Scheduler settings

Scheduler settings

General

Default working hours
The DEFAULT WORKING HOURS are universally applied within the company unless specific working hours are indicated in the LOCATION SETTINGS. Specialist working hours can either follow the default schedule or be customized based on the specialist's availability.

Default working hours also influence time range auto scrolling for schedules, allowing users to efficiently set up working hours for locations, specialists, and schedule templates. Auto scrolling will commence from the Default Working Hours’ start time. This applies to:
  1. Selecting working hours for a location
  2. Creating a new schedule or a schedule override for a specialist
  3. Adding a new schedule template




Parameters for rescheduling
Appointment PARAMETERS can be configured to initiate a RESCHEDULING event. Any changes made to the selected settings in an appointment will result in the appointment receiving the status 'rescheduled'.



Rescheduled appointments
You also have an option to display RESCHEDULED APPOINTMENTS on the Patient Summary tab. This allows for easy access to information regarding any appointments that have been rescheduled.

Designated appointment
In the DESIGNATED APPOINTMENT section, clinics can activate the ‘Booking for Any Reason’ option. This feature removes existing restrictions on time slots reserved by schedule templates for specific appointment reasons, making those times available for general bookings as needed. Clinics can also define how many days in advance this flexibility will apply (e.g., for today and the upcoming days).

Info
Even with ‘Booking for any reason’ enabled, the Scheduler grid will show only the primary appointment reasons assigned to a specialist. This helps users identify the main reasons while still allowing other bookings if needed.

Closed days

Closed days are added either for one location at a time or all locations. To add a closed day, click +CLOSED DAY.

Resource types

It is possible to add a number of resource types that will be used to group your locations resources (rooms, different types of equipment). 

Resources

This tab allows you to add resources to a particular location. To add a resource, click +RESOURCE. On the dialog, specify:
  1. RESOURCE*: once the resource is saved, the name provided in the field will be impossible to change.
  2. LOCATION*: once the resource is saved, the location specified in this field will be impossible to change. NOTE: Only ONE location can be specified per resource.
  3. RESOURCE TYPE*: from the dropdown, select a resource type.
  4. CONFIRM AVAILABILITY*: choose "yes", "no", or "warn".
Info
"Yes" - to show a conflict message when someone is trying to book this resource for the same time; this will also prevent an appointment from being created.

"No"- to allow a resource to be booked for several appointments simultaneously; the appointment will be created with no warning.

"Warn" - to show a warning message that this resource is already booked; the appointment will be created and the user will be notified with a warning.
  1. COLOR: choose any color from the palette for better visualization.
Resource list can be ordered by state (active/inactive), resource name and color parameter.

Outcomes

 'Active' outcomes can be linked to a particular appointment reason. When a reason is selected for an appointment, any of the outcomes associated with that reason can be added to that appointment.
To add an outcome, click +OUTCOME. On the dialog, specify: 
  1. Code
  2. Rating (if applicable)
Outcomes' list that can be ordered by state (active/inactive) and code. 

Appointment statuses

Statuses can also be assigned to appointments in Scheduler.
To create a status, click the +APPOINTMENT STATUS. On the dialog, specify:
  1. Code (one character)
  2. Description
'Lock appointments' is an optional setting. When activated for an appointment status, it protects appointments that were assigned this status from any unauthorized changes.

Appointment statuses' list can be ordered by all available parameters.

Appointment types

Appointment types can be used to classify appointment reasons. To add an appointment type, click +APPOINTMENT TYPE. On the dialog, specify:
  1. Type
  2. Description
  3. Duration
  4. Color 
Optionally, you can configure additional settings below. This includes the ability to make specific appointment details mandatory, like assigning a resource or connecting an appointment to a marketing campaign. You can also allow users to delete appointments or make appointments of certain types recurrent.

Appointment types' list can be ordered by any available parameters.
  1. To EDIT an appointment type, click on the selected entry in the list. 
  2. On the EDIT screen, you can DELETE an appointment type by clicking  in the top right corner.

Appointment reasons

Appointment reasons can be used to apply default settings to an appointment. When an appointment is created in Scheduler and a specific reason is specified, the pre-configured settings associated with this appointment reason will control how this appointment is managed (e.g., which duration will be preselected, which resources will be available and which outcome can be chosen for this appointment, etc.).

To add an appointment reason, click +APPOINTMENT REASON. On the dialog, you can specify:
  1. Appointment reason (i.e., name)*
  2. Appointment type
  3. Duration
  4. Color (open the dropdown for more options)
  5. Category*
  6. Outcome
  7. Additional settings (see image below)


NOTE: Additional settings are inherited from the selected APPOINTMENT TYPE. However, they are not fixed and can be adjusted to better fit the intended use. 

Info
*After saving an appointment reason, you will not be able to modify its NAME and CATEGORY. Therefore, ensure that these parameters are correct before you proceed to finalizing the appointment reason. 

Appointment reasons' list can be ordered by any available parameter.
  1. To EDIT an appointment reason, click on the selected entry in the list. 
  2. On the EDIT screen > GENERAL tab, you can make the required changes or DELETE an appointment reason by clicking  in the top right corner.

