> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Program Scheduling Templates — User Guide

> This guide helps clinicians and program staff manage program schedule templates, enroll patients, and track attendance compliance.

> **Purpose:** This guide helps clinicians and program staff manage program schedule templates, enroll patients, and track attendance compliance.

***

## Overview

Program Scheduling Templates let your organization define weekly schedules for behavioral health programs (IOP, PHP, Residential, Outpatient). Patients are enrolled into programs, and the system tracks whether they meet minimum hour and day requirements.

### Key Capabilities

* **Schedule Templates:** Define weekly block schedules with group, individual, and peer support sessions
* **Patient Enrollment:** Enroll patients into programs with start/end dates and status tracking
* **Compliance Tracking:** Monitor whether patients meet IOP (9 hrs/3 days) and PHP (20 hrs/5 days) minimums
* **Group Session Generation:** Auto-create CL-14 group sessions from program templates

### Who Should Use This Guide

| Role             | Use Case                                           |
| ---------------- | -------------------------------------------------- |
| Clinical Staff   | Enroll patients, view compliance                   |
| Program Director | Create/edit schedule templates, monitor compliance |
| Org Admin        | Configure templates, manage program settings       |

***

## Prerequisites

### Permissions Required

| Permission                      | Description                     |
| ------------------------------- | ------------------------------- |
| `cl.program_schedules.view`     | View program schedule templates |
| `cl.program_schedules.create`   | Create new templates            |
| `cl.program_schedules.edit`     | Edit existing templates         |
| `cl.program_enrollments.view`   | View patient enrollments        |
| `cl.program_enrollments.create` | Enroll patients                 |
| `cl.program_enrollments.edit`   | Edit enrollment records         |

***

## Common Tasks

### Create a Program Schedule Template

1. Navigate to **Clinical** → **Program Schedules**
2. Click **New Schedule**
3. Fill in:
   * **Name:** e.g., "Morning IOP — Mon/Wed/Fri"
   * **Program Type:** IOP, PHP, Residential, or Outpatient
   * **Minimum Hours/Week** and **Minimum Days/Week** (auto-filled based on program type)
4. Add schedule blocks (day, start time, end time, service type)
5. Click **Save**

### Enroll a Patient

1. Navigate to **Clinical** → **Program Enrollments**
2. Click **New Enrollment**
3. Select the patient chart and program schedule
4. Set start date (end date optional)
5. Click **Save**

### Generate Group Sessions

After creating a schedule template with group blocks, use the "Generate Sessions" action to auto-create CL-14 group sessions for a date range.

***

## Tips and Best Practices

* ✅ Set exception dates (holidays) in the schedule definition to avoid generating sessions on those days
* ✅ Review compliance summaries weekly to catch patients falling below minimums
* ❌ Don't create duplicate enrollments for the same patient and program

***

## Glossary

| Term           | Definition                                                    |
| -------------- | ------------------------------------------------------------- |
| IOP            | Intensive Outpatient Program — 9+ hours/week, 3+ days         |
| PHP            | Partial Hospitalization Program — 20+ hours/week, 5 days      |
| Schedule Block | A time slot in the weekly template (e.g., Mon 9am-12pm Group) |

***

**Last Updated:** 2026-02-25\
**Questions?** Contact your organization administrator.