--- url: "https://www.skedulo.com/industries/healthcare-human-services/child-youth-family-services/" type: "page" title: "Child, Youth & Family Services Scheduling | Skedulo" description: "Coordinate case visits, family appointments, program staffing, mobile progress notes, and follow-up tasks with Skedulo." --- # Case visits planned around families. Schedule case visits and program staffing around service requirements and family availability. Caseworkers can record progress and follow-up in Mobile. [Book a Demo](https://www.skedulo.com/book-a-demo/) ![Caseworker with a tablet talking with a mother while her young son draws in a family services playroom](https://assets.skedulo.com/uploads/hub-heroes/child-youth-family-services-hero-photo-v1.webp) ## Trusted by teams coordinating child, youth, and family visits. - 3Bridges - Mercy Connect - South West Community Care - The Housing Connection - Easterseals - Sylvanvale _Who it's for_ ## Visit deadlines need a place in the schedule. Urgent referrals and unplanned leave change the time left for family appointments. Supervisors, coordinators and caseworkers each work from the same due dates, and Tempo, Skedulo's AI agent for schedulers and dispatchers, can prepare caseworker options when a visit needs to move. _Runs the operation_ ### Program supervisor Review appointments alongside program coverage, and check overdue visits against service priorities. [Explore operations leadership](https://www.skedulo.com/solutions/operations/) ![Two adults talking at a table in a school hall](https://assets.skedulo.com/uploads/photo-library/healthcare-human-services/community-health-public-health/cph-08-b.webp) _Plans the work_ ### Visit coordinator Fit urgent referrals around due dates, required roles and each family's availability. [Explore care coordination](https://www.skedulo.com/solutions/care-coordinators/) ![Staff member working on a laptop in a small office](https://assets.skedulo.com/uploads/photo-library/healthcare-human-services/disability-supported-living/dsl-10-a.webp) _Does the work_ ### Caseworker Receive your schedule and visit details, then complete forms and progress notes during the visit. [Explore frontline work](https://www.skedulo.com/solutions/frontline-workers/) ![Staff member checking a smartphone while walking along a street](https://assets.skedulo.com/uploads/photo-library/healthcare-human-services/social-support-case-management/scm-07-a.webp) _How it runs_ ## Referrals, visits and follow-up. _[ 01 ]_ ### Referral and visit requirements Record the service type, program, required role, location, and due date for each referral, case visit, or staffing request. _Illustration: Skedulo time window card for job #4821, Within SLA: on a 1 pm to 4 pm axis the window runs from 2:00 to 3:30 PM with the visit placed inside it - start after 2:00 PM, end before 3:30 PM - and the service level under it, respond within 4 hours, by 1:06 PM_ _[ 02 ]_ ### Caseworker allocation Match caseworkers using role, availability, location, program requirements, due date, and the family’s appointment window. _Illustration: Skedulo shift scheduling cover request beside a slice of the roster: Carol Ng cannot work Wed 5 (unavailable - family), her 6am - 2pm morning shift at Ward B; under it two who can cover - Gloria Benitez with a green tick (RN, available, rest 16h OK) and Doug Lindqvist with an amber warning (EN, would hit 38h max) - the line Nurses Award (QLD) checked, then Decline and Approve; on the slice, Wed 5 tagged Needs cover, the morning shift slides from Carol's cell down to Gloria's, and the card foot turns green: Confirmed, Carol notified_ _[ 03 ]_ ### Caseworker and supervisor views Caseworkers receive their schedules and visit details. Supervisors can review appointments alongside program coverage. _Illustration: Skedulo mobile Today card for a 2pm - 10pm shift at Ward B - Southbank, starting in 4 minutes: a blue notice that you are close enough to start your shift, a map of the clinic with the worker's dot beside the pin, and a green Start shift button_ _[ 04 ]_ ### Visit records on Mobile Caseworkers can complete forms and progress notes during visits. Workflows can assign follow-up based on the information recorded. _Illustration: Skedulo mobile visit record: Attended? answered No, cancelled, and the section it opens - Cancellation reason, Unwell on the day, and the comment the worker types: Daughter called at 8:40am - resting at home, GP visit booked_ _[ 05 ]_ ### Overdue visits and escalations Review overdue visits against service priorities, then arrange an assignment or escalation through your team's process. _Illustration: A thread lifted out of the Skedulo mobile app: Gloria Benitez at 9:06 AM, running about 40 minutes behind on job #4821 - the parkway is banked up - asks to shift the 2pm, with 3 replies under it; then Mark Doherty at 9:44 AM: Done. Window is now 2:40 - 4:10, and a green Schedule updated_ _[ 06 ]_ ### Case and program records Integrations can share progress notes, visit status and follow-up information with case management, program and reporting systems. _Illustration: Skedulo card for JOB-4803, completed Wed at 5:21 PM, and its work going out with nothing left to export: the job status to the Salesforce work order at 5:21 PM, the completed work to Finance for invoicing at 5:22 PM, and Gloria Benitez's approved hours, 7.25, to Workday on Thursday at 8:30 AM - 3 sent, each ticking green in turn._ _Tempo_ ## Plan caseworker assignments with Tempo. Review availability, prepare visit changes and arrange follow-up with Tempo. Your team's enabled records, actions and approval rules determine what it can do. [Meet Tempo](https://www.skedulo.com/product/tempo/) _Illustration: Skedulo Tempo keeping a two-caseworker home visit on time from its issue: Declan Moore is due in court Thursday afternoon, and the Ortiz family's monthly visit carries a worker safety flag that needs two caseworkers. The issue lands in amber on a blank screen and becomes the task's header; Tempo reads the court calendar, the north unit and the safety flag, and the context panel opens on Declan's clash and the unit. Tempo weighs three caseworkers, picks Simone Adeyemi, who knows the family, asks her to join Adaeze Mensah, adds her to the visit and tells the unit supervisor_ _The Toolkit_ ## Family appointments