📌 Note: You must have the permission, Scheduling Settings, 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.

Flex schedules are used for provider schedules that change daily, weekly or monthly. Flex hours can be added on a once-off basis. For example, Doctor Dogood wants to see all her waitlisted patients on Saturday. A flex schedule for Saturday can be created.

Flex schedule templates can be used when the flex schedule above is used again on other dates and/or for other providers ('Saturday clinic' template). See See Creating flexible working hour templates for more details.

For a provider's flex hours (in person or virtual), you can specify the appointment intervals, how many patients can be booked in one interval, and which appointment types can be booked. You can also configure the schedule 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 users 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 Flex.

  3. In the <Provider's> Flexible Hours window, click + Add.

  4. In the Add Flexible Hour window, configure the specific flex working hours as follows:

Field

Description

Date

Select the date for the flex working hours.

Time

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

Duration

Select the duration of your flex hours.
💡 Tip: Select Other to enter specific hours and minutes.

Location

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

💡 Tip: The default is your primary location.

Colour on Schedules

Select a colour for the flex hours that will appear in provider's work schedule.

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.

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.

6. Click Save.


A <Provider's> Flexible Hours window appears. You will see list of configured flex hours with the location, date and times and appointment types.

💡 Tip: To modify flex hours click on the working hours. To delete working hours from here click x.

7. Click Close to return to the Scheduling Settings page.

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

Updated September 1, 2021

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