Scheduling Follow-Up VA Appointments

Scheduling the next appointment before leaving the patient is a required step in the VA referral workflow. It ensures that care continues seamlessly, treatment plans are completed, and provider payment is correctly processed.

✅ When to Schedule

• At the end of every appointment, providers will be prompted to schedule the next session during the Checkout process in the Provider App.

• You must initiate checkout while still with the patient, to allow for real-time scheduling and alignment on availability.

📲 Where to Schedule – The Provider App

IMPORTANT:
All follow-up appointments must be entered through the Provider App.
This ensures:

• The session appears on both the provider and patient calendars

• The session is officially scheduled with the VA

• The provider is eligible for payment

Failure to schedule through the app may result in:

• Missed sessions

• Lack of documentation in the SOAP note trail

• Unpaid appointments

🔁 Can I Schedule Multiple Sessions?

Yes! If the patient is open to it, you are encouraged to schedule multiple future sessions in advance.

Benefits:

• Helps the patient complete their full VA treatment plan

• Increases the chance the Veteran receives their full authorized benefits

• Helps you organize your calendar in advance

⚠️ Key Compliance Reminders

• Do not skip the scheduling step during checkout.

• Never agree to schedule outside the Provider App.

• Appointments must adhere to VA protocol:

  • Maximum of 60 minutes per day

  • No back-to-back sessions on the same day

  • Only authorized sessions within the referral count may be booked

💡 Best Practices

• Offer suggested dates/times while the patient is still present.

• Recommend consistent days/times to help build routine and compliance.

• Always confirm the next scheduled session with the patient before ending the visit.