and program staffing in one view. ### Case visit scheduling Assign case visits using role, availability, location, deadline, and program requirements. _Illustration: Skedulo scheduling objectives card, marked Active: three objectives in rank order - service level, keep every promised window; travel time, the shortest drive between jobs; resource use, fill each clinician's day before adding one - and the rules a match must pass, licensed for the job type and within 25 miles of home base checked, overtime to close a gap left off_ ### Program coverage Plan program sessions and staffing across teams, sites, and appointment windows. _Illustration: Skedulo Publish complete dialog: a green notice, Published 56 shifts, everyone on the roster has been notified, and under Notices the three things the publish settled, each with View - Sat 1, 2 unassigned morning shifts still open; Mon 3, double-booking resolved before publish; Fri 7, Gloria Benitez is on leave and cover is confirmed - then Ok_ ### Assignment support from Tempo Use Tempo to prepare visit assignments and follow-up requests alongside the coordination team. _Illustration: A Skedulo Tempo card on a soft blue card: View agent reasoning, folded, then a box headed Actions complete with a green check. Three tools, each ticked green: Skedulo API, assigned JOB-4841 to Gloria; Message composer, drafted the text to Dana; Notification gateway, sent it to Dana by SMS._ ### Progress notes and forms Visit details, forms and tasks are available on Mobile, where caseworkers can record progress and update visit status. _Illustration: Skedulo mobile home visit form card: the question Fall since the last visit? is answered Yes in rose, and a dashed section opens under it with the approved escalation in amber - call the clinical lead before you leave - then Clinical lead called is ticked and Follow-up needed is chosen as Doctor review within 24 hours_ ### Connected reporting Integrations can share completed visits, tasks and forms with case management, CRM and reporting systems. _Illustration: Skedulo integrations card, Connected: the Skedulo mark in the middle of a small map, Salesforce (work orders) and Workday (worker details) wired in on the left, Salesforce (job status) and Finance (invoicing) wired out on the right. A packet runs each wire in turn - the request that becomes JOB-4803 in, the clinicians' hours and leave in, the completed visit back to Salesforce and on to Finance for invoicing - and each wire stays lit_ ## Reconnect NZ reduced processing from weeks to days. - **Before** - Timesheets, spreadsheets, calendars, emails, and phone calls to schedule care staff. - A loud office with everyone on the phone trying to relay information at once. - **With Skedulo** - Care staff quickly assigned to appointments with skills and characteristics tagged for the right match. - Communications brought into one place, cutting calls and emails significantly. - **Outcome** - Error rates reduced and payroll processes streamlined. - Processing that used to take weeks now takes a couple of days. > When I saw the manual system of spreadsheets, calendars, timesheets, calls and emails, I knew there had to be a better way. Thankfully there was. > > — George Lowe, Business Analyst, Reconnect NZ - **Days** — not weeks, to complete case scheduling and processing [Read Story](https://www.skedulo.com/customers/reconnect-nz/) ## Frequently Asked Questions ### Can Skedulo schedule caseworker and family support visits? Yes. Skedulo schedules case visits, family support appointments and program sessions using role, availability, location, program requirements and due date. Reconnect NZ moved from spreadsheets, calendars, timesheets, calls and emails to Skedulo, and processing that used to take weeks now takes a couple of days. ### How can teams track overdue visits? Record due dates on visit requirements and review outstanding work against available staff. Configure reminders or escalations for your process; recording a date does not guarantee a visit happens on time. ### Can caseworker requirements and family availability guide reassignment? Yes. Review caseworker requirements, existing commitments, location, and the family's appointment window. Tempo can help prepare options using the information available in your setup. ### Can caseworkers complete progress notes and forms on mobile? Yes. Caseworkers can record progress notes, forms, and visit status on mobile. Configure workflows for linked follow-up tasks and review missing documentation through your service process. ### How does Skedulo work alongside a child welfare case management system? Case management systems hold the case record, placement details and statutory reporting, and that stays where it is. Skedulo schedules the visits, sessions and staff time around each case, then shares progress notes, visit status and follow-up information back to the case management system through integrations. _Keep Exploring_ ## More for your family service teams. ### Products - [Skedulo Intelligence](https://www.skedulo.com/product/skedulo-intelligence/) - [Field Scheduling](https://www.skedulo.com/product/field-scheduling/) - [Shift Scheduling](https://www.skedulo.com/product/shift-scheduling/) - [Frontline Mobile App](https://www.skedulo.com/product/mobile/) - [Messaging](https://www.skedulo.com/product/messaging/) - [Tempo](https://www.skedulo.com/product/tempo/) ### Healthcare Services - [Healthcare & Human Services](https://www.skedulo.com/industries/healthcare-human-services/) - [Disability & Supported Living](https://www.skedulo.com/industries/healthcare-human-services/disability-supported-living/) - [Mental Health & Addiction Services](https://www.skedulo.com/industries/healthcare-human-services/mental-health-addiction-services/) ### Use Cases - [Task Management](https://www.skedulo.com/use-cases/task-management/) - [Communication & Messaging](https://www.skedulo.com/use-cases/communication-messaging/) - [Shifts & Rosters](https://www.skedulo.com/use-cases/shifts-rosters/) - [Inspections & Forms](https://www.skedulo.com/use-cases/inspections-forms/) ## See how Skedulo fits your child, youth, and family services. Talk with us about case visits, family appointments, program staffing, and the records your teams need. [Book a Demo](https://www.skedulo.com/book-a-demo/)