Settings : Scheduling Tab

  • Updated

Navigate toSettings-Icon.pngSettings

Under the System & Company Settings heading, select General.

Select the System tab and choose Scheduling.



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Overview

  1. Appointment Display
  2. Dashboards
  3. Scheduling
  4. Patient Arrivals
  5. Patient Warning
  6. Scheduling Treatment Plans
  7. Follow-Up Call
  8. Programs
  9. Resources
  10. Appointment Emails
  11. Appointment Menu Links



 

Appointment Display



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Learn more about the individual fields
Appointment
Colour Type

Appointment colours can be set by various methods. Select from the drop-down whether you prefer appointment on the schedule to reflect:
Schedule Type, Practitioner Colour Preference, Products and Services' Schedule Types, or Patient Groups.
Appointment Colour Type (Resources)

Select from the drop-down menu whether the appointments on a practitioner's dashboard schedule appear as they would on the home schedule or using the Practitioner Colour Preference.

Appointment
Status Borders

Toggle whether or not an appointment's status is reflected visually via a coloured border.

Arrived Border Colour

Set the border colour of an appointment set to an Arrived status.

Completed
Border Colour

 Set the border colour of an appointment set to a Completed status.

Billed Border Colour

 Set the border colour of an appointment set to a Billed status.

Show Scheduled
Item Numbers

 Toggle whether or not you would like appointments to display the products and/or services attached on the appointment block itself.

Upcoming_Appointment_Icon.png Upcoming Appointment Icon

Toggle whether or not you would like an appointment to display a clock icon that - upon mouse hover - will display the next upcoming appointment date. This icon will only appear if a patient has future appointments booked.

The next appointment icon will display only if - at the time of booking - there is already an appointment set at a future date.

Waiting List
Expiration Date

 Select from the drop-down menu what period of time will pass before patients on the waiting list are removed.

Warning_Icon.png Warning Icon 

 Toggle whether or not you would like an appointment to display a warning icon that appears if a warning exists for the patient.

AR_Icon.png AR Icon

 Toggle whether or not you would like an appointment to display an AR icon that appears if a patient has outstanding invoices.
 

 

  

Dashboards



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Learn more about the individual fields
Patient Lookup Menu Always Open

Toggle the Patient Lookup menu - found on the right of the home schedule - to stay open by default. This is not recommended for clinics with a large number of practitioners, as it will overlay and block parts of the schedule.
Display Schedule & Meetings

When a practitioner creates a 'To-do' Meeting on their dashboard, this toggle will enable meetings to display on their schedule as well.

Highlight & Display Cancelled Appointments

Toggle whether or not to hide cancelled appointments on the schedule. Hiding will not remove appointments, in order to do so, you must delete the appointment.

Show Schedule Types on Dashboard

Toggle whether or not to display schedule types on the dashboard.

Show Unavailable Practitioners

 Toggle whether or not to display practitioners on the schedule that are not available on that day.

Show 'New Patient' in Appointment Info

 Toggle whether or not to display the text 'New Patient' on the appointment block itself when a patient is booked for their first appointment.

Column Width

 Select from the drop-down menu your preferred column width on the schedule.

Row Height

 Select from the drop-down menu your preferred row height on the schedule.

View
Appointments Link

 Select what function the appointment link: 'View Appointments' performs. Search will display a window with options to filter through, while PDF Report will display a printable pdf of upcoming appointments.

Appointment Search Default Date Range

 Select the default date range setting on the Appointment Search

Appointment Search Default Status

 Select the default status setting on the Appointment Search

Appointment Search Default Results

 Select the default result amount on the Appointment Search
 

 

 

Scheduling



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Learn more about the individual fields
Global Start Time

 

These are system-wide settings. If you have more than 1 clinic all clinics will be based on this start and end time. You can further define the start and end times for each Practitioner.

 
Global End Time

Custom Appointment Durations

Select whether to allow appointment durations to be customized when appointments are being booked.

Maximum Appointment Duration

Select from the drop-down menu the preferred maximum allowed duration.

Default Patient Reminder
This is a system-wide setting.  This is the default appointment reminder all-new Patient profiles will be set to.  You are able to override this setting in the Patient Profile and when booking an appointment on the schedule.

Quick Reschedule

 Select whether to enable the 'Quick Reschedule' function.

Multiple Practitioners per Appointment

 Select whether to enable multiple practitioners being assigned to individual appointments. i.e. Physiotherapist and Physiotherapy Assistant

Duration Based on Selected Services

 Toggle the option to set the appointment duration based on the product or service's set duration. This is adjusted in the Products & Services item.

Require at Least 1 Service to Schedule an Appointment

 Select whether or not items are required to be added to an appointment in order to be booked. This will disable the ability to book empty appointments.

Require "Force Save" When Booking Unavailable Slots 

 Select if you would like the option to override appointments that are booked in the past, or at an unavailable time.

Show Patient Relations During Booking

 Toggle the option to display any added patient relations within the appointment booking window. These are entered in the patient profile.

Scheduling Screen Field Visibility

 Toggle this field on/off to display within the appointment booking window.

Select Clinic based on the Patient's default

 Select whether or not to have the clinic chosen by default in the booking window. This is based on the patient's default clinic set in their patient profile.
 

