Help : Setting Work Schedules

Work schedules can be used to specify things like office hours and on-call hours for internal use, as well as to set which hours are available for online appointment scheduling via the Patient Portal. For practices with this feature enabled, you can also specify which appointment types are available during specified periods.

To set office hours or on phones hours:

  • Click any open time to open the Schedule New Event pop-out and set the appointment type to In-Office Schedule (or On Phones Schedule, if this is one of your appointment types) OR
  • Click on the Work Schedule icon in the upper right-hand corner of the calendar when in DAY view.

This will direct you to a Who is Available? pop-up.

Screen shot Who is Available? pop upCheck who will be available (check boxes) – this lets you select the users associated with the work schedule. Work schedules can be associated with everyone within the practice, an individual provider, or any combination of providers. If you allow patients to request online appointments through the patient portal, this will set the available hours for providers associated with the schedule.

Check What Visit Types (checkboxes) – if this feature is enabled on your build (contact us to set it up), it allows you to set which appointment types are available during the scheduled period. This determines what patients are able to schedule during the specified period (but NOT what you may internally schedule via the calendar/scheduling page - allowed visit types are informational only on the EMR-side).

Help with creating your list of work-schedule visit types found here.

Title (free text field) – the title automatically populates with the event types available (or Allow: Available if all event types are selected), but the text may be edited. The title will appear as the name of the calendar event on the background of the calendar pane. Including allowed appointment types in the title is useful for seeing at a glance what patients may schedule via the Portal during specified hours, as well as for internal informational purposes in multi-user practices.

Event Details (free text field) – a place to add additional details to the event. The details will appear when the event is hovered over in the calendar pane.

Event Recurs (drop down menus) – allows users to set a recurrence for the event. The current recurrence tool allows for a repeat every day, week, or month. So, to set recurring office hours, e.g., M-F, you would need to create weekly recurring work schedules for each day of the work week.

From/Until (calendar dates) – the start and end date and time. The time can be specified by typing manually or by using the calendar pop-out.

Click the green +Add Work Schedule button to schedule the event.

To edit an existing work schedule, right-click on the schedule in the calendar pane and choose Edit. This brings up an identical pop-up to the one used for creating work schedules, except for the buttons at the bottom let you edit or delete the event. For recurring events, you may edit ONE occurrence, delete ONE occurrence, or delete ALL occurrences.