Using Scheduling Availability

Use Scheduling Availability to tell the scheduling team when you are available/unavailable. 

About Scheduling Availability

Scheduling Availability in ClinicTracker allows you to control your clinic's calendar events and when other staff members may schedule you for. This is convenient for staff who work between multiple locations or for clinics that have staff members that are dedicated to specific types of appointments.

Setting Your Scheduling Availability

• To set your availability, you can go to Staff > Staff Info > Additional Options > Scheduling Settings section or go to ClinicTracker Main Screen > Profile > Scheduler Settings.
• Click the Set Scheduling Availability button.
• Select from the Days of Week dropdowns and choose from:
  • ANY
  • Monday-Sunday
  • All Weeks, Odd Weeks, and Even Weeks. 
• Set your available daily time frame with the Start Time and Stop Time.
• Set the effective date range in the Effective From and To section. 
• Check the boxes to add the Event Types you are available for. Right-click to Select All and Deselect All. 
• Select from the Location dropdown.
• Select from the Default Room dropdown if needed. Note, this will be used as the default when scheduling. It will not be used to locate available timeslots.
• Save.

Setting Your Availability for Extended Time Off

• To set your availability for extended time off, you can go to Staff > Staff Info > Additional Options > Scheduling Settings section or go to ClinicTracker Main Screen > Profile > Scheduler Settings.
• Click the Set Scheduling Availability button.
• Click the Unavailable radio button.
• If needed, enter an Unavailable Reason in the text box.
• Set your unavailable daily time frame with the Start Time and Stop Time.
• Set the effective date range in the Effective From and To section. 
• Save.

Setting Staff Scheduling Priority

• To set Staff Scheduling Priority, users with Full Schedule access can go to Staff > Staff Info > Additional Options > Scheduling Settings section.
• Click Scheduler Settings.
• After setting the staff member's work hours on the bottom right, you will see the Scheduling Priority (1=Lowest, 10=Highest).
• Select the appropriate Scheduling Priority from the dropdown.
• Setting the Scheduling Priority will determine the order of the results displayed when using the Find Available Appointment feature.
• Save.

Finding an Available Timeslot

• To find an Available Timeslot, users with Full access to Scheduler can go to Utilities > Scheduler.
• Click Find Available Timeslot.
• Select the location from the Building dropdown.
• Click the date pickers to set  Start Date and End Date.
• Click the time pickers to set Start Time and End Time.
• Check the Show Timeslot Breakdown box if needed.
• Enter the Duration in minutes in the text box.
• Click the binoculars if a specific patient is needed.
• On the staff section, you can filter by Staff Type (All, Supervisory, Clinical, Supervisory & Clinical.) You can also bulk select and deselect by right-clicking on the staff line items.
• Check the Staff Member(s) to search for Available Timeslots.
• Filter results by specific credentials or check the All Credentials box.
• Select from the Staff Specialty dropdown to filter by specialty (Set in Utilities > Maintenance > Staff Specialty).
• Select from the Credential Required Payor dropdown to filter by Insurers.
• Click Search.

Selecting First Available Timeslot

• To use the First Available Timeslot feature, users with Full access to Scheduler can go to Utilities > Scheduler > Find Available Appointment.
• Click the dropdown split on the Search button.
• Click Search and Select First Result.

• The first available appointment information will be loaded in the schedule Event Details.

Find Available Timeslot in Staff Portal

• To use the Find Available Timeslot in Staff Portal go to Staff Portal > My Schedule.
• Click the magnifying glass button.
• Enter appointment criteria.
• Click Search.

Preventing Automatic Reminders by Event Type