Scheduling Your Calendar Events

Use the scheduler to track your scheduled events and linked appointments. 

About Scheduling Calendar Events

Scheduling your calendar events is a vital process to keep things on track at your clinic. ClinicTracker provides several different options to assist with scheduling these events. This article will detail the different ways you can create Calendar Events from the Scheduler.

Creating a Scheduled Event

  • Go to  Utilities >  Scheduler. 
  • On the right of the screen, select the Staff or Patient to be scheduled.
  • Double-click on the cell for the time you'd like to schedule or to schedule a longer event, click on the white boxes in the center, and drag down to highlight additional cells.
  • The Event Details form for the selected-time cell will be displayed with the selected resource.
  • Complete the Event Details, including the Description, Location, Start and End Times, Event Type, Staff and Patient Attending, Program, Service, and Payor.
  • If the event is Recurring, select the Recurrence button and see the section below on Creating a Recurring Event.
  • Save.

Deleting a Scheduled Event

  • To delete a Scheduled Event go to Utilities > Scheduler.
  • Right-click on the Event or double-click the Event.
  • Click Delete. 

Editing a Scheduled Event

  • To edit a Scheduled Event go to Utilities > Scheduler.
  • Go to your Event in the Scheduler. 
  • Remove old information and enter new information in the Event Details form.
  • Save or Save and Close.

Creating a Recurring Event

  • If, in the steps above, you've selected the Recurring Event button, the Edit Recurrence form displays and allows you to:
    • Control the Recurrence Pattern (Every X days, weeks, months, or years)
    • Control the Recurrence Range (no end date, end after a number of occurrences, or end on a certain date)
    • Remove a Recurrence.

Creating Recurring Events on Alternate Weeks

  • Go to Utilities > Scheduler.
  • Double-click a timeframe cell to open Event Details or Click and Highlight timeframe cells.
  • Right-click.
  • Click Add New Event. 
  • Enter the required information in Event Details. 
  • Click the Recurrence button.
  •  In the Event section define the Start, End, and Duration time separately.
  • In the Recurrence Pattern section, check the Weekly option, and change the number to 2 in the Recur every X week(s) on box; then check a specific day that you need.
  • Click OK. 
Tip: You can also schedule events from Demographics and Patient Contacts by using the Actions Menu.

Scheduling Two Resources 

You may want to base your scheduling decisions on the availability of more than one Resource.

  • Go to Utilities >  Scheduler.
  • Select the Staff radio button.
  • Place a checkmark by the Staff to be scheduled.
  • Select the Patient radio button.
  • Place a checkmark by the Patient to be scheduled.
  • You will see the Schedule of both Resources.
  • Right Click on the Patient's or Staff's name
  • Click Create Event With and select the second resource
  • This will create a single event for the Staff and Patient together.
  • Continue completing the event.
  • Save.

Creating an Event Placeholder

If you'd like to hold time on a schedule and do not have all of the details, you can create a Placeholder.

  • Go to Utilities >  Scheduler.
  • Select  Staff, Patient, or Room from the Resource Display.
  • Click on the time cell.
  • Type the title of your Event.
  • Click Enter to create the placeholder. 
  • You may complete the Event Details at a later time.

Moving or Duplicating an Event Using Cut, Copy and Paste

  • Right-click on the existing Event.
  • Click Cut or Copy (or select the Cut or Copy icons in the top menu)
  • Right-click on the time cell.
  • Click Paste (or select the Paste icon in the top menu)

Checking for Schedule Conflicts

In ClinicTracker,  you will be notified when there are conflicting scheduling situations. For example, when you schedule two or more events for the same time or the same Staff, Patient, or Room. 

  • Click Yes or No to tell ClinicTracker whether to schedule the Event or not.

Tip: You may receive a conflict notification even though there doesn’t seem to be a conflicting event on the Schedule. Please note that another event could be scheduled that you don’t have permission to view. When a conflict is detected, ClinicTracker will tell you the staff member who scheduled the conflicting appointment.

