Alternatively, in the Appointments Module, Employee or Provider tab, double click anywhere.
The Edit Day window in Schedule Setup lists all provider and employee time blocks scheduled for one day. From here you can add, edit, and delete time blocks, as well as add holidays, staff vacations, and days the office is closed.
Date: The upper left corner shows the selected day. Click the arrows to move forward or back one day.
List tab: Show all provider and employee time blocks as rows (start/stop time, operatory and any notes) and any practice notes. The list is sorted first by practice notes, then by provider, then by employee. Double click a row to edit.
Graph: View a graph representation of provider and employee time blocks. See Schedule Graph.
Use the panel on the right to add time blocks, notes, and holidays, and select a default provider for operatories.
Clinic: When adding a time block, holiday, or clinic note, first select the clinic the time block applies to.
Providers: Lists providers who have access to the clinic. When adding a time block, first highlight the providers it will apply to. To select multiple providers, click and drag, or press Ctrl or Shift while clicking. The number of providers currently selected appears in parentheses.
Employees: Lists employees who have access to the selected clinic. When adding a time block, first highlight the employees it will apply to. To select multiple employees, click and drag, or press Ctrl or Shift while clicking. The number of employees currently selected appears in parentheses.
Default Prov for Unassigned*: Select a default provider schedule to use for operatories that have no provider assigned. If no operatories have an assigned provider, this provider's schedule is used to indicate the office's open hours on the appointment schedule. The assigned provider cannot have any operatories associated with their schedule.
Add: Add time blocks for the selected providers and employees. See detailed instructions below.
Note: Add a specific note for the selected providers and employees. This text box supports right click options (Right Click Text Box). These notes will appear next to the employee/provider's scheduled hours in the Appointments module under the Employee tab (Notes column).
Delete: Remove a time block. The design of this feature is intentional so users can quickly schedule without multiple confirmations.
Clinic/Practice: Holidays and notes show as their own row under Edit Day and will only show on the schedule window if Show Practice Holidays and Notes or Show Clinic Holidays and Notes is also selected. Practice = Headquarters. See detailed instructions below.
OK + Goto Schedules: Only visible when opened via the Employee or Provider tab in the Appointments module. Saves changes and opens the main schedule window.
To fill the schedule, begin by entering provider and employee time blocks for one day. Once one day is set up as you like, you can quickly fill the schedule using copy/paste/repeat.
The date shows in the upper left. Click the left or right arrow to move back or forward one day. Currently scheduled providers and employees for the day show under the List tab, Edit Day. Double click a row to edit a schedule. Usually time blocks are added/edited using the List tab. To add via the Graph tab, see Schedule Graph.
Deleting a time block: If you have no time blocks selected and click Delete, all time blocks will highlight and you will be asked to confirm the deletion of all entries. If you select a time block, then click Delete, the selected time block will be deleted without asking for confirmation. If you delete a time block by mistake, click Cancel and the deletion will not be saved. The design of this feature is intentional so users can quickly schedule without multiple confirmations.
Once one day is set up, you can easily fill the schedule using copy/paste/repeat.
Copy/Paste a Day: Once a day is set up, copy/paste it to another day.
Copy/Paste a Week: Once an entire week is set up, copy/paste it to another week.
Copy/Repeat: Instead of pasting one day or week at a time, you can also paste repeatedly.
Clear Weeks: Delete all schedule entries for the selected provider/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.)
Replace Existing: When checked, the schedule being pasted/repeated will replace any existing schedule. If you do not check this box when pasting/repeating, then the pasted/repeated schedule will be added to the existing schedule, but won't replace it.
Schedules that Alternate Weekly:
Taking every third Friday off:
A holiday is an officially recognized holiday like Christmas, not a day that the office is simply closed or the dentist is on vacation. The holiday text will show in the day's cell on the schedule grid and in Graph View. In the Appointment schedule, the day's background will be the color set in Definitions: Appointment Colors, Holiday. To notate the holiday on the appointment schedule, add Blockouts. Holidays are considered when calculating lab case due dates.
To enter information about an employee or provider's vacation or days the office is closed, enter a note. The note text will show in the day's cell on the schedule grid and in Graph View. It will not show in the Appointment module.
To add holiday or vacation hours to an employee's time card, see Manage Time Cards.