FV Transport Scheduler- SCHEDULER

We have a new product that can be provided to hospitals in order to schedule transports. Below are instructions and features.

** A license is required for access to the FVTransport Scheduler. Please contact us for pricing or a demo if you are interested.**

 Instructions

Logging In

To log in go to https://YOURFVSERVERHOST/fvtransportscheduler/login where "YOURFVSERVERHOST" is replaced with your FV server host that can be found in the CAD Settings >Server that hosts FVServer.

If your server is running locally, you can use: https://localhost:26001/fvtransportscheduler/login.

Enter the username and password of the user set up within the CAD Web Portal section. Click Log In.

After logging in you will see the screen below. Here, you can ‘Log out’ or create a ‘New Transport’. NOTE: Closing the browser tab will also log out the user.

Creating a New Transport

Users will be presented with a form to fill out:

If the user tries to submit the form without the required information, the required field will be outlined in red, and the user will be presented with directions to complete the missing information:

NOTE: Tabbing is sensible throughout the form and the user can complete the form with the keyboard if they do not want to use the mouse.

When a new transport is successfully submitted from the FVTransport Scheduler, it is submitted in the CAD and a patient and/or ticket is created based on the setting mentioned above.

A notification will appear in the CAD when a new ticket is created.

FVTransport Scheduler actions are recorded in the History tab in the CAD.

The FVTransport Scheduler will populate the 911 call time field on the request ticket in the CAD.

 

Will Call, Round Trip, One Way

Selecting Will Call in FVTransport Scheduler creates a will call date time field and will populate on the patient leg form section of the transportation tab in the CAD. Creating a request from a Will Call patient ticket will create a scheduled request. NOTE: Will call times created in FVTransport Scheduler may not be created in the past.

Selecting a Confirmed Status in the FVTransport Scheduler creates a discharge date time field OR an Appointment date time field (depending on the Patient Transport Type selected) and will populate on the patient leg form section of the transportation tab in the CAD.

• Scheduled Dropoff Time (appointment time in the FVTransport Scheduler): this time will populate in the waypoint dialog as the scheduled arrival time at the corresponding patient drop off waypoint

• Scheduled Pickup Time (discharge time OR return leg pick up time in the FVTransport Scheduler): this time will populate in the waypoint dialog as the scheduled arrival time at the corresponding patient pick up waypoint.

NOTE: The Discharge and Appointment time and date can be picked from a calendar, as seen below. Note: these times may not be in the past.

The times (appointment or discharge) will be sent to the CAD, and will be displayed both in the transportation tab and the request scheduling tab (if/when a request is created). If the scheduled time is changed in either place, they will remain in sync with each other ONLY when the scheduled time originated from the patient ticket.

NOTE: In the CAD, when you change the scheduled time on the leg form it will change the corresponding scheduled times in the waypoint dialog.

NOTE: In the CAD, changing the scheduled times in the waypoint dialog will not change the scheduled time on the patient leg form.

NOTE: In the CAD, if multiple legs exist on a single request and have conflicting drop off and pick up times (due to an appointment time + appointment length) e.g. A patient is set to be dropped off at 1200(leg one drop off time) and has an appointment length of 2 hours and needs to be picked up at 1400(leg two pick up time), the first leg time will be displayed in the waypoint dialog scheduled arrival time. And Appointment length will populate the time on ground value on the associated waypoint.

Transportation Modes

A transportation mode is a required field when creating a new FVTransport Scheduler request (Transportation modes can be set up within the CAD Settings):

Requesting and Receiving

Requesting may be a Hospital or Common Place for which the user is associated with in their Web Portal User setup.

Receiving may be a Hospital, Common Place, or Other and is not restricted to the defined user list but may be any location.

The Requesting and Receiving Facility fields for Hospital and Common Place types may be filtered by City and State.

If the user selects Other, they will be presented with the following fields.

 

Transportation Status Board

When first logging into the FVTransport Scheduler, user will see the Transportation Status Board, or after submitting a new transport request they will be directed back to the status board.

Status Board Columns:

• Name: Patients name (Last, First).
• Status: Displays as a colored icon. This comes from patient times that have a system name of accepted or declined, and will show a green circle for accepted, a red circle for declined, or a black circle for pending/no timestamp. When using Advanced Scheduling Utility, the status column will show accept/decline buttons, if the FVTransport Scheduler user hasn't declined and the Advanced Scheduling Utility has a new time.
• Scheduled Time: This column will only appear if the user is using Advanced Scheduling Utility. It will show the proposed time and will continue to send new proposed times every minute. NOTE: If acceptable lateness (settings>FVTransport Scheduler Acceptable Lateness) is set, then it will send a new proposed time every x number of minutes, according to what is set.
• Requested Time: Shows the Confirmed or Will Call time.
• Mode: Transportation mode.
• Pickup: Facility name and Address.
• Progress: This will only display when an asset is assigned. ETA is ETA to pickup location
• Map: Shows an icon of the asset assigned and its location(the map will be displayed once an asset is assigned and a position report is received)
• View Icon: When a users screen is too small to see all the columns, an “eyeball” icon is displayed to view the remainder of the trip details.

Below is what existing requests will look like for those using the FVTransport Scheduler. Each patient, or request, can be clicked on to see more. Updates will be made as the transport progresses. While on the status board, an auto-refresh happens every 60 seconds, so users do not have to manually refresh.

 

Accept and Decline buttons in the FVTransport Scheduler will appear in the Status column if the user has Advanced Scheduling Utility enabled.

• Proposed time (Scheduled Time column) will only be visible if Advanced Scheduling Utility is turned on. It will continue to send new proposed times, even if accepted, if the request has made no progress.
• If acceptable lateness is not set, new proposed times will be sent every minute. If acceptable lateness is set, then it will send a new proposed time every x number of minutes, according to what is set.
• Declining a proposed time will put the row in the declined state (red x). It will drop off of the FVTransport Scheduler status board when the request is closed in the CAD.
• Accepting or Declining from FVTransport Scheduler will create a notification in the CAD.

 

 

 

A timestamp will be added to the patient and request ticket when a request is accepted or declined in FVTransport Scheduler. For this to happen, patient times with a system name of Requestor Accepted and Requestor Declined must be set in Settings>Patient Times.

 

 

• If the Advanced Scheduling Utility automatically schedules a call sign or leaves the request in the unassigned area, but calculates that the trip can occur at the time regardless of how far in the future, a timestamp with a system name of Accepted will be automatically set. The CAD user will not be required to set the timestamp. NOTE: The time stamp will be recorded as SYSTEM accepted for transparency.

Once the asset is assigned, the Progress column will update.

 

Once an asset has been assigned and departed, the Map column will show a map with an icon of the asset and its location.

 

The FVTransport Scheduler form is auto-sized based on the screen resolution. The web app is full width with boxes sized appropriately. On the FVTransport Scheduler status board, there is an “eye” icon to give the user access to all fields when the form is not full width.