Scheduler Templates |
  
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The SCHEDULER TEMPLATES function is designed for Clinics who wish to allocate that specific time slots during scheduled days should only be available for specific types of appointments. For example, Clinics can indicate that on a specific day, during specific hours, only specific Appointments Types should be created for specific Specialists. For example maybe only Hearing Test related appointments should be performed on Monday mornings or Friday afternoons are only for Fitting type appointments.
In order to create SCHEDULE TEMPLATES Clinics must first configure the Appointment Types within CONFIGURE SYSTEM SETTINGS > SCHEDULING > APPOINTMENT TYPES. Users will only be permitted to EDIT, ADD or DELETE templates based on permissions granted to the user's Security Roles.
All specialists need to be initially entered in Specialists before attempting to create a roster for them. Click here to learn about Specialists (CONFIGURE SYSTEM SETTINGS > SCHEDULING > SPECIALISTS.)
Scheduler Templates are designed to scatter Appointment Types as follows:
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Minimize free time. Templates are designed to fill gaps in a schedule.
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Template appointments begin at the specified start time.
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Scatter across ALL Specialists available at the specified location initially based on the specialists assigned hours.
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Templates will respect Clinics who have Scheduler Roster turned on.
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Avoid back to back appointments of the same type (the exception to this if the user is adding a template of the same type straight after another will fill a gap that would otherwise be left free.)
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Where possible, a 5 day randomization algorithm making sure appointments of the same type do not land a the same time every day.
To add a new Scheduler Template:
LOCATION CODE: Select the location to create a Scheduler Template for. Locations selectable will be limited to the user's location permissions.
STARTING DATE: Select one location from the list of LOCATIONS that your User ID has permissions to.
There are TWO ways to add Scheduler Templates. The first is one Specialist at a time, but click the ADD button. The other way, which is more automated to automatically distribute the Scheduler Templates is by clicking the ADD RANGE option.
If adding a range of dates, click the ADD RANGE button in the tool bar.
The screen prompts are:
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Location: Select a location from your list of locations your User ID has permission for.
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Start Time: Enter the start time for each Schedule Template.(Note the LOCATION'S configured hours will be respected.)
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Exclusion Start Time: If you need to exclude a period of time (for example for a lunch break) enter the exclusion start time here.
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End Time: Enter the end time for each Scheduler Template. (Note the LOCATION'S configured hours will be respected.)
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Exclusion End Time: If you indicated a exclusion start time, enter a exclusion end time here.
Weekday Selection - Select ALL WEEKDAYS if you wish to create a Scheduler Template for all Monday's, Tuesday's, Wednesday's, Thursday's and Friday's within a selected range. Otherwise individually check the days of the week that you wish to create a range of Scheduler Templates for.
Next the window displays all the APPOINTMENT TYPES that can be configured for a Scheduler Template. Each line is one Appointment Type. Indicate the amount of time slots to be allocated to each Appointment Type during the START DATE and END DATE indicated above. When finished press CONTINUE to start the range set up.
The SCHEDULER TEMPLATES - ADD RANGE screen presents a list of dates and Specialist who are available to create Scheduler Templates for. The CREATE tick box at the end of each row indicates that you wish to create the Scheduler Template as shown. Users can press the EXCEL button to launch an EXCEL report of what will be created when CONTINUE is selected. Press CONTINUE to create the indicated Scheduler Templates.
Next you are returned to the main screen where all the created Scheduler Templates will appear based on the Starting Date selected. Edits to these Dates, Appointment Types, Start and End Times can be made as required.
NOTE: If the clinic has SCHEDULE ROSTER turned on, and the roster record is edited or deleted, the Template must only consider appointment templates which have not yet been filled.
To edit an existing Scheduler Template, choose your location and starting date to populate the existing Scheduler Templates for that location. Highlight the record to be edited and press the CHANGE icon in the tool tray. The fields that are available to be editable
Line items can be deleted by highlighting the entry and clicking the DELETE icon in the tool tray. To do a mass deletion, highlight no lines and click the DELETE icon. After which a DELETE RANGE screen appears to facilitate a mass deletion of Scheduler Templates based on selectable Specialist, Date and Appointment Type criteria.
The PRINT icon allows users print a configured Scheduler Template within a selected date range either to PDF or exported to EXCEL.
Click SAVE to store your changes. Click EXIT to close the window.