Once the citizen's Personal File has been registered in Hèstia, the user can make an appointment with their professional. The appointment can be scheduled from the Agenda module itself, from the citizen's Personal File and from the basic social services file.

Depending on the organization, this reference will be the reception professional, the reference person by territory (depending on the situation of the citizen's home), or by the topic related to the demand that motivates the attention.

To open the agenda module, click on the “Agenda” button located in the navigation bar.

The agenda allows:

  • Time management for professionals,
  • The time management of the user's visits (the summary of which can be consulted in the "Agenda" tab of the Personal File; their attendance at scheduled appointments, etc.),
  • Check availability, both your own schedule and that of other teammates
  • Exploit the agenda data through the list.

By default, the professional accesses their own agenda.

To view and work on the agenda of any other team member, click on the “Other” professional option.

The colors in the agenda play an important role. In the event that the professional works with his/her own agenda, this will indicate the status of the appointments and/or reservations. However, when the professional has selected the agenda of other professionals in his/her team or sector, the colors will be identified with each professional, in order to differentiate them in the agenda view (the colors assigned by the system by default can be modified by the coordinator from the “Configuration” module, within the specifications of each user).

In the contextual bar of the agenda, the professional has at their disposal the “Color Legend”, in order to obtain information regarding the equivalence of each color with the status of the appointment in their own agenda.

In the event that the team professionals have a space for permanence previously configured by the coordinator in each professional's own schedule (from the Hèstia user "configuration"), this will be shown in the agenda with a different color.

The main screen of the agenda is composed, looking from top to bottom and left to right, of the following elements:

  • Week selector : shows the entire month and allows you to choose a week, which will be highlighted in bold.
  • Agenda selector : allows you to choose between your own agenda or that of other professionals.
  • Quote selector : Filter the quotes displayed by type, state, sector, subsector, and team.
  • Professional selector : if you have chosen to work with the agenda of other professionals, they can be restricted by role or personally. In this sense, it is important to keep in mind that it will only show us the professionals according to the selected role.
  • Calendar : One-day, 5-day (Monday to Friday) or 7-day agenda entries.
  • List : presents the agenda entries in the form of a list. This list can be exported to Excel, from where the professional has several options to check the status of reserved or managed time slots, sort, and/or specify the agenda.

The program allows you to create five types of entries:

  • Appointment : is one that is held with one or more users of Social Services and that can be associated with a specific personal file/s. It can be registered and modified by the professional himself, a teammate or the staff of the Basic Area with the role of administrative assistant. Appointments cancelled in the Agenda, whether by the citizen or by the professional, disappear from the view of the appointments and reservations scheduled in the Agenda, but remain constant in the “list” of the date on which they were scheduled. This is to facilitate the visualization of current appointments and to be able to see the spaces as available to be able to schedule new ones.
  • Office Appointment : This type of appointment can only be scheduled from the SSB file and generates an automatic processing action in the file. It is used to require the person's presence at our offices.
  • Reservation : time that the professional allocates to attending courses, personal matters, etc. It can only be managed by the professional themselves.
  • Meetings : This type of Agenda entry is used to call team meetings or with as many professionals as deemed necessary. These meetings do not count towards any memory and can be created by any professional on the team, although they can only be deleted or modified by the professional who created them or by professionals with a coordinating role in the ABSS.
  • Notes : they serve, solely and exclusively, to save reminders of things we want to take into account on the date they were generated. They do not count towards any memory and can only be placed in the agenda itself.
Create an appointment

To create any appointment with another service professional, it is important to keep the following aspects in mind:

  • Sector and subsectors of care
  • Professional's team
  • Professional to whom the appointment is assigned

Before opening a new appointment, you will need to check the availability of the professional. Once done, first, and through the drop-down fields, the sector, subsector and team of the professional will be selected. Subsequently, by clicking on the check box to the left of the professional, you will mark who will be assigned the new appointment.

Once this selection has been made, the professional's agenda is displayed on the screen, making it possible, on the one hand, to see their availability in order to assign them a new appointment to the agenda, and on the other, to add the new appointment in the free spaces.

To be able to assign the same appointment to more than one professional, they must be part of the same team.

