Scheduling

Scheduling allows you to generate a recurring billable Summary Report for a patient, which compiles all of their relevant reports within a defined time period. Any user with access to patient reports can enable, disable, and edit Schedules.

You can start a Schedule for any of the following report types:

• Heart Failure
• Device Check
• Loop Recorder

Enabling Schedules For Your Clinic

In order to enable the Scheduling feature, you must have Admin privileges.

To enable Schedules for your clinic:

1. Login to your clinic.
2. In the top right corner, click your profile icon.
3. Click Settings.
4. In Settings, click Clinic Settings, then Rhythm.
5. Click the toggle to the right of Enable Schedules for Rhythm patients.
6. Click Save. 

Selecting a Length For Schedules

Once Scheduling has been enabled in your clinic, you can customize the Schedule length, which affects how often a Summary Report is generated for all patients who have Schedules enabled.

In the same settings described above, you can set the default time period for Heart Failure, Device Check, and Loop Recorders. You can also set a custom time period on a per-patient basis by navigating to the patient’s Edit Schedule page.

The options for scheduled lengths are as follows:

Device Check Length Options:

91 days - (Default period, Medicare guideline)

92 days - (Generates a report for BlueSync devices)

182 days - (Generates a report 6 months from the start date)

Custom Length - (Generates a report within a custom length between 91 and 365 days)

Heart Failure Length Options:

31 days - (Default period, Medicare guideline)

32 days  - (Generates a report for BlueSync devices)

35 days - (Generates a report on the same day of the week)

Custom Length - (Generates a report within a custom length between 31 and 365 days)

Disabled - (Disable HF Summary Report Schedules)

Loop Recorder Length Options:

31 days - (Default length, Medicare guideline)

35 days - (Generates a report on the same day of the week)

91 days - (Generates a report on the same day of the week 3 months from the start date)

Custom Length - (Generates a report within a custom length between 31 and 182 days)

Setup a Schedule For a Patient

*for service customers, the following steps are completed by your RhythmScience team

After enabling the Schedule feature in your clinic, you can start setting up Schedules for individual patients. You will need to access the patient's Schedule setup modal to do so.

There are several ways to access the Schedule setup modal:

1. From the patient’s profile page, scroll down to the Rhythm Transmissions page, then click Edit Schedule. Select the device you would like to set up a Schedule for.

   

2. From the patient’s profile page, click Manage Devices. Find the device you would like to set up a Schedule for, then click Edit Schedule. 

   

3. In the review modal of a patient’s report, find the Schedule Not Enabled banner. Click Setup Schedule.

   

Select a Start Date

Once you have opened the Scheduling window, you will be presented with the option to start a Schedule. If your clinic bills Heart Failure reports, you can also start a Schedule for that. If the device is a Loop Recorder, you can start a Loop Recorder Schedule.

Click the switch to activate a schedule for the selected report type. 

Once the Schedule has been activated, you must select a date to start the Schedule on. You have two options when selecting a start date: Use the last billing date or use the next billing date. 

Last Billing Date

Starts the schedule based on the patient’s last billing date. If the patient was last billed in Rhythm360, the system will automatically retrieve the date and use it as the start date. If the last billing date is selected, the system will begin the Schedule on that date, and end the cycle after the selected length of time.

E.g. If today is 05/10/2025, and you select 05/01/2025 as the Last Billing Date, with the Schedule length set to 31 days, the cycle period will end on 06/01/2025. A Summary Report will be generated on 06/01/2025.

Next Billing Date

Starts the schedule based on the patient’s next billing date. Use this if the patient is a new patient, or if the patient has not been previously billed. If the next billing date is selected, the system will wait until the selected date to begin the Schedule.

E.g. If today is 05/10/2025, and you select 05/15/2025 as the Next Billing Date, with the Schedule length set to 31 days, the cycle period will end on 06/15/2025. A Summary Report will be generated on 06/15/2025.

Once you have selected a date and are ready to begin the Schedule, click Save.

Overdue Summary Reports

Sometimes, an eligible report will not arrive during the Schedule period. The Scheduling feature will keep the period open to generate a Summary Report until the expected data arrives from the patient. When this happens, a "Report Overdue" notification will appear in the patient's reports and in the Schedule Setup modal. No action is required.

Rescheduling Summary Reports

Sometimes, a patient’s Schedule needs to be adjusted during the Schedule cycle to arrive at a later date. When this is done, the Summary Report will be removed from your Technician Reports dashboard.

To reschedule a Summary Report for a patient:

1. Access the Schedule setup modal. 
2. Click Reschedule Summary Report.
3. A date picker will appear. Click the date picker to set the new date of arrival for the Summary Report.

4. The new arrival date will be displayed. Confirm the date, then click Save.

   

Schedules and In-Office Interrogation

If a patient has a Schedule active, and the patient is billed for an in-office device interrogation, you can select whether or not to reset the Schedule.

The reset Schedule cycle starts the day after the interrogation report’s DOS.

Example:

1. Patient has a pacemaker with an SR period of 1/1/2024 - 3/31/2024
2. Patient has an in-clinic interrogation on 2/1/2024 where code 93288 is billed
3. Patient’s pacemaker device check SR period will reset and have a starting date of 2/2/2024

Additional Notes:

• Summary Reports are NOT considered clinical reports, they are a SUMMARY of the reports that have been received in the summary window/monitoring period. The alerts/flags, key clinical findings, and note on this report are gathered from the last report that was submitted to the clinic.
• If a device is changed out or deactivated, the Schedule will be disabled.
• If a patient has billing disabled, their Schedule will be automatically disabled as well.