Appointment Scheduler: Template setup and assignment

Estimated reading: 3 minutes

Templates allow your practice designate reserved reasons for visit at certain times to help your staff manage the schedule.

Before you start

• Security access to Appointment – Template Design, Appointment – Template Design Description
Create rooms
Create reasons for visit
Set practice hours

Setup a new template

  1. Controls > Appointment Scheduler > Template Designs
  2. Click New.
  3. Enter a description.
  4. Change the start and end times, if necessary. The hours displayed are based on practice settings.
  5. Double-click in a beginning slot within a room.
  6. Select the Reason for visit from the drop-down list.
  7. Enter the End at time or number of Units and press Tab.
  8. Click OK.
  9. Repeat steps 4-7 as needed per room and time slot.
  10. Click OK to save the template.

Continue with above steps to create additional templates. Once templates are set up, see section below on how to assign to days of the week.

Update a Template

  1. Controls > Appointment Scheduler > Template Designs
  2. Select an existing template in the list and click Update.
  3. Make any changes to the description or the start and end times, if necessary.
  4. To remove a templated block:
    • Double-click the beginning slot of a templated block
    • Change the reason for visit to None. Scroll to blank entry at top of drop-down list to find this option.
    • Enter the same End at time or number of Units of the current block
    • Click OK.
  5. To shorten a templated block:
    • Double-click the slot within the templated block.
    • Change the reason for visit to None. Scroll to blank entry at top of drop-down list to find this option.
    • Enter the same End at time or number of Units of the current block.
    • Click OK.
  6. To lengthen a templated block:
    • Double-click the beginning slot of a templated block.
    • Enter a new End at time or number of Units and press Tab.
    • Click OK.
  7. To change the reason for a templated block:
    • Double-click the beginning slot of a templated slot.
    • Change the reason for visit.
    • Enter the same or longer End at time or number of Units of the current block.
    • Click OK.
  8. Click OK to save the template.

Delete a Template

Important!

  • A template cannot be deleted if it is currently assigned to a day of the week, or if it is currently displayed in the Schedule for Today or Week windows. Close the scheduling windows and change the assigned template before deleting. Controls > Appointment Scheduler > Practice Setup > Templates.
  1. Controls > Appointment Scheduler > Template Designs
  2. Select a template and click Delete.
  3. Click Yes or No to confirm.

Assign Templates

  1. Controls > Appointment Scheduler > Practice Setup > Templates
  2. From each daily drop-down list, select the template you want to use to schedule appointments for the designated day. If you do not want to use a template for that day, select the option of None.
  3. Click OK.

Additional Information

General

  • Templates are also used for the Appointment Search when searching for a specific reason for visit.
  • Templates can be applied manually when scheduling individual appointments.
  • The reason for visit will appear in the mouse flyover and when scheduling an appointment in a templated spot.

Template Descriptions

Template descriptions can be days of the week, general description or combination. Ex: Surgery Day; M,W,F (if Monday, Wednesday and Friday schedules are the same); etc.

Rotating Schedules

  • Templates work best when your practice has a standard weekly schedule.
  • If you have a rotating schedule, and wish to use scheduling templates, staff will need to manually select a different template to apply to the scheduler, based on the rotation.

Defaults and Time units

  • Enter time in military format to avoid typing am and pm.
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