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How can I move appointments between providers at the same office on the Scheduler?

Robin Moone (She/Her)
Updated

Introduction:
This guide can assist you in the best methods for moving appointments between different providers at the same office using a User View in the Scheduler.

Issue description:
When you have a patient who needs their appointment moved between two different times under the Providers > All Providers view in the Scheduler, you may have been surprised to find that you could not. If you have done this in the past, you may have accidentally switched to a 'Provider View' instead of a 'User View' (also called 'Scheduler View'). The User View button in the Scheduler has provider specific columns defined within Setup > Scheduler > Scheduler Views in Denticon's main page.

Signs:

  • Previously you were able to drag/drop, copy/paste, or cut/paste an appointment between provider but now you cannot.
  • You move an appointment to a new operatory you believe should be available but there is an error that reads as below:
    • "Cannot copy or move the selected appointment. The provider is not scheduled to work in the selected operatory."

Prerequisites:

  • A functional Scheduler View ('User View') setup under Setup > Scheduler > Scheduler Views for your present office/OID with two or more providers.
  • Security Permissions* Required:
    • If a Scheduler View needs to be added: Setup - Scheduler Views Screen Full Control
    • Appointments - Add New Appointment
    • Appointments - Daily View - Full Control
    • Appointments - Daily View by User View - Full Control
    • Appointments - Delete Existing Appointment
    • Appointments - Move Existing Appointment
    • Appointments - Save Existing Appointment
    • Appointments - Weekly View - Full Control
    • Appointments - Weekly View by User View - Full Control
  • This method requires at least two providers assigned to the same office and that each provider have at least one operatory under Setup > Providers > Provider Setup > select provider > Works At & Setup > Providers > Provider Setup > select provider > Ops respectively.
    • Providers can share the same operatory in this method, as the Setup > Scheduler > Scheduler Views menu will determine the exact operatory and provider on the User View for the scheduler.

Basic troubleshooting steps:

  1. Create Scheduler View(s)/User View(s) under Setup > Scheduler > Scheduler Views including two or more providers.
  2. Open the Scheduler.
  3. Ensure you have a User View selected for your present view.
  4. Select an appointment, then Drag/Drop, Copy/Paste, or Cut/Paste into a new provider's column.
  5. Say Ok to any pop-ups and the appointment should now be saved with the new provider.

Best Practices:

Always check the view you are using when you open the Scheduler to make sure that it was not changed since your last sign in/you did not change it earlier in the day. You cannot move appointments between providers unless you are using a Scheduler View ('User View').

Advanced troubleshooting steps:

Step 1: Setup the Scheduler View.

  1. From the main page of Denticon, select Setup > Scheduler > Scheduler Views. 
  2. This menu works in order of left to right. You will need to click on your name to select it from the Offices menu on the left the presently available views.
  3. Next, either select one the existing options in your Views in the center menu and press Edit or Add New View.
  4. The Scheduler Views Setup screen works similarly to the one before. Select your Provider Name, Office Name, and Operatory Name, in that order, for each provider. Press and hold the CTRL key and click names under the Operatory Name menu to add multiple at a time.
  5. Use the Top > to move your selected Provider/Office/Operatory Name combo to the right-side display for review. The Bottom < can be used to move selected Provider/Office/Operatory Name combos on the right back off the display.
  6. Repeat as needed for each provider.
  7. Once you finish, press Save to finish. This will now be available to all users in office with permission to access User Views.

Step 2: Check the Scheduler for the User View.

  1. Select the Scheduler icon or menu open from the main page of Denticon.
  2. At the top of the screen, select a User Views and click on the name of the view you wish to use.
  3. Find the appointment you wish to reschedule, then drag/drop, copy/paste, or cut/paste into the other provider's operatory assignment.
  4. Finally, select OK on the prompt asking if you would like to move the appointment to a new provider. The result will be the same set of procedures scheduled with the provider in the operatory listed at the top of the column.

Contact support:

If the steps above to create a User View and move the patient on the Scheduler to a new provider did not work, please submit a ticket to Denticon Support from Help > Get Help > Submit a Ticket or reply to your existing ticket referencing a support request for this topic from Help > Get Help > your name > My Activities.

Additional resources:

Conclusion:
This guide should have shown your the best steps to resolve your issue with moving a patient between active providers at the same office using a User View on the Scheduler. If you have an open ticket regarding this issue that is now resolved after consulting this resource, please let the agent assisting you know by replying to the ticket via Help > Get Help > Submit a Ticket

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