Scheduling Management

Scheduling Management

How to Add a Location

See video tutorial (opens in a new tab) for creating a clinic location
See video tutorial (opens in a new tab) for creating a pure virtual only location

  1. Go to settings
  2. Click Locations
  3. Click 'Add Physical Location'
  4. Enter the name of the location
    • This will be the name that is surfaced to patients during the booking flow and what staff will need to know to search for in the schedule tab
  5. Enter the phone number of the location
    • This phone number will be visible in appointment confirmations and on all PDFs that are associated to appointments at this location
  6. Enter the fax number of the location (not a requirement in order to initially create the location but please make sure to come back and add the information)
  7. Click on the Address row and enter the location address
  8. Select the Location Type
    • NOTE: By default, always select the option Clinic, the 'Virtual' option should only be selected if the location you are creating will only offer virtual appointments
  9. Set as inactive
    • Inactive locations will be hidden from patient website and app and will remain visible to staff only in the EHR — this is recommended for test locations or locations that are not yet live and bookable. This is mandatory for pure Virtual locations - please set as inactive.
  10. Select a default lab vendor (Optional)
    • Set facility that will be preselected for labs in all care plans tied to this location.
  11. Enter in the Lab CLIA number (not a requirement in order to initially create the location but please make sure to come back and add the information)
  12. Enter in the Quest Client ID
    • If you will not be ordering Quest labs or do not have a client ID at time of location creation, write the following: MET:DEMO
  13. Enter in the Labcorp Client ID
    • If you will not be ordering Labcorp labs or do not have a client ID at time of location creation, write the following: DEMO
  14. Add the clinic hours (not a requirement in order to initially create the location but please make sure to come back and add the information)
    • Set hours for this location as a whole — differing hours for specialties may be set in the “Specialties” section.
  15. Add the specialties that will be offered at this location
    • You can add the specific operating hours for each specialty in this section
  16. Add a room(s)
    • Set names for rooms to be selected by staff during triage process at this location (e.g., Exam Room, X-ray Room, etc.)
  17. Add a photo(s)
    • Note: These photos will be visible in the patient account during booking process and when patients review past appointments

How to Create a Pseudo Provider for Schedule Availability

What are Pseudo Providers?
Pseudo Providers are generic staff accounts created to be utilized for various purposes. In the matter of scheduling, we use pseudo providers to input recurring clinic availability that allows patients to book appointments in advance. We use this approach of pseudo providers for the clinics as the provider seeing the patient can vary by day and this allows managing of availability to be much simpler.

See video tutorial (opens in a new tab) for creating a pseudo provider

  1. Go to settings
  2. Click Staff
  3. Click the 3 dots in the top right corner
  4. Click Add a Staff Account
  5. Enter the first and last name in the following format:
    • First Name - Last Name
    • Clinic Name - Provider UC
    • Clinic Name - Non-Provider
    • Clinic Name - PC Non-Provider
  6. Enter the email address as firstnamelastname@yourdomain.com
  7. Click Auto Generate password, copy and paste into the Password field
  8. Save in the top right corner

IMPORTANT:
When a pseudo provider is created, it will automatically be tied to provider-based appointment reasons for urgent care and primary care. If the pseudo provider should
(1) not be tied to provider-based appointment reasons and instead see non-provider appointment reasons
(2) be able to be booked for specialties other than urgent care or primary care
or (3) a combination of the two, please click the Contact Support option at the top of this page and include the following information:

  • The pseudo provider names
  • The specialties that should be associated with each pseudo

Note: If availability is added before this is done, those pseudos can receive bookings that do not align with the intended offering.

How to Add in Schedule Availability

Note: Schedule Availability is the process in which you make appointment times available for staff and patients to choose from in the app/website.

See video tutorial (opens in a new tab) for adding in availability for in person visits
See video tutorial (opens in a new tab) for adding in availability for hybrid visits (where a provider is seeing both in person patients and virtual patients in the same day)

  1. Navigate to the locations section in settings
  2. Choose the location where availability will be added
  3. Click on the "add availability" button at the bottom of the page
  4. Select the provider for whom availability is being added
  5. Set start and end dates for the availability
  6. Choose the days of the week the availability applies to
  7. Enter the velocity details
  8. Select the time zone
  9. Set the start and end times in 24-hr format (i.e. 18:00 for 6pm)
    • Add multiple time ranges if needed, ensuring end times differ from start times
  10. Choose the specialties for which the availability is applicable.
  11. OPTIONAL: Set restrictions based on specialty or specialty and appointment reason
    • Define maximum visits per day for each specialty or appointment reason

Other scheduling functions to note:

Prioritizing Existing Patients

  • For primary care, prioritize existing patients over new patients within a specified time range

Reviewing and Editing Availability

  • Edit existing availability on the schedule by clicking the pencil icon
  • Make copies of availability to make adjustments without starting from scratch

Avoiding Overlapping Availabilities

  • Ensure new availabilities do not overlap with existing ones to prevent conflicts

How to Add in Schedule Time Off

Note: This is how you can close availability for a period of time for a location or provider.

See video tutorial (opens in a new tab) for adding time off

  1. Go to location settings
  2. Find "add schedule time off" at the bottom of the page

Verifying Month

  • Ensure you are viewing the correct month for scheduling and time off
  • Adjust the month to control what you see for time off as well

Adding Time Off for Location

  • Add time off for the entire location without specifying specialty or provider
    • Useful for holidays or clinic closures
  • Set the start/end date and start/end time
    • Enter the time in 24-hr time format (i.e. 18:00 for 6pm)
  • Click submit to close availability for all providers at that location

Adding Time Off by Location and Specialty

  • Close availability for a specific specialty at a location
  • Choose specialty
  • Set the start/end date and start/end time
    • Enter the time in 24-hr time format (i.e. 18:00 for 6pm)
  • Submit to block availability for that specialty at the location

Adding Time Off by Location, Specialty, and Provider

  • Specify time off for a particular provider within a specialty at a location
  • Add provider's name, dates, and times for time off
  • Submit to block availability for that provider and that specialty

Editing and Copying Time Off

  • Use icons to edit or copy time off settings for providers
  • Editing allows adjustments to existing time off
  • Copying is useful for repeating time off for the same provider or different days
  • Make necessary changes and submit to add time off for the copied settings

Adding Time Off for Holidays, Clinics Operating for Half a Day

See video tutorial (opens in a new tab)

  1. Go to location settings

  2. Find "add schedule time off" at the bottom of the page

  3. Add Scheduled Time Off

    • Leave specialty and provider sections blank if applicable
    • Choose start and end dates in 24-hr time format (i.e. 18:00 for 6pm)
    • Submit the time off

  4. Review and Verify

    • Check the schedule for the added time off
    • Ensure the time off is correctly added for the specific date

  5. Add Availability for Partial Day Operation

    • Review existing schedules
    • Add new availability for the partial day
    • Select the provider
    • Set start and end dates for the specific day
    • Enter start and end times for availability
    • Include relevant specialties
    • Add any necessary restrictions
    • Submit the new availability

  6. Repeat for Other Providers

By following these steps, you can effectively add time off for holidays when your clinic is operating for half a day, ensuring smooth scheduling and patient management.

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