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Create a New Template

Version 14.19

Overview

Path: Practice Management tab > Schedule Templates

This article provides quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. In the Staff field, click the drop-down to select the staff member for which you will create a schedule template. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click Search.
  3. If the staff member already has schedule templates created click the Add buttonto create a new template. If this is the first template you're creating for a provider, you will receive a message stating a new template will be started.  Click OK to start a new template.
  4. In the Description field, enter a name for the new schedule template.
  5. In the Sort field, select the sort number. This determines the order of the templates.
  6. Set the Start and End times. These settings carry over from the Schedule Properties but can be edited here if necessary.
  7. Set the Appointment Time Increments (5, 10, 15 etc.) and the Location for the template.

  1. On the right-hand side of the window, under the calendar, use the Appointment Zone drop-down to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click the Zones button to access the Appointment Types and Zones window. Also, see Template Zones.

  1. Double-click in the start time slot.
  2. Hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging the slot to cover the desired time slots.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot.
  • Right click to copy a slot.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.
  1. Select the checkboxes for the weeks this template should be applied to or use the Quick Picks button to:
  • Check All Weeks
  •  Uncheck All Weeks
  • Every Other Starting with WK1
  • Every Other Starting with WK2
  1. In the Applied through field, set the date the template should be applied through.

Typically the Applied through date coincides with how far in the future your schedule is open for scheduling. If you continue using schedule templates, you will need to return to the Schedule Templates Editor and extend the Applied through date.
  1. Click Apply.
  2. Click Yes to apply the template to the desired time-frame. The Applied through date will now be completed for that location.
  3. Return to the Schedule to view the template.

Setting the Reapply as of date

  1. In the Reapply as of field, enter the date the template should take effect. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".
  2. Click Reapply.
  3. Carefully read the pop up warning, and click Yes to proceed or No to cancel the re-applying of the template.
  4. Repeat this process for all providers and all locations if needed.
Version 14.10

Overview

Utilities > Manage Practice >  Schedule Templates

Follow these quick and easy steps to create a schedule template that can be applied to a week, month, or year. 


If your providers do not have a default weekly schedule but rather their schedule changes weekly, you will benefit from using the slot feature from the Calendar. See Creating Schedule Slots.

Creating a New Template

  1. Select a provider using the drop down box. For multi-location practice make sure the correct location is selected in the Location box.
  2. Click on Search  or Insert Record to start a new template.

  1. If this is the first template you're creating for a provider, you will receive the following pop-up.  Click OK to start a new template.

  1. In the Description box, you may want to give the template a name.
  2. The Sort number will determine the order of the templates. The Sort number also determines how the templates will overlap. For example, sort 1 will always assume first position.

  1. Set the Start and End times. These settings will carry over from the Schedule Properties  see Set-up the Office Calendar Properties for additional information.
  2. Set the Appointment Time Increments (5, 10, 15 etc.)

  1. On the right under the calendar, use the Appointment Zone dropdown to select an appointment zone (e.g. sick visit, well exam, nurse visit). If you do not see an Appointment Zone that fits your need, click on the Manage Template Zones button  to take a shortcut to Utilities > Manage Practice > Appointment Preferences > Template Zones.  Also, see Template Zones.

  1. Find the beginning time for that appointment zone.

  1. Double-click on the start time slot, then hover over the slot's bottom red box until you see black move arrows. Expand the slot to the end time by dragging.

  1. Repeat the above steps for all of the days and times to complete the template.

Shortcuts: After clicking on a zone to select it, you can:
  • Right click on an appointment zone to see the list of choices to change the zone.
  • Right click to delete a slot or use the keyboard shortcut Ctrl+Del.
  • Right click to copy a slot or use the key board shortcut Ctrl+C.
  • Right click at the top of the column and use Copy Column then Paste Column on the day you'd like to copy to if a provider has the same schedule for different days of the week. 
  • Clear a template for a day by right clicking in that day and choosing Clear Column.

Set the "Applied through" date

  1. Check off the specific weeks for this template.

  1. Use the Quick Pick button to select Check All Weeks, Uncheck All Weeks, Every Other Starting with WK1, or Every Other Starting with WK2.
  2. In the upper right hand corner, using the drop down select the Applied through date.


Typically the Applied through date coincides with how far in the future your schedule is open to. If you continue using schedule templates, you will need to return to the Schedule Template Editor and extend the Applied through date.
  1. Click on the Create Slots button button to begin the process.
  2. Click Yes to apply the template to the desired timeframe.
  3. The Applied through date will now be completed for that location.
  4. Return to the Schedule and Practice Workflow form by clicking on the Schedule button  to view the templates.

Setting the Reapply as of date

  1. Select the Reapply as of date. Think of this as the start date or in other words, when you want these changes to show on the calendar. The Applied through is now the "end date".

  1. Click on the Reapply button , carefully read the pop up warning, and click Yes to proceed.

  1. Repeat this process for all providers and all locations if needed.