Help : Creating Work-Schedule Types

There are three different lists of schedule/appointment types within MD HQ:

  1. The list of appointment types shown in the appointment type drop down menu when you add a new appointment to the calendar. These are color coded in the schedule and are primarily used for internal informational purposes, but will also be shown to the Patient (a) in an appointment confirmation email or appointment reminder email, if you choose to send these to the patient, and/or (b) on the Patient Portal, as part of the information shown to the patient for an upcoming appointment. Contact us to change your basic list of appointment types.
  2. Your list of work-schedule types (if this setting is enabled on your build). Work-schedules are used to set office hours (or on-call hours) and are displayed in the background in the calendar week and day view. You can restrict which types of appointments can be scheduled during different office hours using work-schedule types. If this feature does not currently appear for you, please contact us to enable it.
  3. The list of appointment types used to categorize encounter notes. This is often very similar to, or a simplified version of, the basic list of appointment types shown when you schedule a new appointment on the calendar. Contact us to change the appointment types used to categorize encounter notes.

You can set up the work-schedule types that you want to use to specify which types of appointments should be available during specified office hours. The following help information guides you through that process.

To add a work-schedule type, go the the Admin drop down menu, select Manage, select Schedule Types. This will bring up a Manage Schedule Type pop-up. Select the green +Add New Schedule Type button.

Screen shot add schedule typeAppointment Type (free text field) – this will be the name of the appointment type shown on your schedule for administrative use. Often, practices use short-hand to save space and decrease visual clutter when many different appointment types are used. For example, O30 for a thirty-minute office visit.

Appointment Name on Portal (free text field) – this will be the name of the appointment type shown on the patient portal . Use something easily understandable by patients, such as Office Visit – 30 Minutes.

Default Length of Appointment (# of minutes) – this will block out a specific number of minutes on the calendar when the appointment is scheduled.

Color (color swatch) – each appointment type must be assigned a different color within the system. Clicking the color button will bring up a color choice pop-up where you can choose a color by picking a swatch, choosing the color picker, or loading in RGB values.

Providers who use this appointment Type (list) – this lets you specify which providers use the appointment type (for multi-provider practices where different providers have different appointment types available). These selections do not limit what can be scheduled within the EMR.

Allow Pts to Schedule on Portal (checkbox) – checking this box makes the appointment type available for patients to request on the patient portal.

Description of appointment type (notes field) – a description for administrative use.

Patient message (notes field) – an optional description for patients to view in the patient portal about the appointment type.

Click the green +Add Schedule Type Entry button to create the schedule type and make it available as an appointment type that may be set to be available when setting work-schedule/office hours.