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Schedule Setup 

Schedule setup lets you enter all Provider and Employee schedules. You can define any kind of rotating or alternating schedule you want. Enter individual work hours, holidays, lunch hours, and staff meetings. Once schedules are entered, open/closed hours will be indicated in the Appointment module with the background colors set in Definitions, Appointment Colors.

To view the schedule, in the Main Menu, click Setup, Schedules. The schedule will be blank until a provider or employee is selected and refresh is clicked.

Each day is represented by one cell. Today's date and schedule shows in red text. The filter options on the left control what shows in each cell.

From/To Dates: The date range displayed. Click Refresh to update the schedule.

Show Practice Holidays and Notes: Show practice notes and holidays entered via the Edit Day window

Show Clinic Holidays and Notes: Only an option if Clinics is turned on. Show the selected clinic's holidays and notes entered via the Edit Day window.

Clinic: Only an option if Clinics is turned on. Select a clinic and its schedule will instantly show. The default clinic is the one selected in the Main Menu. You must have access to a clinic to view its schedule. Initially the schedule will only show dates, notes, or holidays. Select providers and employees to populate the schedule with provider and employee names and hours.

Show Clinic Schedules: Check the box to view all scheduled time blocks for the selected clinic (clinic-view mode). All providers and employees associated with the clinic will automatically select and the schedule will refresh. While in clinic view mode, all buttons in the lower left are disabled and schedules can't be edited.

Providers() / Employees (): The providers and employees selected determines which schedules show. Whether providers/employees are selected by default is determined by the Manage Module Preference 'Select all provider/employees when loading schedules'.

  • Providers: Only lists providers who have access to the selected clinic (see Security User Profiles).
  • Employees: Only lists employees who have access to the selected clinic (see Security User Profiles). 

Select providers/employees then click Refresh to show their scheduled hours. To select multiple providers/employees, click and drag, or press Ctrl or Shift while clicking. The number currently selected appears in parentheses.

Show Weekends: Show Sunday and Saturday schedules. To apply changes to weekends, weekends must be 'shown'.

Clear Week: Delete all schedule entries for the selected providers and employees, for the selected week.
To clear multiple weeks, you can also go to a blank week, copy it, then repeat it. Make sure the Replace Existing box is checked (for example repeat it for 20 weeks to clear 20 weeks.)

Copy: Copy a day or week's schedule to the clipboard. This is a useful tool (with Paste/Repeat below) to quickly fill the schedule. Also see Enter Provider and Employee Time Blocks.

  • Copy Day: Copy the selected day only.
  • Copy Week: Copy the entire week based on the selected day

Paste: Paste the copied day or week's schedule to a new day or week. Or repeatedly copy it for a specific number of days or weeks into the future.

  • Replace Existing: Check this box to overwrite any existing schedules when you click Paste or Repeat.
  • Paste: Paste the copied day or week to the selected day or week.
  • Repeat: Paste the copied day or week repeatedly for a specific number of days or weeks. Enter the number of days or weeks next to #.

Print: Print the schedule for the selected date range.

 

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