ADMIN - Configure Schedule and Availability

1. Access the Calendar Application

• Open the Admin Console.
• Navigate to Application > Schedule > Calendar settings.

2. Select the Configuration Level

Make changes on the Facility or Provider level. Changes to facility settings do not impact provider overrides.

• Locate the Configuration level section.
• Select Facility or Provider override.
• Choose the specific provider and/or provider from the list.
• For the Provider override, toggle “Display on calendar” On to make the provider visible and schedulable.
  • Note: If this is off, configuration settings will be hidden.

3. Configure general calendar settings

• Visible time range: Determines the default time range view.
• Calendar interval: Option to view the calendar interval in 10, 15, 20, 30, or 60 minute increments.
• Default calendar view: Option for the default calendar view to a day, 3-day, week, or month view
• First day of the week: Option for the first day to be Sunday, Monday, or Saturday.
• Appointment color scheme: Determines what color scheme to apply when viewing appointments on the calendar. Options are the visit type or appointment status.

Note: The left-most colored sliver will always reflect the visit type. Viewing by appointment status is helpful when viewing apointments for the current day when status is likely to change. Viewing by visit type is beneficial to quickly know if the appointment is a New Patient, Telehealth, etc.

4. Set Weekly Availability Hours

Define the weekly availability and what types of appointments they accept.

• Go to the Weekly hours section.
• To set specific blocks: Define a Start Time and End Time for a time slot.
• Select the Type: Assign either a Visit Type (e.g., New Patient) or a Block Type (e.g., Lunch) to that time slot.
  • Use “Open” for general availability for any visit or block.
  • Any time not explicitly defined will be marked as “Unavailable”.
• All Day Option: Check “All day availability” if the provider is open for any visit type during all hours.
• Click on Preview to view the weekly hours in a calendar view.

5. Manage Overrides and Templates

• Reset: If you need to clear provider-specific hours, click “Reset” to revert to the facility weekly schedule.

6. Add Blackout Dates (Holidays/Vacations)

For ad hoc dates:

• Navigate to the Blackout dates section.
• Add the specific dates for unavailability, such as holidays or facility closures.

7. Save Settings

• Select Save all settings to apply changes.