Schedule Setup

Schedule setup lets offices view and enter all provider and employee schedules.

To view the schedule, in the Main Menu, click Setup, Schedules.

Alternatively, in the Manage Module, select a specific employee(s). Click View Schedule.

See our videos: Operatory and Schedule Setup & Operatory and Schedule Setup for Clinics

Offices can define any kind of rotating or alternating schedule they want. Enter individual work hours, holidays, lunch hours, and staff meetings.

Note: To edit schedules, the Schedules - Practice and Provider security permission is required.

Once schedules are entered, open/closed hours will be indicated in the Appointment module with the background colors set in Definitions: Appointment Colors.

Note: The schedule may 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 currently displayed on the window. 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 when clinics is turned on. Show the selected clinic's holidays and notes entered via the Edit Day window.

Clinic: Only an option when clinics is turned on. Select a clinic and only its scheduled providers will show. The default clinic is the one selected in the Main Menu. Users 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.

Limit to Ops in Clinic: Only an option when clinics is turned on. Check the box to filter to operatories with the selected clinic and view the scheduled time blocks. While in this view, 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 Preferences, Select all provider/employees when loading schedules.

Double-click a provider or employee to show their schedule. Click and drag to select multiple providers/employees, or ctrl click to choose multiple, then click Refresh to view schedules. The number currently selected appears in parentheses.

Clear Week: Delete all schedule entries for the selected providers and employees, for the selected week.

To clear multiple weeks, users 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.)

Week Filter: Choose what days of the weeks are currently displayed on the schedule.

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.

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.

  • When pasting over an existing schedule, a warning will popup indicating the number of providers whose schedule will be replaced.
  • Days marked as a holiday will not be replaced when pasting a schedule.
  • See the Examples section of Schedule Edit for further instruction on setting up various schedules.

Print: Print the schedule for the selected date range.