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

Flex hour templates are ideal for providers with schedules that change all the time. A provider can have a combination of standard (fixed hours) and flex schedules configured. For example, Dr Dogood has a fixed schedule on Monday, Wednesday, Friday and every third Tuesday runs a special cancer cases clinic (flex schedule template is called 'Special clinics')

All flex schedule templates that are created can be applied to different dates and providers on an ongoing basis.

For example, if your practice runs an addiction clinic on Mondays that your providers take turns staffing, create an 'Addiction Clinic' template and apply it to the provider’s schedules, as required.

You cannot layer flex schedule templates (or flex hours) over standard configured hours. The system will advise you if this happens with an invalid message.

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.

Steps

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

  2. Click Flex Templates.
    Flexible Schedule Templates window appears.

  3. Click Add Template.
    The New Flexible Schedule Template window appears.

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

  4. In the Template Name field type the name of your flex template, for example Addiction clinic.

  5. In the calendar, click on a time to add working hours.
    The Add Work Hour window appears.

  6. Configure the specific working hours as follows:

Field

Description

Location

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

💡 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 that working hour block).

Colour on Schedules

Select a colour for the working hours.

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 Schedular

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.

8. Click Save to save the working hour block.

9. Once all working hour blocks have been added, save the template by clicking Save.

10. To apply the template to provider schedule(s), see Applying flexible working hour templates.

Updated September 7, 2021


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