In this article, you'll learn about:
- Setting up and customizing provider schedules
- Managing provider schedules
- Provider display in the Calendar based on the schedules
Remedly EHR allows you to set up highly customizable schedules for providers. This ensures that each provider's availability is reflected accurately on the Calendar, making it easy to book and manage the appointments.
Adding multiple schedules with their specific rules for the same period allows managing the availability without editing the single schedule back and forth.
How to create and customize provider schedules
Custom schedules can be added and managed for each specific role of each practitioner in the EHR:
1. Navigate to Settings > Practitioner Management:
2. Click on the name of the practitioner you'd like to manage:
3. Scroll down to the list of roles assigned to the practitioner, and click on the role you'd like to set up the schedule for:
4. In the Schedules tab, you'll see the existing schedules (if any), and the button to + Add Schedule:
5. Upon clicking +Add Schedule, you'll see a menu where you can set up and customize the schedule:
- Add a descriptive schedule name for your convenience,
- Set applied period by choosing the Start Date and End Date from the inbuilt calendar:
- Choose the weeks to apply the schedule to within the period:
- All weeks by default,
- Alternatively, any specific week of each month, from first to last,
- Odd / even weeks only.
Note: the first week of the month is the week that contains the first day of the given month. The following weeks of the month are being numbered based on which week is considered first.
- Tick the working days you'd like to apply the schedule to,
- Set working hours within each working day with up to 15-minute precision,
6. Here, you can add multiple separate time blocks as working hours within one day.
This option can be used to create a complex work schedule, or just to set aside a fixed daily lunch break, for instance.
a) Next to the time fields for each workday, click on the icon,
b) An extra set of time fields will appear, where you can add an additional time range for the same working day,
c) Add as many extra sets as you need,
d) Click on the icon to delete any set of time fields if needed.
Here's how this would look in action:
7. Hit Save Schedule, and the schedule settings will be saved for the practitioner in the given role.
Note: you can create multiple schedules for the same applied period with different rules. For instance, for the same month, you can set long shifts for odd weeks, and shorter shifts for even weeks:
Note: if you set two overlapping time ranges in different schedules for the same practitioner role (e.g.: Monday 8AM to 10AM in one schedule, and Monday 9AM to 11AM in the other schedule) — they would be merged by the system into one neat 8AM to 11AM time range on the Calendar.
How to manage provider schedules
You can set up however many separate complex schedules for the each provider in each specific role.
All the schedules you've created will be listed in the Practitioner's profile > under the Practitioner Role you've added the schedule(s) to:
From that menu, you can:
- Review all existing schedules,
- See Active schedules that are currently applied in the Calendar,
- See Inactive ones that are past their applied period end date:
- Add a new schedule by clicking + Add Schedule,
- Edit an existing schedule by clicking the three-dot icon next to it:
- To deactivate a schedule, edit it, and set the applied period (Start Date and End Date) to past dates. The schedule will become inactive after saving the changes.
Hiding providers with inactive or expired schedules from the Calendar
The All Columns view in the Calendar displays available practitioners within each role and department, showcasing their working hours, available booking times, and booked appointments.
Practitioners whose schedules have been removed or have expired are getting hidden from the default All Columns view.
However, it might happen that some appointments have been booked or time slots have been blocked before the schedule expired, got removed, or its applied period got changed manually.
In this case, all booked appointments and blocked time slots will remain visible on the Calendar. The practitioner will only show up in the All Columns view for the corresponding dates.
For an in-depth Calendar overview, or for more information on creating appointments and time blocks, please refer to the following articles: