The Production Calendar is a tool that helps you set up your Diary. You can set up the availability of your clinicians as to which location and Surgeries they would be available for, including specific days and hours in a day. Ensure you set up the Clinician's Availability to see the Surgery reflected in the Diary.
To learn more about configuring the production setup in the production calendar, click here.
Note:
- Always ensure you select the same clinician speciality that was assigned when adding the user in Practice Settings.
- Adding a new clinician does not automatically create a surgery. The surgery must be added manually.
Explore this video for a thorough walkthrough.
Topics Covered
- Check Clinician Availability for the Month
- Create a New Clinician Schedule
- Duplicate an Existing Clinician Schedule
- Manage Clinician Availability
- Mark Clinician as Unavailable/Available
- Update Clinician Schedules for a Specific Date from the Schedule
Let's explore how to check and manage clinician availability. Perform the steps below.
- Navigate to the System Menu > select Production Calendar under Scheduling.
You can quickly access the production calendar directly from Diary. To do that:
- Click the Setup button in the Diary.
- Select the Clinician Availability option.
On the Clinician Availability tab:
- Select the Clinician.
- Select the required Day of the week.
To create a schedule for a specific date, click Specific Date.
- Select the date from the date picker or use the arrow keys to navigate through the calendar.
Once you select the clinician and the day or date, the availability schedules will be displayed on the screen. You can view the following information in each schedule:
- The schedule for the current day will be marked with a green tag, 'Applies Today'.
- The pattern of schedule repetition.
- Start and End Date of the schedule.
- Start and End Time of the schedule.
- The Location where the schedule applies.
- The linked Surgeries.
Check Clinician Availability for the Month
You can quickly check the availability of the Clinician by utilising the Month View on the right.
- Ensure that you have selected the right Clinician.
- Select the Month and Year from the Month View section on the far right.
- Click the Date to navigate to the corresponding schedules of the selected Clinician for that date.
- The month view itself is an easy tool to quickly find the available dates.
- The dates marked in Green show that the Clinician is available.
- The dates marked in Grey show that the Clinician is unavailable.
- The dates in White signify there are no configured schedules for the selected Clinician.
Create a New Clinician Schedule
To create a new Clinician schedule, perform the steps below.
- Click Create New Schedule.
- Select the New Blank Schedule option.
- You can see the configured maximum number of concurrent appointments for the selected Clinician.
- To change this setting, click Go to this clinician's settings.
- This will navigate you to the Clinician Details slide-out, where you can alter the maximum number of concurrent appointments setting.
Note: The Clinician's Settings will only be accessible if you have the relevant permissions. |
- Select the Location to add the schedule to.
- Select the Surgeries for the location.
- Select the Start and End Time for the schedule.
- To add another location, click + Add another Location.
To add breaks to your clinician's schedule,
- Click Add Break.
- Enter the Break Start and End Time.
- You can add up to three breaks for a location.
- To delete a break, click the X icon.
Tip: If you are unsure about the clinician’s working hours when setting the start or end time, click Show Clinician Working Hours. |
Enter the following information.
- Schedule Name*: Enter the preferred schedule name.
- Schedule Start On*: Enter the intended start date to begin this schedule.
- Schedule Ends On: You can choose to add an end date for this schedule. After the end date, the schedule will not be used unless configured.
-
Apply this Schedule: Select whether you want this schedule to be applied Every Week, Every 2 weeks, or for a Custom time period.
- Repeat*: If a Custom time period is selected, choose whether to repeat the schedule on a Weekly or Monthly basis.
- On the/Every*: If a Custom time period is selected, choose the interval in weeks to repeat the schedule on a weekly basis, OR choose the required weeks of the month to repeat the schedule on a monthly basis.
- Copy Schedule to other Days?: Select Yes to this option if you want to create and repeat schedules with similar settings for other days
- Click Save once you have made the changes.
Duplicate an Existing Clinician Schedule
Instead of creating a schedule from scratch, you can duplicate an existing schedule that has all the preferred configurations.
To duplicate an existing Clinician schedule, perform the steps below.
- Click Create New Schedule.
- Select the Duplicate Another Existing Schedule option.
- Choose the schedule to duplicate from the list.
| Note: When duplicating existing schedules, you can only see the schedules of the selected clinician in the dropdown list. |
- Once you select an existing schedule to copy from, all the details will be pre-populated.
- Make any required changes, if necessary.
- Click Save.
- The duplicate schedule will be created and will be ready for use.
Note: If a clinician does not have any existing schedules in the production calendar, the option Duplicate Another Existing Schedule will not be available. |
Manage Clinician Availability
When you select a day or date, the schedule that appears at the top of the list will be prioritised.
- To set the order in which schedules are applied, click and move the drag handle to the required position.
To edit an existing schedule,
- Click Edit for the intended schedule.
- Make the required changes.
- Click Save.
To delete an existing schedule for the Clinician,
- Click Delete for the intended schedule.
- Click Delete on the confirmation modal.
| Note: Practices can restrict a user's ability to Edit or Delete Clinician Availability Schedules based on their location. However, users can view the schedules of all other locations regardless of their access level. |
To see how the schedules appear in the Diary,
- Click See Diary View.
- You can select the required date to view the clinician’s schedules in Diary View.
Mark Clinician as Unavailable/Available
You can mark a Clinician as unavailable for a specific date. To do that,
- Click Specific Date and select the intended date.
- Select Mark as Unavailable.
- Select if you want to mark the current day (Today) or any Specific Dates as unavailable.
If you select the Specific Dates option:
- Choose the required dates from the calendar in the Mark as Unavailable modal.
- The Selected Dates will be displayed at the bottom of the modal.
- Click Apply after selecting the required dates.
- When marking any specific day as unavailable, and if any appointments exist on that day, a Mark as Unavailable modal will appear listing the affected appointments.
- Here, users can review and take the necessary action before proceeding.
To mark a clinician back to Available status,
- Click the Mark as Available drop-down menu.
- Select Today for the current day.
- To mark multiple dates as available, select the Specific Dates option.
Tip: When you try to book an appointment with a Clinician who has been marked as unavailable, a Clinician Working Hours modal will appear. Click Yes to Proceed. |
| Note: The surgery in the diary will be removed if all the clinicians in that surgery are marked as unavailable. |
Update Clinician Schedules for a Specific Date from the Diary
To update a clinician's schedule for a specific date from the Scheduler, follow these steps:
- Navigate to the Diary.
- Hover over the Surgery Header to view schedules of all clinicians in the surgery.
- Click the pencil icon next to the intended clinician to update the clinician's schedule.
On the Update Clinician Schedules modal that appears,
- Mark the clinician as Available or Unavailable.
- Update the clinician's schedule by:
- Selecting the new Location, Surgeries, Start Time, and End Time.
- Adding breaks using the + icon.
- Deleting breaks or clinician schedules for additional locations.
- Once all changes are made, click Apply.
- When updating a clinician's schedule from this touchpoint, a date template will be automatically created for the clinician for that particular day in the Production Calendar.
Practices can use this simple and effective guide to learn how to set up clinician schedules and check clinician availability in the Production Calendar.