Once the professional who registers the appointment knows the availability of the agenda of the professional who must attend to the user, or of the professional to whom the appointment must be assigned (first-reception professionals), we have 2 ways to add the appointment from the Agenda module:

  1. Clicking on the “Appointment” button
  2. By positioning the cursor on the free space of the professional's agenda and clicking the mouse button twice. In this case, the program will propose as the date and time of the appointment the one selected in the point of the Calendar where the double click was made.

Any of these actions opens the Appointment creation form, which contains the following registration fields:

  • Sector, Subsector and Team of the professional who will have the appointment. If you have previously selected these fields, Hèstia will automatically fill them in.
  • Professional : the professional himself or one of his teammates. If you have previously selected this field, Hèstia will fill it in automatically. If it is created from the file by the referring professional, it will be pre-filled in the new appointment with the user. More professionals can be added to the same appointment from the “Professionals” tab, as long as they are part of the same team of professionals.
  • Type : used to choose the type of activity to be carried out.
  • Person : personal file linked to the appointment. Pressing the button with the + symbol accesses the People Search, which allows you to find files that have already been registered. You can use the “New Person” button in the contextual navigation bar of the agenda to register a personal file that will be referenced by the appointment being managed. You can add as many users as you deem appropriate from the “people” tab.

    • An appointment can also be scheduled for more than one citizen at a time and with more than one professional. Simply click on the “+” sign which will allow us, through the people search engine, to add as many people as we consider necessary and as many professionals as we want.

  • Place where the appointment will take place (if it is at the EBAS premises it will be shown in blue and if it is outside it will be shown in red).
  • Date, Start and End Time of the appointment. It is important that it coincides with the day and time that the interview will take place.
  • Status : selector that will allow you to keep statistics on the making or cancellation of appointments related to a personal file, or other situations, such as the person not showing up for the interview.
  • First interview, spontaneous, follow-up or urgent : reason for the appointment. The calculation related to the waiting time of the social services report is carried out through this field.
    • First interview: the first time the person is seen by the service, either through referral from other services or on their own initiative. This should also be taken into account in those reopened cases in which the person has not been seen by the service for a long time.
    • Follow-up: all appointments that are not first interviews.
    • Spontaneous: without prior appointment (not scheduled).
    • Urgent: related to a risky situation that requires immediate and rapid attention.
  • Observations : free text field , where you can collect aspects that need to be kept in mind when conducting the interview.
  • Related actions : information tab where it is indicated if an appointment has any action carried out by a Primary Care professional. You can consult the action and the file to which it belongs by clicking on the action. This query cannot be carried out by professionals with the role of administrative assistant.

It is important to record all the fields in this window.

It is important to keep in mind that we can use the Appointment to schedule other time slots, such as:

  • Trainings
  • Meetings (technical and coordination)
  • Management
  • Documentation

From the “Linked Actions” tab of the appointment, you can access the actions that are linked to it through the file.

If the place selected to make the appointment is in EBAS or local authority premises, the appointment view is framed in blue and if the place is outside this location, the outline is shown in red, so that the professional can see at a glance their real availability.

Edit an existing appointment

If you want to modify an appointment, and if the modification affects the same week, you will only need to select the appointment with the mouse and drag it to the available space.

To change the date outside the same week, you will need to access the appointment, clicking on it and then selecting the view button, or by clicking twice on it. From here you can change the date of the appointment. (You must have previously searched for the available space in the agenda, viewing the weeks following the current appointment).

By opening the appointment, you can also modify its status, either if the person ultimately does not show up, or if it is canceled. In this case, the appointment will disappear from the “Calendar” tab, but not from the “List” tab, nor from the person's list of appointments in the “Agenda” of the Personal File.

Appointments cannot be extended to periods longer than one day.

Reminder and proof of appointment

While the Appointment we have scheduled remains in the “Pending” status, we can generate a reminder of it to the person(s) attending. What this reminder does is generate a Word document (based on the generic template that we have specifically for this purpose) that we can print and give to the person.

If preferred, you can also send the person a reminder of the scheduled appointment via email or SMS (at no cost to ABSS), depending on the option you select. To be able to use these two options, you must have included the email address and/or mobile phone number in your personal file, which will allow us to have the necessary information.

