Appointment Scheduler: Setup defaults, holidays, and hours

Estimated reading: 5 minutes

These settings control your display and availability to book appointments on the Appointment Scheduler.

Before you start

  • Security access to Defaults – Practice

Setup defaults

Set options for Appointment Scheduler refresh rate, display and resizing, tickler file additions and use of the Next Appointment Reminder feature.

Navigate to Controls > Defaults > Practice and Workstation > Appointment Scheduler.

  1. Enter a value in the Appointment Scheduler screen refresh rate (in seconds) field to update the screen to display recent changes made on other workstations.
  2. Select Display appointment detail to enable a popup when moving the cursor over an appointment slot.
  3. Select Turn off scheduler resizing to prevent the Schedule for Today window from automatically resizing to fit the screen.
  4. Select Prefix required to require that a prefix be entered before the appointment can be saved.(Ex: initials of the staff who made the appointment)
  5. Select Always add deletions to tickler file to automatically add deleted appointments to the tickler file.
  6. Select Show appointment time on flyover to display the time when the mouse pointer is over an open time slot on the Appointment Scheduler.
  7. Select an Appointment suite to be displayed by default when the Schedule for Today window opens.
  8. In the Next Appointment Reminder Messages area:
    • Select Display next appointment reminders to prompt scheduling a patient’s next appointment after posting their invoice.
    • Select the Only display messages for invoice items in the list below to prompt scheduling for specific patient reminders.
  9. To add items to the list, enter the invoice item ID or press F2 to select from a list.
  10. Click Apply to save changes and continue setting defaults or click OK to save changes and close the window.

Setup holidays

Define and set up the holidays on which your practice will be closed so that appointment scheduling is prevented for those days.

Navigate to Controls > Defaults > Practice and Workstation > Appointment Scheduler > Holidays – Appointment Scheduler.

  1. In the Holiday preferences area, select the holidays your practice will be closed.
  2. Select the Utilize date-sensitive holidays check box to automatically schedule holidays that fall on weekends. A Saturday holiday is taken on Friday; a Sunday holiday is taken on Monday.
  3. In the Additional holidays area, do the following to manage additional holidays:
    • Click Add. Enter the name of the holiday, press TAB, and enter a date/press F2 and select.
    • Click Delete and click Yes or No to confirm deletion.
  4. Click Apply to save your changes and continue setting defaults or click OK to save your changes and close the window.

Setup hours

Define and set the days and hours the practice is open for appointments. Defaults must be set up before you can schedule appointments using the Appointment Scheduler.

Important!

  • Changing time units after setting up and using the Scheduler requires removal of practice hours, an appointment purge, start the practice hours setup again in addition to rekeying future appointments.

Navigate to Controls > Defaults > Practice and Workstation > Appointment Scheduler > Hours – Appointment Scheduler.

  1. Specify 10- or 15-minute increments for appointment slots. This is to be done the first time time you setup your appointment scheduler. Changing time units after you have used the Appointment Scheduler requires detailed steps before they can be changed.
  2. Select Open for each day your practice is open.
  3. Enter Start and Close times for each selected day.
  4. Select Take Lunch for each day that you want to reserve a block of time for lunch. This will display a lunch ‘block’ on the Schedule for Today window.
  5. Click the colored squares to select a different color for lunches and appointment blocks.
  6. Click Apply to save your changes and continue setting defaults or click OK to save your changes and close the window.

Additional information

Defaults

Holidays

Hours

Related reports

  • Practice and Staff Hours report
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