There are a number of ways you can block time off on the schedule for a practitioner.
1. Using the Away feature.
2. Daily Availability Overrides.
3. Stat Holidays.
4. Employee Vacations.
1. Away Feature
NOTE: If you book an All Day away for several days and want to remove the Away the entire block will be removed. You cannot remove 1 day within the block.
You can restrict employees from booking Away's for other employees through their User Type. To edit a user type, go to Settings>User Types> Edit the User Type>Scheduling section - Manage Scheduling Aways. Edit the field then "Save".
a. Click the down arrow located beside the Practitioners Name at the top of the schedule and select "New Away".
b. Select: Break, meeting, unavailable, notice, end of day, tentative or other then "Save".
Recurring same day/same time
When creating the Away select a From and To date. The away will be booked every day within the time frame.
How to remove an away
a. Click the "Away" link on the date and time you want to remove it.
b. Select the "Remove" button. NOTE: This will remove all the recurring Aways you booked within that Away block.
2. Daily Availability Overrides
a. Click the down arrow located beside the Practitioners Name at the top of the schedule and select their Availability link. Or, go to Settings>Practitioners. Beside the Practitioners name select the down arrow then "Availability".
b. In the Daily Availability Overrides section, enter a date and select the time grids the Practitioner will be available then "Save".
3. Stat Holidays
NOTE: If you are going to use the Programs feature ensure you have entered all your stat holidays first.
a. Go to Settings>Stat Holidays>Add Stat Holidays.
b. Complete the details and set the Office Closed field to Yes if you want the schedule to be blocked off.
c. The stat holiday will appear across the top of the schedule on that date.
How to remove the stat holiday
a. Go to Settings>Stat Holidays.
b. Hover over the holiday you want to remove and select Edit.
c. Set the Office Closed field to No then "Save".
NOTE: Patient Portal
When you set a stat holiday no appointments can be booked for any practitioner in the portal.
When patients attempt to book an appointment, they will be prompted "You have attempted to book an appointment on the day we are closed. Please try again".
Aways and Daily Availability Overrides are also reflected in the portal.
You may want to set up a recurring item on your schedule and customize the reason. You can create a patient profile with the name of the item, for example "In Class Training". You will be able to cancel all recurring appointments with 1 click or remove 1 appointment at a time.
1. Create a new patient. First and last Name: Class Training, for example.
2. To use the Class Training item, go to the schedule, select a date and time.
3. Select the recurring appointment box. set up your parameters and "Save".
4. To cancel the recurring blocked time, click the item on the schedule, and select "Cancel".
5. You can then select "Cancel all remaining appointments" or only cancel 1 appointment.
4. Employee Holiday Calendar
How an employee can book/request a holiday.
a. The employee is logged into their profile. Go to Settings>Staff section>Holiday Calendar, select Request a Holiday.
b. In the Scheduling Away popup, enter the details of the holiday time and Save. The employee can go to Settings, Practitioners, click the down arrow beside their name and select the Holiday option to see a listing of holidays they have requested, what is pending, approved etc.
NOTE: The options under the Status field can be restricted based on the employees User Type.
c. The employee/s who are able to approve vacation would be logged in their own administrator profile, go to Settings, Practitioners or Administrators, click the down arrow beside the employee name, select the Holiday option and see a list of holidays the individual staff member has requested. Click the icon to the left of the item and select Approve, Decline etc.
NOTE: The employee should notify the appropriate Manager that they have requested a Holiday so the Manager can approve or decline the request. Currently you do not receive an automated notification of a request or response for this feature.