NOTE: These features are available in the Catalyst App (version 20240111.2). See Release Notes: January 18, 2024 (Catalyst) for more information.
For those that have an integration established with Catalyst, the status of appointments that are assigned to a staff member can be viewed within the Catalyst App. Staff also have the ability to update the status of an appointment from the Catalyst App to send back the latest updates to WebABA.
What statuses can be seen in Catalyst?
- Refer to this article to see how the integrated calendar looks on the Catalyst app and how appointment statuses display as well as how to make edits to the appointment statuses within the Catalyst app. Integrated Calendar with WebABA (Catalyst)
NOTE: Appointments where the status changed to “Canceled” or “Late Canceled” on WebABA will appear with a “Canceled” icon in the integrated calendar. Appointments where the status is changed to “No Show” will appear with a “No Show” icon in the integrated calendar.
How will status updates appear in WebABA if a user updates the status of an appointment in Catalyst?
- Users in Catalyst will only have the ability to update an appointment that is in an “Upcoming” status to either “Canceled” or “No Show” in Catalyst. They also can only make these updates to appointments where they have been assigned as the staff member.
- If a user updates an appointment in Catalyst to “Canceled” or “No Show” you will see this update in WebABA in several ways:
- There will be an indicator icon next to the appointment of either “Canceled” or “No Show” just like how it would be shown if the status was changed within WebABA.
- The reason field for the status change will be filled in automatically to say, “Updated via Catalyst Integration"
- This will also be reflected in the activity log when searching for “Appointment Status Changed” options and will reflect that the changes occurred via Catalyst integration.
- The appointment statuses will also reflect in any reports that take into consideration different appointment statuses just as they would if the appointment statuses were made within WebABA.
- There will be an indicator icon next to the appointment of either “Canceled” or “No Show” just like how it would be shown if the status was changed within WebABA.
How often are changes to appointment statuses in Catalyst checked and updated in WebABA?
- This will be checked every 10 minutes for any updates made to appointment statuses within Catalyst so this can be reflected in WebABA quickly as well.
What if my WebABA appointment already has a signed progress note and/or invoice attached to it and a user in Catalyst tries to update the appointment status to Canceled or No Show?
- WebABA will not allow the status of the appointment to automatically change in these scenarios. However, there will be an alert icon next to the “Edit Status” button on the Agenda page and the “Status” dropdown on the appointment model that when hovered over will give you information that the user in Catalyst attempted to change the status of the appointment to Canceled or No Show but was prevented from doing so due to appointment being locked. If appropriate steps are taken to make the status of the appointment editable again, the status of the appointment can then be manually updated to reflect the corrected status if needed.
Who has permission to make these WebABA appointment status updates in Catalyst?
- Users in Catalyst will only see the WebABA appointments that they have been assigned to as the Staff Member delivering that appointment. Therefore, when they sign into their Catalyst app only the statuses of appointments assigned to them within the past 14 days, the current day, and the next 14 days will be able to be edited by them.