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What Phoebe updates in your scheduling system/EHR

Every day there are hundreds to thousands of updates that should be made to the profiles, schedules, preferences, and datasets in your scheduling system / EHR (e.g. WellSky, AxisCare, HHAeXchange).

Before Phoebe, most of these insights are often abandoned within the context of your phone calls, text messages, and team chats. Some key updates make it to the EHR, others are written down in notebooks, sticky notes, and spreadsheets that quickly go stale - while the most important context sits isolated in the heads of your coordinators.

Phoebe solves this for you by making updates directly in your EHR, in real time as the information happens.

Throughout the day, Phoebe talks with caregivers over text and phone, listens in on calls your office handles, and works alongside your coordinators as they manage the schedule. Phoebe captures the context, updates core data in your EHR, and uses its memory to remember the details that don’t fit neatly into an EHR field or checkbox - making every detail accessible the next time it’s needed.

Phoebe updates your EHR following the same SOPs your schedulers do - keeping up with things like changes to caregiver availability and preferences, shift removals and assignments, clock in/out time adjustments, logging call attempts and results, adjusting shift times, & more.

With Phoebe's comprehensive write back capabilities, your team is no longer stuck manually inputting all of this by hand - and your business is no longer dependent on the memory of your best scheduler being on call 24/7.

Updating your EHR is part of the work Phoebe already does across these conversations and workflows. Here’s a look at what Phoebe can update today, with more being added as we work with agencies every day to further expand Phoebe's capabilities.

Keep your EHR more up to date than it has ever been, automatically

From a single shift change to a recurring schedule, Phoebe can handle updates like:

  • Create a shift or a weekly recurring schedule
  • Assign, reassign, or unassign a caregiver
  • Change shift times, or move a shift to another day
  • Update the rates on a shift
  • Cancel a shift and record why it was cancelled
  • Delete a shift
  • Apply changes to one shift or the whole recurring schedule
  • Clock a caregiver in or out
  • Update caregiver availability
  • Add a note when Phoebe fills a shift

Phoebe can update shift specific context, too

Different scheduling systems handle shift specific context differently, so the specifics vary a bit from system to system.

For example, in WellSky Phoebe can add shift specific context to areas like:

  • Shift and activity notes: Add notes to shifts and to client and caregiver records, using your tags where supported.
  • Care logs: Update clock times, scheduled times, bill and pay hours, rates, and holiday rates.

And in AxisCare, Phoebe also writes things like:

  • Internal memos: Update a shift's internal memo.
  • Change reasons: Use the modification reasons you've chosen for changes such as a call-off, a caregiver change, a time change, or a late arrival.

When caregivers talk to Phoebe

A caregiver doesn't need to know how to direct Phoebe on what to update for them. They simply tell Phoebe what happened or what changed over text or phone, and Phoebe can make the corresponding update based on the workflows you have approved Phoebe to complete.

  • Shift assignments: When a caregiver is assigned to a shift via Phoebe, it automatically updates your EHR schedule. And when auto-assign is on for an open shift, Phoebe assigns the first caregiver who accepts it and saves the assignment in your EHR - no approval needed.
  • Caregiver availability and preferences: Phoebe can ask caregivers which days, hours, and areas they want to work, and save their answers in your EHR.
  • Callouts: Caregivers can call out of a shift, and Phoebe updates your EHR with the reason (then gets to work to get the shift filled).
  • Clock in or out: Caregivers can clock in or out by text or call, and Phoebe enters the time in your EHR.
  • Fix a clock time: Caregivers can ask Phoebe to correct their clock-in or clock-out time. For example, if a caregiver texts "I actually left at 5," Phoebe updates their clock-out time.
  • Clock notes: When a caregiver asks Phoebe to clock in, clock out, or fix a time, Phoebe leaves a note on the shift.
  • Running late: Caregivers can tell Phoebe they're running late, and Phoebe adds the reason and new arrival time to the shift.
  • Late clock-ins: Phoebe can adjust a visit's start time based on a late clock-in while keeping the visit's length.

When your team handles the conversation

Phoebe also learns from and documents the calls that your office handles directly. As your coordinators talk with caregivers and clients - beyond capturing the same context above for your human to human calls - Phoebe can record and transcribe the conversation, then:

  • Create call logs and summaries: Save a call log with a short summary note on the client or caregiver, including calls from your office line. Summary notes can use your note categories, and Phoebe can add a link directly to the full call recording and transcript if you need to dig deeper.

This keeps your team informed without relying on the person who took the call to enter the call log or notes into the EHR by hand.

Not already using all of Phoebe's write back capabilities?

If you're not already taking advantage of all of these updates Phoebe can make to your scheduling system, reach out to your customer success manager to find out how to get started. We're also continuing to expand what Phoebe can do, and we'd love to hear what else you'd like it to handle.