Managing Self-Scheduling

Self-scheduling allows patients to request and schedule their own imaging appointments through a secure link provided by the healthcare organization. The availability of this feature depends on the license purchased by the organization.

Self-scheduling is implemented as a separate asset for the OmegaAI self-scheduler and is available to organizations with the AFD license or as an add-on in Blume Patient Portal (BPP).

This section explains:

• How administrators enable and configure self-scheduling in OmegaAI
• How patients use the self-scheduling link through Blume

Enabling Self-Scheduling in OmegaAI

Administrators can enable and configure self-scheduling within the organization settings in OmegaAI.

Accessing Self-Scheduling Settings

1. Navigate to Organization.
2. Select Details.
3. Select the RIS tab.
4. From the dropdown menu, select Self Scheduling.

The Self Scheduling configuration page appears, where administrators can manage the available settings.

Available Self-Scheduling Functions

Edit Configuration

Select Edit to modify self-scheduling settings. Administrators can update the following options:

Copy Link

Copy the self-scheduling URL and embed it on the organization's website or share it with patients to allow direct appointment scheduling.

Cancel Appointments

Enable this option to allow patients to cancel their scheduled appointments.

Reschedule Appointments

Enable this option to allow patients to reschedule their appointments through Blume.

Unknown Order Set

Allows patients to select Unknown Procedure from the procedure list when scheduling an appointment.

Interface Settings

Administrators can customize how the self-scheduling interface appears to patients.

Available options include:

• Uploading and adjusting the facility logo (displayed beside the Blume logo)
• Updating the facility phone number
• Updating the facility email address
• Previewing how the header appears on the interface

Configuring the Procedure List

The procedure list displayed to patients during self-scheduling is derived from the Procedure Codes configured in OmegaAI.

If procedure codes are configured for the organization, they automatically appear as selectable procedures in the self-scheduling workflow.

Accessing Procedure Codes

1. Navigate to Organization.
2. Select Details.
3. In the left menu, select RIS.
4. From the submenu, select Procedure Codes.

Administrators can:

• Create a new procedure code using the + icon
• Edit an existing procedure by hovering over it and selecting the edit (pen) icon

The description field associated with each procedure code is visible to patients during appointment scheduling. Facilities can update the procedure description as needed.

Managing Parent and Child Organizations

License Behavior

Self-scheduling is enabled at the organization level. Each managing organization or child organization has its own self-scheduling link.

Procedure Codes

Procedure codes configured for an organization are unique to that organization. Only those procedures appear in the patient self-scheduling interface.

Shared Organization Settings

If the following settings are configured at the parent organization level but not at the child organization level, the parent organization settings take precedence:

• Logo
• Phone number
• Website name

Scheduling Workflow

Use the self-scheduling link provided by your healthcare facility to book an imaging appointment. The process takes about 5 minutes.

1. Verify Your Email

Enter an email address. A 6-digit verification code is sent to that address.

Enter the code and click Verify. The system uses your verified email to determine whether you are a new or returning patient.

2. Select a Procedure

Select the required imaging procedure.

Option A: Upload Your Referral Form

Upload a copy of your doctor's referral or imaging order form. The system will automatically read it and fill in your imaging procedure type and Referring Doctor's name (step 6).

You can:

• Upload a PDF or image file
• On mobile, take a photo with your camera

Option B: Search for Your Procedure

Type in the search bar to find an order set or procedure in the drop-down list. Select the one that matches your referral.

Option C: Not Sure?

If your procedure isn't listed and your facility allows it, select "Unknown Procedure."

3. Select the Patient

This step depends on whether you have an existing patient account:

New Patients

Enter the following details:

• First name
• Last name
• Date of birth
• Phone number (optional)

Returning Patients

A list of patient profiles linked to your account is displayed. Select the patient profile for whom you are booking the appointment.

4. Choose Your Imaging Center

Let us know your location (you can type it in or let us use your phone's location).

The system shows nearby imaging centers, ordered from closest to farthest. For each center, you can:

• View the address and distance
• Call the center directly
• Visit their website
• Get directions on Google Maps

What Gets Pre-Selected?

If you're a new patient: The closest center to your location is automatically selected (you can pick a different one).

If you're a returning patient: The center where you last had an appointment is automatically selected (you can pick a different one).

5. Pick Your Date and Time

Appointment dates and time slots are displayed together. Available options are highlighted, and unavailable ones appear faded.

The earliest available slot is selected by default, but you can choose any other available date and time. Then click Continue.

Note: This step appears only if you selected a procedure in Step 2. If you selected Unknown Procedure, you skip this step and go directly to the Confirm Details screen.

6. Review and Confirm

The Confirm Details screen shows a summary of your request, with a countdown timer at the top right showing how much time you have left to complete it.

If you selected a procedure in Step 2, the summary includes:

• Imaging procedure
• Date and time
• Imaging center location If Unknown Procedure was selected in Step 2, the top of the screen shows "Unknown procedure / Not listed / Not sure" instead of a procedure and time slot.

On this screen, you can also:

Add Referring Doctor Information (Optional)

If you uploaded a form in Step 1, your doctor's name will already be filled in. You can change it if needed or leave it.

Add Notes (Optional)

Let us know about any allergies, medications, or special circumstances we should know about.

Submit Your Request

Click "Confirm & Request" to book your appointment. You'll see a confirmation message with your appointment details.

A countdown timer at the top shows how much time you have left to complete your request.

After You Submit

If you're a new patient: You may be asked to complete some additional forms or set up a patient account.

If you're a returning patient: You can complete any pending forms or skip them and come back later.

Your appointment will appear in your Blume app under "Scheduled Appointments" with full details and status updates. You'll also receive an email with the same details.

Tips for a Smooth Experience

• Upload your referral form—it's faster and more accurate than typing everything in.
• Use a clear, readable referral form for best results.
• Check your email (including the spam folder) for the verification code.
• If you don't see a time slot you like, try a different date or imaging center.