When the Appointment status changes to “Completed”, the reminder button will change to “Justifying”. By clicking this option, we can generate a Word document, according to the template we have configured in the general ABSS templates (manageable from the Procedures section), print it and give it to the applicant. We can also send the document via email.

Automatic appointment reminder SMS

When saving an appointment of the "Accompaniment" or "Interview" type with a user in the Agenda, the program asks the professional if she wants to use the service of automatically sending the appointment reminder SMS to the users, as long as the Appointment location does not have the values "Home" or "Home by dependency". If so, the SMS will be sent at two different times to the people in the appointment: one at the same time as recording the appointment, and another the day before the scheduled date of the appointment.

In the event that the SMS could not be sent on the first attempt due to technical problems, the professional will receive a warning and the system itself will retry sending it several times. To check if this SMS could be sent from Hestia, professionals have information within the appointment itself and also in the list on the “Notifications” tab of the Agenda, as well as on the “Agenda” tab of the personal file.

If the professional has chosen the option not to send the automatic SMS, it will not be sent at any time. However, the option to send the manual reminder SMS at any time continues to be available. For manual SMS sending, the message preconfigured by ABSS in the templates of the various Sectors will be taken into account, and the text must be confirmed by the professional making the specific sending, as before.

The automatic SMS message that people will receive will always be from the sender "S. Socials" (unvariable) and with the fixed text:

"Hello, #FirstName #LastName1
Remember your appointment with SOCIAL SERVICES on #Datacita day, at #Horacita."

The automatic SMS will be sent whenever the following requirements are met:

  • The appointment must be of the type "Interview" or "Accompaniment"
  • The appointment must not be at the "Domicile" location, nor "Domicile by dependency"
  • The appointment must be in “PENDING” status.
  • The appointment must be after the date of registration.

Likewise, to guarantee the rights of users, the option to select whether or not to receive communications has been incorporated into the basic data of the file, which will be taken into account before making any sending, whether manual or automatic, and will be communicated, through an alert message, to the professional at the time of the appointment registration.

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Collecting people's mobile phone numbers is essential to be able to use this service. If this information is not available, an alert message is sent to the professional when the appointment is created, allowing them to collect it and save it directly into the personal file, along with the rest of the person's basic data.

Add a reservation

Time reservations are created by clicking the “Reservation” button or by double-clicking on the calendar, following the same steps as for creating appointments, but choosing the “Time Reservation” option.

The fields to be completed in a time reservation are:

  • Sector and Subsector of the professional.
  • Professional : The professional who is creating the entry. Time reservations can only be managed by the professional themselves.
  • Single or Multiple Reservation : allows you to create several identical reservations that are repeated on different days of the week between two dates. The reservations created will not have any connection between them. It is convenient to take this into account since when deleting them, you will have to do it one by one.
  • Start and End Date and Time of the reservation.
  • Days of the week on which multiple time bookings will be created.
  • Observations : free text field.

Delete an appointment or time reservation

The “Delete” button allows you to delete an appointment or reservation from the calendar. When you press this button, Héstia will generate a warning message:

If a person does not attend the appointment they had scheduled, what we should do in any case is put the appointment in the Agenda in the status "Cancelled by user" or "Cancelled by professional" so that it is not displayed in the Agenda, but it is recorded in the "List" section and in the "Agenda" tab of the personal file that contains the collection of the person's scheduled appointments and their status.

The professional can only delete their own appointments and time reservations. If they try to delete a colleague's time reservation or appointment, the program will not execute the command.

Note: If a professional deletes an appointment that was shared with a professional, it cannot be recovered.

Add a note

There is the possibility of creating reminder notes in the professional's own agenda. These personal notes are located in the upper margin of the date of the entry to which they refer and cannot be extended or exported to other dates, nor exploited in any list.

Transfer of Hestia Agenda entries to the Outlook agenda

If professional users of Hestia have an Outlook calendar (this option is only available for this software), they can transfer all the entries they have in their Hestia calendar to this other one in order to be able to view them from mobile devices, for example. This option is very useful for those professionals who carry out interventions outside their usual workplace.

To have this option by default, we must select the option “Transfer Outlook appointments” for the professional from the Configuration section and it is also essential to have the Outlook email address specified in the “e-Mail” field of this same professional data page in the “Configuration” section to which the coordinator has access: