurrence.  This dialog is similar to the one used in Microsoft Outlook and behaves the same.


To use the directions/map feature, first click a visit on the day view, week view or month view calendar.  Then click the Directions/Map tab. It will calculate the directions from the first visit, to the next, etc., on until the last visit.  This can be used to optimize the trips in between patients.

*Note: You will need an internet connection for this feature. 

Case Load

Use this feature to compare the scheduled visit load for each employee during a one week period.  Click on the Case Load tab and then use the left and right arrow to select which week you want to view.    

Use filters to to select specific program or revenue codes.  You can also select the visit count or the number of hours per employee.

Chart for number of visits


The Settings are a group of options that allow you to configure many things on the schedule screen.  A lot of the settings will be saved for each user and loaded up each time the user returns.  For example, if a user prefers to enter time in military time instead of standard, the user can check the Military checkbox and that setting will be saved for future visits to the schedule screen.