Appointment Scheduler: Changing time increments

Changing the time increment used on the Appointment Scheduler after setting up and using the schedule is a multi-step process and should be carefully considered before proceeding. The essential steps include:

• Remove all settings and purge all appointments.
• Change the time increment and restore all settings.
• Rekey appointments.

Instructions

Step one: Reactivate staff and print reports

1. Reactivate former staff so they appear on appointment reports: Lists > Staff.
   
2. Print the following Appointment Scheduler reports: Reports > Appointment Scheduler

Step two: Remove hours from each staff

1. Controls > Appointment Scheduler > Staff Setup. Use the Practice and Staff Hours report for reference.
   • Select a name from the list and then click Hours.
   • Clear all check marks and click OK.
     
2. Reinstate inactivate status for former staff so they no longer appear on appointment report and setup windows: Lists > Staff.

Step three: Remove Scheduling templates

1. Controls > Appointment Scheduler > Practice Setup > Templates.
   • Set all days of the week to <none>, and then click OK.
     
2. Controls > Appointment Scheduler > Template Designs
   • For each template, highlight the template name and click Delete.
     

Step four: Purge past and future appointments

1. Activities > Appointment Scheduler > Appointment Purge. Exclusive use of Cornerstone is required.
2. Verify/select options to the following:
   • Search for set to Any Staff and Any Room.
   • Dates to search To field set to at least one year in the future.
   • Preferred time set to Specific Range of 12:00 a.m. to 11:59 p.m.
   • All days of the week selected.
3. Click OK.

Step five: Delete Tickler file appointments

1. Appointment Scheduler > Tickler
2. Select an appointment and click Delete and Yes to confirm.
3. When all entries deleted, click Close.

Step 6: Set new time increments and reset practice hours

1. Controls > Defaults > Practice and Workstation > Appointment Scheduler > Hours
2. Uncheck all the days of the week.
3. Select the preferred time units option of 10 or 15 minutes.
4. Select the days of the week and enter in the hours for each day, using the Practice and Staff Hours report for reference.
5. Click OK.

Step 7: Restore staff hours, reason, time unit defaults, and template settings

1. Staff
   • Set hours for each staff seeing appointments: Controls > Appointment Scheduler > Staff Setup > Hours
   • Consider review of goals to review room assignments: Controls > Appointment Scheduler > Staff Setup > Goals.
2. Reason for Visit defaults: Controls > Appointment Scheduler > Reason for Visit
   • Select a reason from the list and click Update.
   • Set number of time units and click OK.
   • Repeat for each reason and click Close.
3. Scheduling Templates
   • Controls > Appointment Scheduler > Template Designs
     • Click New.
     • Enter description and set template per times and rooms as needed. Click OK.
     • Repeat as needed per template.
   • Controls > Appointment Scheduler > Practice Setup > Templates.
     • Set template per day of the week to , and then click OK.
4. Rekey appointments and Tickler File entries.

Additional Information

Related Reports

• Appointments Report
• Practice and Staff Hours Report
• Scheduled vs. Goal Report
• Tickler File Report