📌 Note: You must have Scheduling Settings permissions to set up provider schedules for your clinic. See Modifying a user's permissions.

Before you can book an appointment for a provider, the provider must have a schedule created with working hours set. You set working hours to define when a schedule is open for appointment booking, and to define what appointment type(s) can be booked during those hours. If you allow patients to self-book appointments online through your CHR eBooking site, defining a provider's working hours also allows patients to choose available appointment times within those hours.

You use Standard Hours to set working hours that are the same each week. For example, if a provider always sees new patients Mondays and Tuesdays from 8 am to 4 pm and always sees follow up patients every Friday from 9 am - 5 pm.

If a provider's schedule is different from week to week on certain days (for example, if they offer a Saturday clinic once a month), you can use Flexible Hours to set those specific working hours. See Adding flexible working hours to provider schedules.

📌 Note: You can have either standard or flex working hours applied to a specific time slot in the provider's schedule, not both.

When you set a provider's standard working hours, you define:

  • What hours are available for in person or virtual appointments

  • The appointment time slot intervals

  • The number of patients that can be booked in a single time slot

  • The appointment types offered

If your clinic has multiple clinic locations, and a provider works out of more than one location, you can set unique working hours for each location.

If you offer different appointment types at different times in a day, you can add multiple blocks of working hours in the same day. For example, a provider offers initial consultations on Mondays from 8 am-11 am, and follow up appointments from 1 pm-5 pm.

📌 Note: When a provider is available for appointments, the time appears white on the schedule (as opposed to the standard grey background). This allows you to clearly see provider availability.

Steps

1. From the main menu, click Settings > Scheduling > Hours.

2. Beside the provider's name, click Edit, and then select Standard.
The Manage Work Hours window appears.

💡 Tip: To change the zoom level on the calendar, in the top-right corner, click the magnifying glass.

3. In the top-right corner, click Physical (default) to configure a schedule for in-person visits or Virtual to configure a schedule for virtual visits.


📌 Note: The number in brackets indicate the number of working hour blocks configured.

4. In the schedule, click a day and time to configure working hours. If you are modifying working hours, click a work hour block to edit it.
The Add Work Hour or Update Work Hour window appears.

5. Using the following table, configure the working hours.

Field

Description

Location

If your clinic has multiple locations, select the clinic location these working hours are for.

💡 Tip: The default is your primary location.

Start

Select the time the provider(s) are to begin seeing patients for the specified services.

Until

Select the time the provider(s) are to finish seeing patients for the specified services. (i.e. the end of the last appointment for the working hour block).

Colour on Schedules

Select a schedule background colour for this group of appointment slots.

💡 Tip: Choose a unique colour for each provider schedule to allow for clearer visualization of which schedule belongs to which provider.

Slot

Select the number of patients (1-10) that can be booked in one time slot.

See Setting how many patients can self-book a single appointment time slot.

Intervals

Select the default length of each appointment (5, 10, 15, 20, 30, 45, 60 minutes).

Patients that self-book will also see the selected interval.

For example, for 30 minute time intervals, patients can book appointments at 8:00, 8:30, 9:00, 9:30, etc.

See Setting a schedule's appointment time intervals for eBooking.

Show on Scheduler

Select this checkbox to display a thicker line on the schedule at each time interval - making it easier to book appointments at the correct intervals.

Stacking

This option pertains to eBooking only.

When patients search for available appointments and they select a date, if this option is set to On, the CHR eBooking site provides only the first available appointment on that day as an option (without allowing the patient to select a time). This is known as "appointment stacking" because it fills up each day's schedule from earliest to latest and prevents gaps between appointments.

See Enabling appointment stacking for eBooking.

Services

Select the appointment type(s) you offer during these working hours, or click All to select all appointments your clinic offers.

📌 Note: To indicate lunch or administrative time, do not add working hours in the specific time slot. Leave them blank or fill them by creating lunch or admin time templates. See Creating vacation and off-time templates.

6. To delete a work hour block, select it and then, at the top right, click the trash icon

7. Click Save.

8. Repeat the above steps for each working hour block, either in the same or different day.

9. Once you have added all your working hours, click Save.

10. Refresh your browser to see the standard working hours in the provider's schedule.

Updated: October 9, 2021

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