Using a Scheduling Team at Your Clinic
Use ClinicTracker's features to assist your scheduling team with managing your clinic's appointments.
About Using a Scheduling Team at Your Clinic
In this article, we will outline how you can centralize the scheduling process where Staff have view-only access to the scheduler and will have their events scheduled by the Scheduling Team or will send scheduling requests to a Scheduling Team for approval. The Scheduling team can also audit events to check that certain requirements were met.
Restricting Staff Members to Read-Only Scheduler Access
To allow Staff to see and request Events on the Scheduler, but not create new events, make updates, or changes:
- Go to Staff > Staff Info > System Permissions.
- On the Program Access section click the dropdown next to Schedule.
- Select Read.
- Save.
Adding Staff Members to the Scheduler Team
To add staff as a Member of the Scheduling Team:
- Go to Staff > Staff Info > Additional Options.
- Go to the Scheduler Settings section.
- Click the checkbox Member of Scheduling Team.
- Save.
Staff: Requesting an Event to the Scheduling Team For Approval
If you are a Staff member with Read-Only access to the Scheduler and need to request an event to be scheduled for approval by the Scheduling Team:
- Go to Utilities > Scheduler > File > View Scheduler Pending Requests.
- or go to My Schedule > File > View Scheduler Pending Requests.
- Right-click on the Scheduler to add a new Event.
- Approved events will move to the live schedule and notify the requestor.
- Rejected events will be removed from the pending list and notified to the requestor.
Scheduling Team: Viewing and Approving Pending Scheduler Requests
To see pending scheduler requests, a member of the Scheduling Team can:
- Go to Utilities > Scheduler > File > View Scheduler Pending Requests.
- or go to My Schedule > File > View Scheduler Pending Requests.
- Right-click an event to approve or reject the event.
- Approved events will move to the live schedule and notify the requestor.
- Rejected events will be removed from the pending list and notify the requestor
Scheduling Team: Notifying Staff When Events are Created or Edited
If this option is enabled, anytime an event is created or edited, all other linked staff (not including the user making the modification) will receive a Scheduler Notification through the My Messages widget.
To enable Notifying Staff on Event Creating go to Admin Config > Options > Admin: Scheduling.
- Click the checkbox that says Notify Linked Staff on Scheduled Event Creation
- Click the checkbox that says Notify Linked Staff on Scheduled Event Edit.
- Click OK or Apply.
- Click Accept.
Staff: Viewing an Approved, Rejected Event Request and Created/Edited Events
To view Scheduler Notifications from the Scheduling Team, Staff members can:
- Go to the My Messages widget and click the Scheduler Notifications (SN) radio button to view the message.
Using the Audit Calendar Event Feature
This feature can be used by the Scheduling Team to ensure certain policies and procedures are completed prior to an event taking place.
To enable the Audit Calendar Event feature, a user with Administrative access can:
- Go to Admin Config > Options > Admin: Scheduler.
- Check the Display Reviewed Option on Scheduler checkbox.
- This will add an “Event Reviewed” checkbox to the Event Details form.
Scheduling Team: Auditing an Event and Marking the Event as Reviewed
- A member of the Scheduling Team can go to Utilities > Scheduler or My Schedule Widget.
- Open the Event.
- Check the Event Reviewed box.
- Save and Close.
- Reviewed events will show the date and time of review on the Event.
- In the Schedule, reviewed events will display an R icon.
