How to Add Practitioner Standard Availability for Multiple Locations

  • Updated

Standard Availability reflects a practitioner’s regular weekly schedule. It defines the days and times a practitioner is available for appointments and when they can be booked.

In this article, you’ll learn how to create and update Standard Availability for a practitioner who works at multiple clinic locations.

If the practitioner works at a single clinic location, refer to the article below for instructions on setting up standard availability for one clinic.

 

How to Add Practitioner Standard Availability

 

Permissions

  • Permission to view and edit practitioner settings and availability

 

Adding Practitioner Availability for Multiple Locations 

  1. Go to Settings 
  2. Under Staff, select Practitioners
  3. Open the practitioner's profile
  4. Click the Availability tab
  5. Select +Add

 

 

  1. Choose the Start Date for when the schedule should take effect

    • An End Date in not required

       

 

  1. Click Edit 
    • If the correct Schedule Types - at least one for each clinic - are already assigned, and the Default Schedule Type has been deleted, you can skip ahead to Step 12
  2. If the Default Schedule Type is still assigned, remove it by clicking the X
    • In some clinics, the default may be labelled DELETE - DO NOT USE
  3. Under Available, select the appropriate Schedule Types 
    • You need at least one for each clinic location 
    • To select multiple Schedule Types at once, hold the Ctrl key while clicking each option
  4. Click +Add

 

  1. Save your changes

     

  2. Select the Schedule Type for the first location

  3. On the grid, select the time blocks when the practitioner is available at the selected location

     

 

Tip: Select Multiple Time Blocks Quickly. 

You can fill multiple time slots at once: Click the first time block then hold the Shift key and click the last time block.

For example, click 9:00, hold Shift, then click 11:45 to fill all time slots in between.

 

  1. Select the Schedule Type for second location 

  2. On the grid, select the time blocks when the practitioner is available at the selected location

     

 

  1. Click Save
Note: For practitioners working at more than two clinics, repeat these steps for each clinic location. Ensure that a Schedule Type exists for every clinic before building availability.

 

Result

The practitioner will have a Standard Availability schedule that reflects when and where they can be booked across all assigned clinic locations.

Their availability will display on each clinic’s schedule based on the selected Schedule Types and time blocks, allowing appointments to be booked accurately according to their working hours.

Any updates made to the availability record will apply moving forward from the selected start date.

 

Editing Existing Availability

You can edit existing Standard Availability records anytime from the Availability tab within the practitioner’s profile.

  1. Go to Settings 
  2. Under Staff, select Practitioners
  3. Open the practitioner's profile
  4. Click the Availability tab

  5. Edit the availability record 

     

 

Avoid Common Problems 

Do not use the Default Schedule Type
Always remove the Default Schedule Type before creating availability.

Only select bookable times
The grid represents bookable appointment slots.
For example, if the practitioner finishes at 5:00 PM, do not select the 5:00 PM block. Selecting it means a 5:00 PM appointment can be booked.

Changing the interval requires a new record
If you update the appointment interval in the practitioner profile, you must create a new Standard Availability record for the updated interval to display correctly.

 

Troubleshooting 

Practitioner is showing up on the wrong schedule  

  • Make sure that you have selected the relevant Schedule Type associated with the clinic's location.

Practitioner is not appearing on the schedule

  • Make sure the practitioner has a Standard Availability record.
  • Check the Start Date of the availability record. If the start date is set in the future, the schedule will not appear until that date.
  • Make sure the Standard Availability was created using a Schedule Type associated with your clinic location.

The practitioner is not showing as available on the portal 

  • Make sure the practitioner has been assigned the relevant Schedule Types in their Standard Availability. 

 

Related Articles 

How to Add Practitioner Standard Availability

How to Add Alternating Weeks to Practitioner Standard Availability

How to Customize Practitioner Availability in the Patient Portal

 

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