Scheduling

When a patient qualifies, the screening visit is booked straight into your site's CRIO calendar. The call agent offers real openings from your coordinators' calendars and books the one the patient picks. A text screening books too: once the last answer is in, the patient is texted up to three openings and books by replying with a number, or names a day and time and gets the openings nearest to it; a reply nobody can read twice over goes to a coordinator. A coordinator can do the same from the patient's panel, and cancel or move a visit from there.

A visit is offered only when every recorded answer meets the study's criteria, on a call or by text, and only after the patient says yes to it. The agent's own reading of who qualifies never books anyone: the booking tools check the recorded answers and refuse until every one is in and passes, so a patient with a question still open, or an answer that failed a criterion, is never offered a time.

Admin setup

On the Organization page, open your CRIO connection and choose Scheduling: for each linked study, enter the coordinator calendars that may be booked, the site's booking hours and time zone, and the study visit the screening visit maps to. Until a study has at least one calendar, the agent offers a coordinator callback instead of a time.

Visits run in parallel: every coordinator whose calendar is clear at an hour is an opening at that hour, so a site with five coordinators free at 10:00 AM has five openings then. The Schedule tab counts openings that way, shows each hour with how many are free and who is first, and lists each coordinator's own free hours. On a call the agent offers the hour, not the coordinator, and books it with the first coordinator in the order you set (Try first, then in the order listed); if that coordinator was taken in the meantime, the next one free at that hour takes the visit.

Every booking sends the patient a confirmation text from your number and two reminders: one about 24 hours before the visit and one two hours before it. Both go between 8 AM and 9 PM on the patient's clock. A trial can turn the day-before reminder off in Booking settings, under Also remind the day before. A patient who replies to move or cancel reaches your Messages inbox.