The ‘Scheduling’ section of Admin is responsible for ensuring your practice’s schedule runs as efficiently. ‘Scheduling’ is broken down into 3 sections:
Office Hours & Closures
We’ll take a look at each one and see how to get things set up so your practice runs as smoothly as possible.
To get there, click ‘Admin’ and then ‘Scheduling.
The ‘Appointment Types’ section is where you land when you open ‘Scheduling.’
Think of an appointment type as a template for common appointments. When you land on ‘Appointment Types,’ you’ll be able to do a few things with appointment types, including:
Note: Appointment types populate within scheduling as ‘Services Offered,’ which can be found within provider’s profiles (more on that in a second).
Sorting Appointment Types
To sort an appointment type, click the arrows to the right of ‘Appointment Types’ or ‘Duration.’ You can sort appointments alphabetically or by duration.
Editing Appointment Types
To edit an appointment type click the 'edit' icon (looks like a pencil). When you edit an appointment type, you’re able to update the:
Archiving Appointment Types
To archive an appointment type, click the 'archive' icon (looks like a box) on the right side of the screen under ‘Actions.’
Making a New Appointment Type
To create a new appointment type, click the ‘Add New’ button on the right side of the screen.
The fields you’ll need to fill out to make an appointment type are:
Color (appears on the schedule)
Tip: keeping each appointment type its own color is a really helpful way to break up and quickly see what’s on the schedule.
Bonus Tip: group similar types of appointments (i.e vaccination appointments or different exams) in the same color family.
A provider is any person (or in some cases a group of people) who can administer a specific treatment or perform a specific service to your patients. Each provider also has their own unique hours, so you won’t have to worry about scheduling a treatment when it’s unavailable for a patient.
It’s usually best to have each doctor in your clinic as their own provider. More general staffing positions like techs can have a generic ‘Technician’ provider.
Tip: depending on how your practice is set up, you can create multiple generic providers if you know there will be a certain number of them at the clinic at a time. For example you could create “Technician 1” and ‘Technician 2” if you have two techs working at all times.
When you get to the ‘Providers’ section, you’ll be able to:
Create a new provider
View provider information
Edit provider information
Archive a provider
Create a New Provider
To create a new provider from the 'Providers' tab in the 'Scheduling' section of Admin, click the 'Add New' button in the upper right corner of the screen. This will take you to the 'Add Provider' screen.
To add a new provider, you'll need to fill out the provider's:
Doctor (if applicable)
Additional out of office
Note: You'll also need to give the provider a color. This makes things much easier to differentiate when you're looking at your practice's schedule.
Tip: It's best to make all provider's colors as different as possible. Or, if you have a larger practice, give providers with similar responsibilities colors in the same color family (i.e. reds, blues, greens, etc.).
Viewing Provider Availability
The main ‘Providers’ page offers a quick glance of a provider’s availability. However, if you want a more detailed look, click the ‘view’ icon (looks like an eye) under ‘Actions’ on the right side of the screen.
When you’re viewing the provider, you’re able to see:
Additional out of office
You can also edit their settings and add new additional availability and out of office settings.
Editing Provider Availability
To edit a provider’s availability click the ‘edit’ icon (looks like a pencil). This will allow you to update the provider’s:
Services offered (these are Appointment Types)
Doctor (if the user isn’t a doctor and usually has someone overseeing them)
You can also set their:
Additional out of office
Updating the Hours Fields
To update the hours fields within the providers different availabilities, click into the hours field and type in the time (be sure to double-check AM and PM).
If you need to add a break, click the ‘+ Break’ button and add in when their break is.
Office Hours and Closures
Adding/editing office hours follows the same pattern as adding/editing provider availability.
To add/edit office hours, click the ‘Edit Office Hours’ button.
To add/edit office closures, click the ‘Add New’ button. You can also quickly delete a closure by clicking on the ‘delete’ icon (looks like a trash can) on the right side of the screen under ‘Actions.’
Once you’re in your desired location, click into the field and select the correct times for starting and ending. If there’s a break, click the ‘+ Break’ button and add in when their break is.