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Scheduling events

In the Appointment Book, you can schedule events, such as staff meetings, vacations, and activity reminders. You can use an event to block out time or close one or all operatories in the Appointment Book, so you have a visual reminder that you cannot schedule during that time. An event can be for a single day or be a recurring event for up to one year.

To schedule an event or a series of events

1.   In the Appointment Book, navigate to the date that corresponds to the date when you want the event to start. Next, in the operatory where you want to schedule the event, right-click the open time slot that corresponds to the time when you want the event to start, and then click Schedule Event.

The Schedule Event dialog box appears.

2.   By default, Dentrix Enterprise uses the operatory, date, and time for the event that corresponds to the time slot where you right-clicked to begin scheduling this event. You can change the Event Time, Event Days, and/or Operatories as needed.

3.   If the event will last the entire day, under Event Time, select Close Operatory (All Day Event). However, if the event will only last part of the day, specify a Start and an End time. To change the event's Start and/or End time, do the following:

a.   Click the corresponding search button .

The Select Time dialog box appears.

b.   To change the time, click the left arrow button to decrease the time or the right arrow button to increase the time. Click between the slider and the left arrow to decrease the time one hour at a time. Click between the slider and the right arrow to increase the time one hour at a time.

c.   Click OK.

Note: For all-day events, the length of a day for the operatory you want to close is determined by the starting and ending times specified for that operatory.

4.   Under Event Days, specify a Start and an End date for the event. You can schedule events as much as one year in advance. To change the event's Start and/or End date, do the following:

a.   Click the corresponding search button .

The Select Date dialog box appears.

b.   Scroll to navigate to the desired month, and then select the desired date.

c.   Click OK.

5.   Under Select Days of the Week, select the days that the event will occur within the specified date range. You must select at least one day. If the event starts and ends on the same day, select that day of the week.

6.   Select the Operatories that you want to schedule the event in. You cannot schedule an event that overlaps any scheduled appointments or other events in any of the selected operatories. However, you can schedule an event that overlaps with a Perfect Day Scheduling time block.

Note: If you select multiple operatories and/or days for the event, Dentrix creates separate events (one per day per operatory) and displays them in the Appointment Book. Events that repeat in this manner are referred to as a series.

Important: If you create a repeating event, be aware that if you want to delete the whole series, you must delete each event in that series one at a time.

7.   Type a Description for the event or series.

8.   To center the description horizontally at the top of the event block in the Appointment Book, select Center Description on Scheduled Event. With this check box cleared, the description is left aligned.

9.   To choose a color for the event, click Event Color. The Colors dialog box appears. Choose the desired color, and then click OK.

Tip: When choosing a color for the event, choose a light color that contrasts with the black text of the event description, so you can see the words easily. For example, black text will not be easily readable on a dark blue background.

10. Type any Notes that apply to the event.

11. Click OK.

If you attempt to schedule a single event that overlaps with an existing appointment or event, a message appears and states that the operatory is already scheduled at the requested time.

The event creation process may take several minutes, depending on the date range specified, the days of the week selected, the number of operatories selected, and the number of future appointments scheduled.

If Dentrix could not create an event that is part of a series because that event overlaps with an existing appointment or event, a log file appears for your reference.

You can correct the conflicts and then schedule events to match those in the series you created previously.