Conflicts will be displayed for the situations below:

  • A Staff member has an event booked for a period that overlaps with the current event.
  • A Room has an event booked for a period that overlaps with the current event.
  • A Patient has an event booked for a period that overlaps with the current event.
  • A Patient has more than one appointment booked for the same day, and the event has a scheduled event type with the Duplicate Appointment Check option enabled (checkbox located in Utilities > Maintenance > Scheduled Event Type Input).
  • An Event is booked outside a staff member's work-day hours.
  • An Event is booked when a staff member has marked themselves as being unavailable.

Disabling the Conflict Checking on the Scheduler

By default, Conflict Checking is enabled. To disable Conflict Checking, go to Utilities > Scheduler.

  • Click the Calendar menu in the top left of the Scheduler screen.
  • Click the checkmark next to Enable Conflict Checking. 
  • To disable Conflict Checking as a default setting, go to Staff > Staff Info > Personal tab or Profile > My Profile > Personal tab. 
  • Click the check box next to Disable Scheduler Conflict Checking.
  • Save.

Showing Time as Busy, Free, Tentative, Out of Office

You can reflect specific availability on events by using the Show Time As feature. 

  • Go to Utilities > Scheduler or My Schedule Widget. 

  • Right-click on an event.

  • Click Show Time As: Free, Tentative, Busy, or Out of Office.

  • Or you can double-click an event and open the Event Details form. 

  • Select from the Show Time As dropdown. 

  • Save and Close.

Using Scheduler Privacy Mode

Privacy Mode hides the event details on the calendar display, while still showing the times of the scheduled events. Using Privacy Mode allows you to have the Scheduler open on your screen, and cover any sensitive information in case you have a patient or other party in the room who may be able to see your computer.

  • To use Privacy Mode, go to Utilities > Scheduler.

  • Click the padlock button at the top of the toolbar.

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Before:                                                                               After:

     

Tip: By default, any selected event in privacy mode will still reveal the event details. All events except for the selected event will go into privacy mode. If you wish for all events to go into privacy mode, select anywhere else on the calendar and toggle privacy mode.

Default Program to Patient's Most Recent Program Assignment

  • A user with Administrative access can go to Admin Config > Options > Admin: Scheduling > Default Program For Linked Patient.
  • Click the check box for the Default Program for Linked Patient Options setting.
  • When you go to schedule a patient, the most recent Program Assignment will auto-fill in the Event Details as shown below:

Tip: Program Assignments are assigned to Patients in the Patient Demographics form. To view Patient Program Assignments, go to Patients > Demographics > Program Assignments button. 

Automatically Display Intake Notes in Event Preview

There is a setting in the Options form's Scheduling section of the Admin tab named Display Intake Notes in Event Preview. By default, the notes entered on the Intake tab of the Demographic form will be shown at the bottom of the scheduler's Event Preview window.

  • A user with Administrative access can go to Admin Config > Options > Admin: Scheduling > Display Intake Notes in Event Preview.
  • Click the check box. 
  • Click Apply and Accept Changes.
  • Click OK.

The Intake Notes section is located on the Patient Demographics form in Patients > Demographics > Intake tab > Notes section. Once the options setting is configured, anything written in the note section of the Intake tab will display in the Notes section on the Event Preview window.

 

To view the Intake Notes in the Event Preview Window go to  Utilities > Scheduler or My Schedule Widget.

  • Click on an Event on the Scheduler.
  • The Event Preview Window will load with the Intake Notes displayed at the bottom of the window.

Preview Your Events

The Event Preview Window will provide a quick snapshot of crucial Scheduled Event details. The Event Preview Window such as date/time of the event, location, linked staff, and linked patient information such as address, phone number, insurer, copay, and payor information. 

  • Go to Utilities > Scheduler > Calendar to use the Event Preview Window > Show Preview Window.
  • Click your Scheduled Event on the Scheduler.
  • You can also click the Show Details button on the Event Preview Window and it will take you to your Scheduled Event. 
Tip: Hover your mouse pointer over the cross sign on the top right corner of the Event Preview Window if you would like to move the Event Preview Window on your screen. 
More About Scheduling

Using Scheduling Availability

Entering Staff Scheduling Event Defaults

Entering Your Schedule Event Types

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