Scheduling and Changing Visits in WellSky
How to schedule a visit, change its type, swap it to a discharge, and record a missed visit — click by click.
Finding a patient
Three ways in, depending on what you have:
- Go To on the banner → My Patients → click the patient. Only works if you have seen them before or are their case manager.
- Search → type the name → click the patient's name.
- Click any visit on any day for that patient → Go To on the banner → the patient's name.
Seeing what is scheduled
Patient → Episode Manager → Nursing tab. Other disciplines have their own tabs, and you can see their visits there.
Scheduling a visit
- Episode Manager → the discipline tab that needs the visit (Nursing)
- Click the date on the calendar for the visit
- Scroll to the bottom of the page to Schedule Tasks
- Select the visit type from the Task dropdown
- Assign it to the clinician doing the visit
- Check the date is correct
- Insert/Update Task
The page refreshes and the visit appears in the list of scheduled visits. Check it landed.
Changing a visit type
Out of town, extended, or moving a visit from LPN to RN:
Episode Manager → find the visit on the date you need changed → Details → change the visit type in the dropdown.
The visit types that change your pay
| Type | Criteria |
|---|---|
| Out of town | Travel of 31 miles or more between patients |
| Extended / high-tech | Two or more skills and the visit is one hour or longer |
Both have to be selected on the visit for them to count — see Productivity, Time Cards, and Mileage.
Changing a visit to a discharge
You cannot convert it. Delete and re-schedule:
Episode Manager → find the visit on the date needed → click the box to delete → schedule a new visit for the RN discharge or OASIS discharge.
Which of those two you need is on Discharge.
Recording a missed visit
Hot Box → find the visit to be cancelled → click the orange house with an X → fill out the missed visit form saying why → sign.
What counts as a legitimate missed visit, and what to do when a patient does not answer, is on Missed Visits and Non-Admits.
The same-day wound rule
A wound care visit cannot be done on the same day the patient attends a wound clinic appointment. Insurance pays for one wound visit per day, not two.
A primary care appointment is different. The PCP does not do wound care, so a patient seeing their primary physician that day can still have their wound care visit.
The test is not whether the patient went out. It is whether the other appointment involved wound care.
How to stay ahead of it
- Ask the patient about upcoming appointments, and specifically about wound clinic
- Put a known wound clinic date on a yellow sticky note so the next clinician sees it
- Check communications — see Case Conference and Interdisciplinary Communication
- If you arrive and find they went to wound clinic that day, record it as a missed visit with that reason
Confirm this against current billing guidance before relying on it for a scheduling decision — the rule is understood as above, but the detail is worth checking with the office.
Sticky notes
Yellow — one visit, one clinician
Applies to that visit only, on that clinician's schedule. Use it for: catheter change needed, labs due, something for the next nurse to follow up on.
Episode Manager → the discipline who needs to know (Nurse / PT / OT) → find the visit on the date → Details → write in the yellow box → Update Task.
The page refreshes. Go back to Episode Manager and confirm it attached.
Purple — every visit, whole episode
Stays on every visit for that patient for the episode. Use it for: GPS issues, a request for early or late visits, anything a clinician needs before they arrive.
Episode Manager → Edit on the banner → Episode → type in the purple box → Update Details.
To confirm: find a visit on the Hot Box or the schedule and check the purple note is showing.