In order to manage your practice's appointments and practitioner availability, there are many components that need to be configured.
Practice Hours
Setting up practice hours is the first step in configuring the scheduling component because it establishes the framework for when appointments can be booked. Without defined hours, the scheduling system cannot accurately display availability to patients or allocate provider time. Business hours ensure that scheduling aligns with staff availability, prevents double-booking outside of working times, and creates a reliable structure for both patients and the practice team. To get started:
Navigate to the "Administration" section by clicking on the
tab at the top of the platform.Select "Practice Hours" from the list of options on the left.
Start by defining "Regular Hours" and selecting
Set the "Opening Time" and "Closing Time".
Click on the "+" symbol to define additional time frames.
(If your practice closes for lunch or has other breaks during the day you will need to define multiple time frames)
Select the corresponding days of the week that these time frames correspond to.
If you need to set different time frames for other days of the week, click the
button to set another day's hours.Click "Save".
Special Hours
In addition to the standard hours, you can override a practice's hours by setting special hours for holidays or special occasions which allow you to override the Regular Hours with a special opening and closing time or by closing the practice altogether.
Navigate to the "Administration" section by clicking on the
tab at the top of the platform.Select "Special Hours" from the list of options on the left.
Enter a "Description" to give the special hours a name.
Select the date that the special hours will apply to.
Select any repeat options if you are trying to define any future occurrences of the same set of Special Hours.
If the "Special Hours" are meant to close the practice, select the "Closed" option.
If you are wishing to override the Regular Hours, set the "Opening Time" and "Closing Time".
Click on the "+" symbol to define additional time frames.
(If your practice closes for lunch or has other breaks during the day you will need to define multiple time frames)
Click "Save".
Manage Appointment Types
Defining appointment types is essential for setting up practice scheduling because it standardizes the different kinds of visits a practice offers. Each appointment type can specify its own duration, purpose, and required resources, helping staff schedule patients more efficiently. This ensures providers have the right amount of time allocated for each visit, reduces scheduling errors, and improves patient flow. Clearly defined appointment types also make it easier for patients to understand what kind of visit they are booking, leading to smoother operations and better overall care coordination.
Navigate to the "Administration" section by clicking on the
tab at the top of the platform.Select "Appointment Types" from the list of options on the left.
Select
in the lower right hand corner of the screen.Enter the "Name" for this Appointment Type.
Set a "Color" to distinguish appointments of this type on the calendar.
Set the "Duration" in minutes.
If you wish for patients to be able to self book appointments of this type in the Patient Portal, check the box for "Patient can book".
Set the "Time in Advance" in days for the necessary lead time for a Patient Booked appointment. This will prevent a patient from booking a same day appointment.
If you wish to include Buffer Time for an appointment's resources enter the duration in minutes and the corresponding pre or post appointment option.
The buffer time can be limited to the appointments room, devices and/or practitioners by selecting the corresponding options.
You can limit the appointments to specific practitioners by selecting them from the drop-down menu.
If you wish to allow this appointment type to be booked for all practitioners, select the box for "All Active Practitioners".
Optional: Select which rooms you wish to define for this specific appointment type if you are also managing room availability.
Optional: Select which devices may be necessary for this specific appointment type if you are also managing device availability.
Optional: Select which questionnaires you want the patient to complete prior to the appointment.
Optional: Set the "Plan Template" that will be pre-populated on the Encounter Summary automatically for any encounters with the corresponding appointment type.
Click "Save".
Configure Devices
Managing devices within scheduling is important because it ensures that specialized equipment—such as imaging machines, diagnostic tools, or treatment devices—is available when needed for patient appointments. By assigning devices to specific time slots, the practice can avoid double-booking, reduce downtime, and maximize utilization of costly resources.
Navigate to the "Administration" section by clicking on the
tab at the top of the platform.Select "Devices" from the list of options on the left.
Click the
button in the center of your screen.Enter the "Name" for this device.
Optional: Enter the manufacturer for this device.
Click "Save".
Configure Rooms
Defining rooms for scheduling is important because it ensures that the physical resources of a practice are properly managed. By assigning appointments to specific rooms, the practice can prevent conflicts where multiple patients are scheduled in the same space at the same time. It also helps staff track room availability, optimize the use of facilities, and streamline patient flow throughout the day.
Navigate to the "Administration" section by clicking on the
tab at the top of the platform.Select "Rooms" from the list of options on the left.
Click the
button in the center of your screen.Enter the "Name" for this room.
Optional: Enter the description for this room.
Optional: If this room contains particular equipment or is needed to use certain equipment, select the equipment from the drop down menu.
Click "Save".
Set Practitioner Availability
Setting practitioner availability is a key step in practice scheduling because it defines when each provider is able to see patients. By establishing their working hours, breaks, and days off, the system can accurately display open appointment times and prevent bookings outside of a practitioner’s schedule.
Navigate to the "Administration" section by clicking on the
tab at the top of the platform.Select "Practice Users" from the list of options on the left.
Find the practitioner who's availability you wish to configure and click the "Calendar" button to the right for the corresponding practitioner.