Create a Schedule Using Slots

Version 14.19

Overview

Schedule Templates and Slots provide a framework for appointment scheduling by designating the times for seeing patients and what types of appointments are preferred throughout the day.  When providers have relatively regular schedules, Schedule Templates can be the most efficient way to define time usage for staff in charge of scheduling appointments. However, when providers have irregular schedules, using Slots is more efficient in defining the available time slots directly from the Calendar.

Create a Schedule Using Slots

  1. Click the Schedule button on the ribbon.
  2. Select the Calendar radio button.
  3. Click the Office View tab.

  1. To work on the schedule for one provider, click the dropdown arrow located above the small calendar to select a provider.  Selecting a provider will enable you to look at the Week view for the provider.  If you prefer to only look at one day, it is not necessary to choose a provider from the dropdown.


  1. Click the Day or Week button.

  1. Click the Slots button.


The Slot view will not show appointments, but rather you will see the Appointment Zones. In addition, the background turns yellow as a reminder that you are in Slots mode. If you do not see the Appointment Zone you're looking for, click the Zones button and create the Zone as needed.
  1. Click the dropdown arrow and select an Appointment zone. 

  1. Click on the start time slot.

  1. Drag the bottom move bar to the end time.

  1. Repeat for all 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.
  • Copy/Paste Week: Can be used for providers with similar schedules or applied to another week where a provider's schedule is identical.
  • Copy/Paste Day: In Day mode, copies all providers for the selected day.
  • Clear Column: To clear a template for a day, if you make a mistake or the provider is unavailable.


Slot Usage

The total amount of time in minutes allocated on the schedule for each Appointment Zone.

Version 14.10

Overview

Schedule Templates and Slots provide a framework for appointment scheduling by designating the times for seeing patients and what types of appointments are preferred throughout the day.  When providers have relatively regular schedules, Schedule Templates can be the most efficient way to define time usage for staff in charge of scheduling appointments. However, when providers have irregular schedules, using Slots is more efficient in defining the available time slots directly from the Calendar.

Create a Schedule Using Slots

  1. Click the Schedule button on the Smart Toolbar.

  1. Click the Office View tab.

  1. To work on the schedule for one provider, click the dropdown arrow located above the small calendar to select a provider.  Selecting a provider will enable you to look at the Week view for the provider.  If you prefer to only look at one day, it is not necessary to choose a provider from the drop-down.

  1. Click the Day or Week button.

  1. Click the Slots button.


The Slot view will not show appointments, but rather you will see the Appointment Zones. In addition, the background turns yellow as a reminder that you are in Slots mode. If you do not see an Appointment Zone, click the Manage Template Zones button .
  1. Click the dropdown arrow and select an Appointment zone. 

  1. Click on the start time slot.

  1. Double-click on the start time slot, then drag the bottom move bar to the end time.

  1. Repeat for all 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.
  • Copy/Paste Week: Can be used for providers with similar schedules or applied to another week where a provider's schedule is identical.
  • Copy/Paste Day: In Day mode, copies all providers for the selected day.
  • Clear Column: To clear a template for a day, if you make a mistake or the provider is unavailable.


Slot Usage

The total amount of time in minutes allocated on the schedule for each Appointment Zone.