Encore OS — Documentation

Overview

This guide covers permission configuration, default role assignments, and administrative workflows for the PM-05 Provider Schedule & Availability feature.

1. Permission Keys (9 Granular)

Permission Key	Category	Description
`pm.schedule.view`	view	View provider schedule blocks
`pm.schedule.create`	create	Create new schedule blocks
`pm.schedule.edit`	edit	Edit existing schedule blocks
`pm.schedule.delete`	delete	Delete schedule blocks
`pm.time_off.view`	view	View time-off requests
`pm.time_off.create`	create	Submit time-off requests
`pm.time_off.edit`	edit	Edit pending time-off requests
`pm.time_off.approve`	approve	Approve or deny time-off requests
`pm.caseload.view`	view	View provider caseload and panel status

2. Default Role Assignments

Role	Permissions Granted
org_admin	All 9 permissions (auto-granted by `pf_auto_grant_org_admin` trigger)
manager	`pm.schedule.view`, `pm.schedule.create`, `pm.schedule.edit`, `pm.time_off.view`, `pm.time_off.create`, `pm.time_off.edit`, `pm.time_off.approve`, `pm.caseload.view` (8 of 9; no delete)
staff	`pm.schedule.view`, `pm.time_off.view`, `pm.caseload.view` (3 view-only permissions)

Custom roles can be configured via Settings → Permissions to grant any combination of these 9 keys.

3. Database Tables

pm_provider_schedules

Stores recurring weekly availability blocks.

Column	Type	Description
`id`	UUID	Primary key
`organization_id`	UUID	Tenant isolation
`provider_id`	UUID	References `pf_profiles`
`location_id`	UUID	Optional, references `pf_sites`
`day_of_week`	INTEGER	0=Sunday through 6=Saturday
`start_time`	TIME	Block start time
`end_time`	TIME	Block end time
`block_type`	TEXT	`appointments`, `telehealth`, `documentation`, `supervision`, `group`, `administrative`, `on_call`
`effective_date`	DATE	When this block becomes active
`end_date`	DATE	When this block expires (NULL = indefinite)

pm_provider_time_off

Stores time-off requests with approval workflow.

Column	Type	Description
`id`	UUID	Primary key
`organization_id`	UUID	Tenant isolation
`provider_id`	UUID	Requesting provider
`start_date`	DATE	Time-off start
`end_date`	DATE	Time-off end
`time_off_type`	TEXT	`vacation`, `sick`, `personal`, `conference`, `other`
`status`	TEXT	`pending`, `approved`, `denied`
`coverage_provider_id`	UUID	Who covers patients during absence
`approved_by`	UUID	User who approved/denied
`notes`	TEXT	Request notes

pm_provider_caseloads

One row per provider tracking patient capacity.

Column	Type	Description
`id`	UUID	Primary key
`organization_id`	UUID	Tenant isolation
`provider_id`	UUID	Unique per org+provider
`active_patient_count`	INTEGER	Current active patients
`max_caseload`	INTEGER	Maximum capacity
`panel_status`	TEXT	`open`, `limited`, `closed`

4. RLS Policies

All three tables enforce:

FORCE ROW LEVEL SECURITY — Even table owners cannot bypass RLS
SELECT/INSERT/UPDATE/DELETE policies using pm_has_org_access(organization_id, auth.uid())
UPDATE WITH CHECK — Prevents reassigning organization_id across tenants

5. Domain Events

Event	Trigger	Payload
`pm_time_off_requested`	Provider submits time-off	`{ organization_id, provider_id, time_off_id, start_date, end_date, time_off_type }`
`pm_time_off_approved`	Manager approves request	`{ organization_id, provider_id, time_off_id, approved_by, coverage_provider_id }`
`pm_time_off_denied`	Manager denies request	`{ organization_id, provider_id, time_off_id, denied_by }`

These events can be consumed by the Forms & Workflow (FW) engine for automated notifications and task creation.

6. Integration with Scheduling (PM-03/PM-04)

The availability resolution utility (src/cores/pm/utils/availability.ts) is consumed by:

PM-03 Appointment Scheduling: Warns when booking outside provider availability
PM-04 Group Session Scheduling: Validates facilitator availability

The useDoubleBookingCheck hook includes an outsideAvailability flag when the proposed time does not fall within any appointments or telehealth schedule block.

7. Troubleshooting

Issue	Resolution
Provider not showing in schedule page	Verify the provider has a `pf_profiles` record and `pf_organization_members` membership
Time-off not blocking appointments	Ensure the time-off status is `approved` (pending requests do not block availability)
Caseload shows 0 patients	Caseload records are created/updated as patients are assigned; verify patient-provider assignments exist
Permission denied errors	Check that the user’s role has the required `pm.schedule.` or `pm.time_off.` permissions

Guides

Patient Registration & Portal

Scheduling & Resources

Eligibility & Authorizations

Claims & Clearinghouse

Revenue Cycle & Charges

Payments & Statements

Contracts & Value-Based Care

Estimates & Financial Counseling

Payers & Provider Enrollment

Compliance & Audit

Provider Schedule & Availability — Admin Guide

Overview

1. Permission Keys (9 Granular)

2. Default Role Assignments

3. Database Tables

pm_provider_schedules

pm_provider_time_off

pm_provider_caseloads

4. RLS Policies

5. Domain Events

6. Integration with Scheduling (PM-03/PM-04)

7. Troubleshooting

​Overview

​1. Permission Keys (9 Granular)

​2. Default Role Assignments

​3. Database Tables

​pm_provider_schedules

​pm_provider_time_off

​pm_provider_caseloads

​4. RLS Policies

​5. Domain Events

​6. Integration with Scheduling (PM-03/PM-04)

​7. Troubleshooting

Overview

1. Permission Keys (9 Granular)

2. Default Role Assignments

3. Database Tables

pm_provider_schedules

pm_provider_time_off

pm_provider_caseloads

4. RLS Policies

5. Domain Events

6. Integration with Scheduling (PM-03/PM-04)

7. Troubleshooting