Schedule Types are assigned to practitioners to prevent booking errors by ensuring only the gamut of services offered by the practitioner can be booked. Schedule Types are also used to colour code appointment blocks and offer select products and services on the patient portal.
Table of Contents
How to Set up Schedule Types
Schedule Types provide a variety of assignable schedules to practitioners.
Step 1
From Settings, select Schedule Types under Schedule & Holidays.
Step 2
Select New Schedule Type located on the top-right corner of the page.
Step 3
Give your Schedule Type a Code and Name and click Save.
| Note: The remaining fields are optional but we suggest you fill in as many as you see fit. |
Learn more about the individual fields
| Code |
Codes are not required to be entered but can be used if preferred. |
| Name |
Enter a title for the Schedule Type |
|
Clinic |
If in a multi-clinic setting, you may select to allow this schedule type to be used in any or a specific clinic. |
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Default Duration |
Select the default duration that will apply to appointments booked without products or services used. Otherwise, a product or service's default duration will override the schedule type's set duration. |
|
Allowed Conflicts |
Select whether this schedule type will allow more than one appointment booked at the same time. Otherwise, an override will be required by the user creating the appointment. |
|
Allow Telehealth Appointments |
If using Telehealth, select whether or not this schedule type will be applicable for booking telehealth appointments. |
|
Background Color |
Select a colour by preference to distinguish one schedule type from another visually. |
|
Font Color |
If selecting a very dark or blank backround color, it is recommended to adjust the font color to prevent the text displayed on appointments to blend in. |
Your Schedule Type has now been created.
How to Colour Code by Schedule Type
Example:
Fuscia represents Hot Stone Massage
Orange represents Senior Massage
Step 1
From Settings, select General under System & Company Settings. Scheduling, Appointment Display Section, Appointment Color Type - Schedule Type.
Step 2
From the sidebar, click into the Scheduling tab the select Products & Services Schedule Type from the dropdown menu to the right of Appointment Colour Type.
1 LOCATION
Set up a Schedule Type based on how you want to color code the schedule. In the example below there is a Schedule Type set up "Physio Assessment" all Practitioners who have this Schedule Type attached will have the option to select this Schedule Type when booking an appointment. The appointment block will be light blue and the "Physio Follow Up" will be dark blue.
MORE THAN 1 LOCATION
If you have more than 1 location and a Practitioner works at more than 1 location, set up 2 Schedule Types as in the example below. This will allow you to differentiate what clinic the Staff member is scheduled to work at.
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Note: For the portal, we suggest you set up a Schedule Type for each Practitioner Name. This will make it easier for you to assign the Schedule Type to the Product & Services to be booked in the portal. |
How to Colour Code by Product & Service Type
Step 1
From Settings, select General under System & Company Settings. Scheduling, Appointment Display Section, Appointment Color Type - Schedule Type.
Step 2
From the sidebar, click into the Scheduling tab the select Products & Services Schedule Type from the dropdown menu to the right of Appointment Colour Type.
Create Schedule Types based on how you want to link them to the Product and Service item.
For Example, you want all the Physio Initial Assessment appointments to be Blue.
You will create a Schedule Type called Physio and select the colour Blue.
Assign the Schedule Type to the Physiotherapist Practitioner profiles.
Go to Settings, Products & Services, under the Schedule Types section add the Physio Schedule Type.
When you book an appointment on the schedule for the Practitioners with this Schedule Type attached to their profile and linked to that P&S item the appointment block will be blue.
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Note: If you have more than 1 location and if not all your Chiros or Physios or Massage Therapists don't perform the same services, be cautious when assigning the schedule types to the P&S item as they will also appear in the portal to be booked for those Practitioners. We suggest you use the "Schedule Type" option to avoid confusion and changes in the future. |
How to Colour Code by Practitioner Preference
To set up this option go to Settings, General, System, Scheduling section, Appointment Display section, Appointment Colour Type field. Select Practitioner Colour Preference and Save.
To select the color you want to appear on the appointment block open the Practitioner profile, Preferences tab. In the Scheduling Section, "Schedule Color Type" field, click the down arrow and select the color from the color wheel and Save.
The appointment on the schedule for that practitioner will appear that color.
NOTE: This Practitioner Preference color selected is the only color you will have an option to select from the Appointment Block when selecting this option.
How to Assign Schedule Types to a Practitioner
Step 1
From Settings, select Practitioners under Staff.
Step 2
Select Open next to the Practitioner.
Step 3
Select the Availability tab and click +Add next to Standard Availability.
OR edit an existing Availability record by clicking the button and selecting Edit.
Step 4
Select a Start Date (the first day applicable to this schedule) and an End Date (the last day applicable to this schedule). Then select Edit next to Select a Schedule Type.
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Note |
When creating availability records ensure if you have more than 1 record they are in chronological order for example Start Date Jan. 1, 2023 End Date April 30, 2023 the next availability would be Start Date May 1, 2023 End Aug. 1, 2023. |
Step 5
Choose from the schedule types under the Available heading and select Add then Save.
| Note: If you would like to assign a different default duration select it from the menu.
To remove added schedule types, select the X under the Added section. |
Step 6
Within the Practitioner Availability, under Schedule Availability select the Schedule Type from those added then select blocks of available time.
| Tip | To select a whole row or block of time click on the first time block, hold down the shift key and click the last time block. The whole area within that space will be highlighted. Do the same to remove highlighted blocks. |
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