The scheduler setup includes two sections: Scheduler Views and Scheduler Templates. Scheduler Views are used to create custom user views on the schedule, and scheduler templates allow an organization to create a standard scheduling template using watermarks for ideal scheduling.
Scheduler Views Setup
- Note: Before creating scheduler views, certain setup items must be complete, such as: Office must be set up with operatories, provider set up with access to office, schedule and assigned operatories.
The purpose of the scheduler view is to create custom user views. The User View allows for customization of the order of columns, utilizes the provider schedule for available working hours, and allows the watermarks to be visible on the schedule.
- Note: In order to complete this process, ensure that there are operatories created in Setup - Offices - Operatories tab, as well as providers set up with assigned operatories within the location. To do this, visit Setup - Providers - Operatories tab.
- In the example above, showing the same day, the daily view shows blue column headers across the top of the screen.
- In the User View, the column headers display the provider name and provider color.
- The daily view columns are ordered alpha numerically, whereas the User View has a customized order.
- Additionally, the daily view utilizes the office schedule in order to determine the scheduler, whereas the User View utilizes the provider working hours.
- Finally, the colored watermarks are visible in the User View, but not in the Daily View.
- The Daily View also defaults to only display nine columns whereas the User View will display whatever number of columns are set up in the User View.
- Multiple Views can be created for the office to display different arrangements of columns.
- To begin creating the User View, select the office that the User View will be used in, and select ‘Add New View’.
- Begin by giving the User View a ‘View Name’ or title.
- It is generally recommended that a User View be created that contains all providers in a single view.
- Next, locate the first provider in the list on the left side of the screen.
- Once selected, the offices that the provider works in will be listed under the ‘Office Name’ field, and once selected, the operatories the provider is assigned to work in will display.
- Using the given operatories, select one or more operatories and use the arrows in the center of the screen to move them over to the view.
- Note: Hold CTRL on the keyboard to select multiple operatories at once.
- Continue adding provider operatories until complete.
- Once all operatories have been added, use the arrows on the right side of the screen to move the order of operatories up and down.
- Once the operatories have been set to the desired order, save the view.
- All User Views are available to anyone with rights to access the office. Whichever User View a user has chosen will continue to default to that view until the user changes their User View.
SCHEDULER TEMPLATES
Scheduler Templates are designed to create a watermark template that can be applied to a provider’s schedule instead of creating watermarks individually each day for each provider.
- Note: For more information on provider watermarks, see the Provider Setup User Guide.
In order to utilize the scheduler templates properly, the template must match:
- The exact same number of columns the provider has assigned
- Match the time interval in the office
- Match the operating hours of the provider.
If these items do not match with the Provider Setup, the template will not be available to use.
- To begin creating a new template, we must choose the number of columns, the template interval and the template hours.
- Note: The maximum number of template hours here is 8, however more can be added in the next screen to accommodate schedules longer than 8 hours.
- At this time, take into account which provider type will be using this template and utilize the number of columns and time interval of the office the provider works in.
- Finally, use their schedule to identify how many hours the provider works throughout the day and if they have a lunch break or not.
- Begin by entering the template title at the top. Use the ‘Add Time Slot’ or ‘Delete Time Slot’ buttons to adjust the time.
- Each addition or deletion will remove one interval unit at a time (10 or 15 minutes).
- If a new column is necessary, use the ‘Add A New Column’ button. Finally, use the ‘Set Lunch Time’ to block a lunch.
- When naming the template, consider including the details of how many columns and the time interval so that when it comes time to apply the template to the provider schedule, it will be easier to select the correct template.
- To begin, click, hold and drag to highlight in the column in the first time slot that should be watermarked.
- Once the hold is released, a pop-up will appear to show the Time (start time for the watermarked area), the Duration, and then a production type must be selected.
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- Note: For more information of creating production types, see the Misc Setup User Guide.
- Continue adding the watermark blocks to the template. The lunch time can be set at any time. A start time and duration are required in order to block off the time.
- Note: If the provider schedule does have a lunch time, the lunch time must be set in the template to start and end at the same duration throughout the day, otherwise the template will override the provider lunch time.
- Once the template has been completed, save the template on the lower right.
- In order to now use the template, navigate to the Provider Setup screen and open the Schedule tab.
- Under the ‘Template’ section is where a list of templates that match the current provider setup will be available.
- Once a template is selected, click the preview icon to the right to view the template for the provider.
- Once the appropriate template has been confirmed, apply the template to the remaining days.
- Note: Each day can utilize a different template so long as the criteria for column number, time interval and number of operatories are satisfied.
Now when viewing this provider’s columns, the template is displayed.