Staff (Practitioners/Administrators Availability Tab & Adding a Schedule Type)

Mary Jane -

Both Practitioners and Administrators have an Availability tab however you do not need to add Schedule Types to Administrators.

Administrators can set up a 2 day calendar under their profile, Availability tab.  Their schedule can be viewed from the Home page, Dashboard tab.  

NOTE: At least 1 schedule type must be created in your system in order to book Availability for a Practitioner.

Go to Settings>Schedule Types.  Create a new Schedule Type.

Schedule Types

Schedule Types are directly linked to Practitioners.  They are used to set up Availability, color code appointment blocks on the schedule and set Products & Services to be booked in the portal. 

The clinic schedule can show you at a glance, based on schedule type color, what your day looks like.

For example: Initial Assessments can be blue, Private clients can be green, WCB clients can be orange.

At least 1 Schedule Type item must be created before you can set up Availability (this only applies to Practitioners).  Settings>Schedule Types>New Schedule Type.

If you have more than 1 clinic, set up at least 1 Schedule Type for each clinic so that you can differentiate what clinic an employee is scheduled in. 

Before creating Availability add Schedule Types to Practitioner profiles:

We suggest setting up an item called “Available” just to get started.

The Schedule Type must be added to the Practitioners who will be using it first.

1. Go to Settings>Practitioners.

2. To the left of the practitioner name click the down arrow and select "Schedule Types".

3. Select a schedule type you created then click the "Add" button. The Schedule Type will move to Practitioner list of schedule types.

4. Select a default duration and "Save".

Now when you go this practitioners schedule you will be able to select the Schedule Type and display the color code you selected.

TIP: The system must be set up to show the Schedule Type on the calendar. Go to Settings>General>System>Scheduling. The Appointment Colour Type field should be set to "Schedule Type", scroll to the bottom of the page and "Save".

Now let's set up the Practitioner's calendar using the "Availability" feature.

There are 2 types of Availability:

1. Standard Availability: Shows the practitioners availability on a regular basis.

a. Go to Settings>Practitioners or Administrators>Open and select the "Availability" tab or

Click the down arrow beside the Practitioners/Administers name and select the Availability option.  

b. Standard Availability Section - select "Add".

c. Set the recurring daily/weekly calendar start and end date.  If you do not set an end date the calendar you set up will run indefinitely.

d. Select a Schedule Type from below the Schedule Type heading at the top of the page.

e. Use the mouse to click the time grids to select the days and times, "Apply, Save or Cancel".

TIP: To select more than 1 grid box at a time, select the start time grid box, hold down the shift key and click the end time. All the boxes between the selection will be selected.

 

2. Daily Availability Overrides: You can over ride Standard availability 1 day at a time.

a. Go to Settings>Practitioners or Administrators>Open and select the "Availability" tab or

Click the down arrow beside the Practitioners/Administers name and select the Availability option.  

b. Use the mouse to click the time grids to select when the Employee is available, "Save".

TIPS:

1. To select more than 1 grid box at a time, select the start time grid box, hold down the shift key and click the end time. All the boxes between the selection will be highlighted.

2. You can also use the "New Away" feature to block off the schedule. This feature is located on the Schedule, Day View, Click the down arrow beside a Practitioners name and select "New Away".


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