Resource validation
Within an appointment reason it is possible to set resource validation at the location level. This is done in EDIT mode. 
  1. To access this mode, click on the selected entry and go to the RESOURCES tab.
  2. Select VALIDATE RESOURCES.
  3. Choose the LOCATION where a resource (or resources) need to be validated.
  4. Select from the available resources and click SAVE.

Appointment labels

On this tab, users can configure appointment labels that suit the needs of their office or clinic. Labels can then be added to appointments in SCHEDULER. To add a label, click +LABEL.
On the dialog, specify:
  1. Code
  2. Name
Appointment labels list can be ordered by all available parameters.

Specialist categories

Specialist categories can be used to group specialists. To add a category, click +CATEGORY.
On the dialog, you can specify:
  1. Code
  2. Description 
Specialist categories' list that can be ordered by all available parameters.

Specialists

Adding specialists

On this screen you can add a specialist and assign them to a chosen location. In Scheduler, all assigned specialists will be shown for that location. 
Info
In CREATE mode, it is possible to assign a specialist to ONE location only. In EDIT mode, you can link up to TEN locations.
To add a specialist, click +SPECIALIST. On the dialog, you can specify:
  1. Title
  2. Name
  3. Suffix
  4. Phone number
  5. Color
  6. Category
  7. 'Use specialist schedule' if the specialist's working hours differ from the default working hours
  8. 'All reasons' if the specialist handles all available services (hearing tests, earwax removal, hearing aid fittings, etc.)
  9. Location
[Country specific]
  1. QP number
  2. NPI number
Info
Specialists' list that can be ordered by: state (active/inactive), name, phone number, category, color, all reasons' setting. You can search the list by NAME and PHONE NUMBER using the search bar. It is also possible to filter the specialists' list by location.

Editing specialist info

To be able to access and edit specialist information, click on the specialist entry or hover over and select the corresponding option from the options menu   .



      
On the GENERAL tab, you can:
  1. Review and update the specialist’s information
  2. Assign additional locations
  3. Choose to 'use specialist schedule'
  4. Add more locations
  5. If needed, define a QP number for each location
Info
The SCHEDULE and OVERRIDES tabs will only be available when you turn on the 'use specialist schedule' option and save your changes.

Customizing schedules

On the SCHEDULE tab, you can create weekly, biweekly, and custom schedules. You can also change existing specialist schedules by adding or removing weeks without needing to create a new schedule.

To add a new schedule, click +SCHEDULE.



The list of specialist schedules can be sorted by the START or the END date. Each schedule can be previewed and edited directly from the list.
  1. To change the START/END dates, click .
  2. To add new working hours, click +WORKING HOURS.
  3. To change the existing working hours, hover over the location where the hours need to be changed, click  and choose EDIT.


Overriding schedules

On the OVERRIDES tab, you can create schedule overrides at a specialist's level. When you create an override, the system will review the specialist’s schedule to see if any appointments are booked for the specified date.
Info
If there are appointments, a warning will appear to inform you of the potential impact, but it will not prevent you from proceeding with the override.

Cancellation reasons

Cancellation reasons are used to explain why an appointment was canceled. Once a 'canceled' status is given to an appointment, the dropdown with the cancellation reasons becomes available. To add a cancellation reason, click +CANCELLATION REASON. On the dialog, you can specify:
  1. Code
  2. Description
Info
Cancellation reasons with a selected 'NHS' parameter are available for eRS appointments only. In-store and online appointments can use all cancellation reasons.
Cancellation reasons' list that can be ordered by all available parameters.

Rescheduling reasons

On this tab, you can configure custom rescheduling reasons to enhance appointment management. Rescheduling reasons can be edited, deleted, or disabled if no longer in use.

Reason sources

Reason sources identify the origin of an appointment rescheduling or cancellation, whether it was initiated by the patient, the clinic, or caused by force majeure. Users with the corresponding permissions can customize the Reason Source list by adding, editing, or deleting reason sources to ensure accurate reporting and better manage client appointments.

Schedule templates

Schedule templates allow users to block specific time slots for certain appointment reasons  across multiple specialists. This helps to save time and ensures that high-demand hours are prioritized for more valuable services.

Create schedule templates
  1. To create a new template, click + TEMPLATE.
  2. For each day of the week, users can define which Reasons are allowed in which time slots, with up to 15 slots per day.
  3. PREVIEW the schedule to see how it will look in the Scheduler before applying.
  4. Different templates can be applied to different locations and for different weekly cycles (up to 10 weeks). 
Example: Two reasons set up between 10:00 a.m. and 12:00 p.m.


Apply schedule templates
  1. Find the needed template and hover over the three-dot menu.
  2. Click APPLY.
  3. Choose the start/end dates, locations, and specialists it will affect.
Templates:
  1. Can only be applied to specialists who have the USE SPECIALIST SCHEDULE setting enabled.
  2. Only impact the working hours defined by the location (or the specialist’s existing schedule).
  3. Any unblocked hours will automatically be available for all appointment reasons.
The applied template will be displayed in each specialist’s schedule.



Info
Preventing time overlap
To avoid conflicts, ensure that the number of weeks set for each location is a multiple of the schedule at the first location. For instance, if one location uses a biweekly schedule, other locations should follow schedules in multiples of the same (1, 2, 4, 6, or 8 weeks) to prevent overlap.





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