Specialist Roster |
  
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A specialist roster is a tool used to keep track of a specialists availability and specialist location information. This Specialist Roster is a way of indicating that a Specialist is only available at a specific location within specific hours and will prevent users from accidentally making an appointment for that Specialist at a time or location where they have not been flagged as available.
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.)
To ADD a new roster, select the specialist from the drop-down list. Next, choose a period starting date for your roster. If specialists don't appear in this list, ADD them under MAINTAIN SPECIALISTS.
Once the Specialist and Starting Date are selected, the "ADD RANGE" button will appear, which allows users to select an entire date range of availability, based on the starting date entered above.
Select the LOCATION, and edit the FROM DATE and TO DATE to be the range. Next, enter the START TIME and END TIME (in military time IE: 0900 to 1700 would equal 9-5.)
Define which day of the week(s) need to be defaulted as checked (available) for this specialist. Select ALL WEEKDAYS or select the days of the week for which the specialist is available (what is considered a "week" is based on the scheduler parameter "Calendar Start Day" within CONFIGURE SYSTEM SETTINGS > SCHEDULING > SCHEDULE PARAMETERS. The system will exclude any days defined as the office being closed within CONFIGURE SYSTEM SETTINGS > SCHEDULING > SCHEDULE PARAMETERS. )
The "DISPLAY ALL DAYS" check box can be checked when creating a roster if the user wishes to see all days defined within the selected period, and not just the days of the week selected. If the "DISPLAY ALL DAYS" is unchecked, only the selected dates will appear.
Press CONTINUE.
Next the Roster Details window appears, which confirms the availability based on the previously selected date and time options entered.
Each line represents a day and time this specialist is rostered to be at this location. A roster can be created across multiple locations across a single day as long as the start and end times do not overlap with other locations. The right side of each line shows a CREATE tick box that indicates that this record's date/time will be created when stored. Uncheck any line item or date/time for which you do not wish to create a roster.
The STATUS can show:
AVAILABLE - Roster can be created for this specialist at this location for this date and time. The CREATE box will automatically be CHECKED, indicating that when CONTINUE is selected, the specialist roster will be created for this specialist at this location at this date and time. To not create a roster at this date and time, simply UNCHECK the box.
CONFLICT IN ROSTER - Roster cannot be created for this specialist at this location at this date and time. The CREATE box will automatically be UNCHECKED, signaling that this specialist cannot be rostered at this location on this day (likely due to an appointment existing at this time at another previously created location Roster).
AVAILABLE (ROSTER OVERLAP) - A previously created Roster location can be adjusted to accommodate this specialist at this location and this date and time. If there are no appointments scheduled for this specialist at the previously created Roster location, then by checking the CREATE box, the previously created Roster location will automatically be edited to accommodate this new location Roster request. To NOT adjust the previously created location roster for this specialist, simply UNCHECK the CREATE box to preserve the original location roster. For example, if a specialist has been booked as available for one location between certain hours, and within those hours you wish to make this same specialist available at another location for any period of time, you can split the hours between 2 or more locations IF there are no existing appointments booked during those times at any other clinic.
Click CONTINUE to create the roster as specified within the ROSTER DETAILS window.
Edits can be made at any time by using the CHANGE or DELETE buttons and highlighting the line to be edited or removed. New dates can also be individually added by clicking ADD and entering the date, location and start and end times.
Editing an existing Specialist Roster:
If a specialist has been booked as available for one location between certain hours, and within those hours you wish to make this same specialist available at another location for any period of time, you can split the hours between 2 or more locations IF there are no existing appointments booked during those times at any other clinic. For example if you have created a roster for a specialist for next Monday from 9-5 at location "A", and you wish for this specialist to be available at location "B" from 12-2, as long as the specialist has no previously scheduled appointments at any other locations during 12-2, you can "split" the roster.
Printing a Roster:
PRINT a created roster using the PRINT icon.
A specialist must first be chose, then click the PRINT icon and choose the roster date range to print, and choose to print or export to Excel.
Deleting an existing Roster:
When accessing a Specialist Roster that has some records (dates/times) that need to be deleted, press the DELETE button. A new window appears that allows the user to enter selection criteria for deletion.
The screen prompts are:
ALL LOCATIONS - Select ALL locations if you wish to delete the Specialist's rosters at all locations.
LOCATION - Select a single location if you wish to delete a Specialist's roster at a single location.
FROM DATE - Select the start date for the Specialist roster period deletion.
TO DATE - Select the end date for the Specialist roster period deletion (in order to delete a single date for roster deletion, the FROM and TO date can be the same date.)
ALL WEEKDAYS - If you wish to delete all weekdays during the previously selected date range and location, check ALL WEEKDAYS.
RECURRENCE PATTERN - Additionally you can chose to delete a recurring pattern such as WEEKLY or BI-WEEKLY. Selecting a recurrence pattern will apply the previously selected days of the week and apply the deletion to only those days selected within the recurrence selected. For example, you can choose to only delete every other Monday by selecting only MONDAY and the recurrence pattern BI-WEEKLY.
DISPLAY ALL DAYS - This check box can be checked when deleting a roster if the user wishes to see all days defined within the selected date range that qualify for deleting, and not just the days of the week selected within RECURRENCE PATTERN. If the "DISPLAY ALL DAYS" is unchecked, only the selected days of the week selected within the RECURRENCE PATTERN will appear.
Press CONTINUE and review the ROSTER DETAILS window. The ROSTER DETAILS window shows all the roster records within the previously selected date range with a defaulted check mark to indicate that record will be deleted. If you previously selected DISPLAY ALL DATES, other dates and times within the selected date period will also appear. The user can select to include those records in the deletion by clicking the check box at the end of each record.
Press CONTINUE to delete the selected records.
Click SAVE to store your changes. Click EXIT to exit and close the window.