📌 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, you must set up provider-specific schedules. If you are using online booking, defining a provider's working hours allows patients to book appointments during only those hours.

Standard schedules are used for providers who have the same schedule every week. For example, Doctor Dogood sees new patients Mondays and Tuesdays from 8 am to 4 pm and all her follow up patients every Friday from 9 am - 5 pm. If her schedule is different on certain days (i.e. she offers a Saturday clinic once a month), add flex hours to her schedule. See Adding flexible working hours to provider schedules for more information.

For each provider's schedule, you create working hours (in person or virtual) and specify the appointment intervals, how many patients can be booked in one interval, and which appointment types can be booked. You can also configure schedules by location, if you have multiple locations.

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

    💡 Tip: In the top right corner click the magnifying glass to change the zoom level on the calendar.

  3. At 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.
    The Add Work Hour window appears.

  5. Configure specific working hours as follows:

Field

Description

Location

If your clinic has multiple locations, select the clinic location that applies to the working hours.

💡 Tip: The default is your primary location.

Start

Select the time that providers begin to see patients for the specified services.

Until

Select the time that provider(s) 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 colour for the provider's work schedule.

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

Slot

Select the number of patients (1-10) you can book in one 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.

Show on Scheduler

By selecting this option, a thicker line is displayed at each time interval.

When booking an appointment it is easier for the user to see the appointment intervals.

Stacking

This is relevant for online booking.

Select On if you want patients to only see and book the next available appointment. This prevents gaps in your schedule.

Services

Select the appointment types you offer during these working hours.

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. Click Save.

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

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

8. Finally, refresh your browser to see the standard working hours in the provider's schedule.

💡 Tips:

  • Click an existing work hour block to edit it.

  • To delete a work hour block, select it and click the trash can icon in the top right corner.

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

Updated: September 3, 2021

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