Schedule Build

Schedule Build

Scheduling Setup and Build

Where do I find the Scheduling Setup?
Click 'Scheduling' in the sidebar > [Scheduling Setup] 
or
From the Calendar > Click Settings tab > under Action > Click hyperlink 'Schedule Setup'
Schedule Setup can be used as a wizard.  Use the Tabs for Types, Resources, Slots, Statuses, Build;  from left to right.  

How do I create Appointment Types? 

If you are currently using an EHR Schedule and you will continue to do so, then you should create Appointment Types that are IDENTICAL to the existing appointment types in the EHR.

Go to Scheduling in the sidebar  > [Schedule Setup] > Types tab
  1. Click [ADD]
  2. Type ID and Description
  3. Duration: This can be overwritten when booking the appointment
  4. Choose a color.  If the color is very dark choose a light 'Text color'
  5. Person Required - Un-Check for appointments such as Block, Lunch and others that do not require a patient.  'Block' - check for on the fly appointment blocking such as Meetings or Out of Office
  6. [Save]
 

How do I edit or delete appointment type?

  • Delete ID
    • Highlight the ID to delete *this option is only available if we have never used this appointment type
  • Edit ID
    • Click on the appointment type ID > Make any changes > [Save]
    • Use the Effective / Expiration fields if 'Delete' is not available or the ID is only needed for a specific time period  

How do I add a Resource (Provider) to the Calendar with the corresponding Facilities?

Go to Scheduling in the sidebar  > [Schedule Setup] > Resources tab
  1. Click [Add]
  2. Choose Type - Person, Equipment, Room or Group
  3. You may choose to link with a specific Provider from the Billing/Rendering library
  4. Set minimum time increments
    • If there is only one time increment chosen for all Resources, i.e. 10 min, then only ONE time column will display 
    • If different time increments are chosen for Resources, and are displayed together, multiple time columns will display - one for each Resource

  5. Choose Facilities this Resource will be associated with
  6. [Save]


How do I attach or link specific appointment types to specific Resources?

From the Resources tab under [Scheduling Setup]
  1. Appointment Type column > Click hyperlink number
    • for all appointment types skip step 2
  2. In the popup > to unlink one at a time > highlight the appointment 
  3. Click [Unlink] or [Unlink All] 
  4. [Unlink]



How do I Link appointment type to a specific Resource?

From the Resources tab under [Scheduling Setup] > Appointment Type column > Click hyperlink number
  1. [Link]
  2. Choose from 'Appointment Type' 
  3. [Save]

How do I view all resources?

Use the checkbox 'Include Inactive' to view resources, including those that are not currently active. 




How do I Add an Appointment Status

Go to Scheduling in the sidebar  > [Schedule Setup] >
  1. Status tab
  2. Click [Add]
  3. Fill out > Status > description fields, choose if this status shows on the Missing Encounter Report and if you would like, add a Custom Border Color to visually indicate Status, then select color field, make selection, because this is an outline on the appointment bold colors are more visible.
  4. [SAVE]


To add/modify a Custom Border Color
      Check Custom Border Color box (shown above step 3)
      Then select 

How do I create Slot Types? 

 [Schedule Setup] >
  1.  Slots tab
  2.  [Add]
  3. Type code (which displays on the calendar next to the time of day) and description
  4.  Background and Text Color
  5.  Maximum concurrence appointment - this number is the maximum number of appointments that can be booked in this slot
      • the Calendar user is alerted to these restrictions in hoverover 
      • Once the max has been achieved the user gets this warning
  6.  Un- check 'All appointment types' to limit what appointment can be booked during this slot 
  7.  [Save]


How do I add a Scheduling Build?

Go to Scheduling in the sidebar  > [Schedule Setup] >
  1. Build tab
  2. Click [Add]
  3. Check all the Resources, then Facilities
  4. Choose Recurrence options:  Weekly, Monthly, Yearly
  5. Select the 'Slot Type' 
  6. Select the Priority
    • We system deliver 3- Medium
    • If there is a conflict which slot type should be chosen
      • example use higher priority for lunch slot in order to overwrite the office visit
  7. Choose Effective Date, Expiration is not required
  8. Start Time, End Time
  9. [Save]
  10.  


You have the ability to add multiple Slots to the Build at one time. Click + to add a Slot, or - to remove one. You are able to add up to 50 slots at a time. 
  • Please note that even though you are saving multiple Slots in one Build, you are still able to edit the Slots individually once they are saved.



Schedule Build - Copy Day


It is possible to Copy a Schedule Build from one Resource/Facility and apply it to other Resources/Facilities. 

Filter the desired 

  1. Resource/facility
  2. Date
  3. Click [Copy]
If you only want to copy part of a day, un-check the slots you do not want to copy