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Scheduling templates are created to avoid repetitive and time consuming appointment book entries. Templates are used to block off time where a provider is normally not available for scheduling. For example, a provider starts work on Mondays at 8:00 and every other day at 8:30, takes lunch every day from 12-1, and leaves work at 5:00 every day. A receptionist would normally have to block off each time slot every day to note that the provider was not available for scheduling. Instead, a template can be created for each day of the week that automatically gets loaded when accessing the Appointment Book screen.
Remember, these are simply default times when therapists are not available. Although they will load automatically, they can be overwritten on a day-to-day basis if needed.
Templates can also be created for rooms and/or resources if needed!
When you first attempt to access the templates screen, the message below will appear:
Click the OK button and then click on the "New" button towards the lower right side on the following screen.
After clicking on the "New" button, the following window will appear.
In step 1, enter the "Cutoff Date" for the templates. This will be the date that the templates you are creating will stop loading automatically. This allows the creation of multiple sets of templates. For example, if you know that the default schedules for a therapist or therapists are going to change starting on December 1, you could have a set of templates that have a cutoff date of November 30th, and a second set that kicks in with a new cutoff date.
If templates are on file already, step 2 will contain a list of any other templates and list them by their cutoff date (see figure below). If you are creating an additional set of templates, you may highlight a set that is already on file in step 2 and they will be copied to the new set being created.
*** Once you set a cutoff date, you cannot create a new set of templates with a cutoff date earlier than one that's on file already!! You can only go in and modify the templates on file already. ***
Adding Columns
To begin, select the facility and the day of the week for which you want to enter templates on the right hand side of the screen. Select the normal operating hours for the selected facility and day. Time that a facility is closed will have a background color matching the color selected on the Scheduling Options screen (in this example, dark gray).
To add a provider to the templates grid, right-click the column heading (gray cell at the top of the column) and then select 'Add Column' heading from the popup menu that appears.
Next, choose a provider/therapist to occuly the column. Only providers will be included in the list! Providers are licensed users of the system. The selected provider will be placed in the column heading. Try to add providers in the order you would like to see them on the Appointment Book!
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The therapist's name will appear in the column heading. Now you are ready to begin blocking off time when the therapist will not normally be available for scheduling. To block off time, select one time slot or click and drag up or down the column to highlight multiple time slots in a row. Next, right-click on one of the highlighted time slots, select Blocked Time, and select the desired reason. To add a new reason to the list, select the "Add new blocked time reason" option. Use the "Repeat Last" function to enter in the last blocked time reason that was chosen. Use the "Delete" option to delete the reason in a time slot already. |
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Notes:
Templates do not need to be used for
things like vacations or meetings that do not occur every week at the same time.
These special occurences can be directly blocked off on the Appointment Book
screen.
Even though templates are loaded automatically on the Appointment
Book screen, they can be overwritten on the appointment screen by selecting the
time slot, confirming the override, and selecting a case to
schedule.
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