 

 

Patient Arrivals



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Learn more about the individual fields
Enabled

Select whether or not to enable Patient Self-Arrivals
Reception Checkin

Select whether or not to enable the option for a patient to 'arrive' or check themselves in, potentially using a front desk kiosk.

Resources Checkin

Select whether or not patients can check themselves in when their appointment is involved with resources, such as rooms.
Learn more about this form of 'Checkin' here.

Arrival Message

 Enter text in this field that will greet the patient once they check themselves in.

Swipe Card

 Select whether patients have the option to check-in using a swipe card.

Typeahead

 Select whether you prefer to have patient's search their name using type-ahead functionality or not. Type-ahead will search as a name is typed and show a drop-down of options.

Link

 This is the URL your patients will be able to arrive themselves through.

 


 


Patient Warnings



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When booking an appointment on the schedule you will be prompted with a warning that has been set up on the Patient Profile Warnings section and displays AR balances for the patient at the time of booking.


Learn more about the individual fields
Display During Appointment Booking

Toggle the option to display a warning during the booking process. A pop-up will appear if there is a warning or outstanding invoices to be paid.
Display During Appointment Checkout

Toggle the option to display a warning during the checkout process. A pop-up will appear if there is a warning or outstanding invoices to be paid.

Invoice Warnings
in Appointment Processes

Select from the drop-down menu whether outstanding invoices will trigger a warning for all types of invoices (Insurance & Direct) or Direct invoices only.

Display During Encounter Creation
Toggle the option to display a warning during any patient encounter.
A pop-up will appear if there is a warning or outstanding invoices to be paid.

Display Receivable During Encounter Creation

 Toggle the option to display receivables during any patient encounter.
A pop-up will appear if there is a warning or outstanding invoices to be paid.



Scheduling Treatment Plans



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Learn more about the individual fields
Enabled

This is enabled within the General System Settings, Modules tab.
Required During Scheduling

Select whether or not a treatment plan is required to be selected when booking an appointment for a patient.

Notify when scheduling a service not in the selected Treatment Plan

Toggle the option to have a warning display if a product or service being attached to an appointment does not appear on the patient's treatment plan.




Follow-up Call



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It is recommended to leave the Default Selection setting as 'No Follow-up' and assign a follow-up to a patient when necessary. Learn more on creating your own Follow-up Categories.

 


Programs



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This section applies if you have the Patient Portal enabled and will be hosting events or programs for patients to register and attend.

Learn more about the individual fields
Enabled

This is enabled within the General System Settings, Modules tab.
Allow Public Signup

Select whether or not existing patients can sign up for programs or events.

Show Sold Out

Select whether or not to display programs or events that are sold out.

 

 

Resources



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This section can be utilized if you have limited room space or equipment and apparatuses that must be shared between practitioners. Learn more about Resources and Resource Scheduling.

 

Learn more about the individual fields
Enable Resource Scheduling

Enable to display the Resource Scheduling menu with the Appointment booking window.
Assign Practitioners
to Resources

Select whether or not to overlay a Practitioner's availability within the Resource Schedule dashboard. All practitioners must be assigned to a resource per day for this setting to work correctly.

Multiple Resources per Appointment

Select whether or not to allow the booking of an appointment with more than one resource.


 

Appointment Emails



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Learn more about the individual fields
Clinic Notifications

Enable email notifications to be sent to the clinic's main email address when an appointment is booked in the patient portal.
Practitioner Booking Notifications

Enable email notifications to be sent to a practitioner's email address when an appointment is booked with them in the patient portal.

Practitioner Cancellation Notifications

Enable email notifications to be sent to a practitioner's email address when an appointment is cancelled with them in the patient portal.

Clinic Booking Notifications

 Enable email notifications to be sent to the clinic's main email address when an appointment is booked on the schedule by staff.

Clinic Cancellation Notifications

 Enable email notifications to be sent to the clinic's main email address when an appointment is cancelled on the schedule by staff.

Patient Booking Notifications

 Enable email notifications to be sent to the patient's email address when an appointment is booked or rescheduled. The patient must have their default reminder type set to Email.

Patient Cancellation Notifications

 Enable email notifications to be sent to the patient's email address when an appointment is cancelled. The patient must have their default reminder type set to Email.

Practitioner Booking Notifications

 Enable email notifications to be sent to a practitioner's email address when an appointment is booked with them by staff in the schedule.

Practitioner Cancellation Notifications

 Enable email notifications to be sent to a practitioner's email address when an appointment with them is cancelled by staff in the schedule.


 

 Note: The Patient Notification is an email notifying them they booked an appointment. An Email Reminder can also be sent in addition to this Notification.





 

Appointment Menu Links



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Adjust these settings to customize the menu that appears when clicking on an appointment within the schedule.


Learn more about the individual fields
Completion


Select to either have this function as Complete Appointment, which will only set the appointment to 'Completed' status or Complete & Invoice which will also start the checkout process.
Claim Appointment

This link will open the Claim process window.

No Bill

 This link enables the option to refrain an appointment from the billing process.

Patient Profile

 This link will open the Patient Profile based on the Appointment's patient.

Print Labels
(Generate Labels)

 This link will open the labelling window with templates to choose from.

Upcoming Appointments
(View Appointments)

 The link will depend on the settings found here.

 

 

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