Managing working hours for providers

You can manage the working hours for providers from their user accounts.

To manage a provider's working hours

1. On the Settings menu, under Location, click (or tap) User Accounts.

   The User Accounts page opens.

   

   Note: To quickly locate a user account, use the Search box to search for a user account by the user's last name, first name, user name, or email address. As you type your search criteria, the list of matching user accounts is updated automatically.

2. Select a user account.

   The options for editing the user account become available.

3. Select the Working Hours tab. This tab is available only if the user is a provider.

   

4. If your organization has multiple locations, from the Working Hours for list, select a location. For an organization with only one location, your location appears for your reference.

   

   Note: If your organization has multiple locations, the provider's working hours at other locations appear in pink with gray hatched lines for your reference. The provider's working hours at the location currently selected cannot overlap with the hours at another location.

   

5. To navigate between weeks of the working hours, click (or tap) the Previous and Next buttons adjoining the date range, or click (or tap) the date range to select a date from a calendar.

   

6. Do one of the following:

   • Edit the default hours - While viewing the default schedule, to change the recurrence, click (or tap) the Edit Schedule button .

     

     The Edit Working Hours dialog box appears.

     

   • Edit future hours - While viewing a future schedule, to change the recurrence or date range, click (or tap) the Edit Schedule button .

     

     The Edit Working Hours dialog box appears.

     

   • Add future hours - From the Manage menu, click (or tap) Setup Working Hours.

     The Setup Working Hours dialog box appears.

     

   • Delete future hours - While viewing a future schedule, to delete it, click (or tap) Delete. On the confirmation message that appears, click (or tap) OK. Ignore the steps that follow.

     

     Notes:

     • For the date range of the work hours that you have deleted, the default hours are used unless you adjust the dates of any other future hours or insert work hours within those dates.

     • You cannot delete the default hours.

7. Set up the following options:

   • Define size of week cycle - How often this schedule will repeat: every One week (if the provider usually works the same hours every week), every Two weeks, every Three weeks, or every Four weeks.

   • Set start day - When this schedule starts. This option is not available for the default schedule.

   • Set end day - When this schedule ends. This option is not available for the default schedule.

8. Click (or tap) Apply.

9. If the schedule recurs every two, three, or four weeks, set up the schedule for the first week in the cycle, or navigate to a subsequent week to set up the schedule for that week.

   

   Note: If the cycle is two, three, or four weeks, after you save the working hours and return to the Working Hours tab, as you navigate between the weeks of the working hours, the corresponding week in the cycle appears next to the date range for your reference.

   

10. To set up the schedule for the week, do any of the following:

    • A yellow time slot indicates that the provider is available during a time when the office is open. To make the provider not available at that time, click (or tap) it. The time slot turns white. You can click (or tap) the time slot again to make it yellow.

      

    • To select or clear multiple time slots at once, drag across the desired time slots. Those time slots turn yellow or white.

      

    • A gray time slot with gray hatched lines indicates that the office is closed. If the provider needs to work outside of normal office hours, click (or tap) or drag across the desired time slots. Those time slots turn yellow with gray hatched lines. You can click (or tap) any of those time slots again to make them gray with gray hatched lines.

      

    • To reset the provider's working hours to be that of the location's, from the Manage menu, click (or tap) Use Location Hours.

      Note: If the provider's hours have never been customized, they are the same as the location's hours by default.

11. If the schedule recurs, and if there is a prior week or a subsequent week in the cycle that needs to be set up, to set up the schedule for that week, click (or tap) the Previous Week button or the Next Week button as needed to navigate to that week, and then repeat step 10.

    

12. Repeat these steps as needed to edit default or future hours or to add future hours. Also, if your organization has multiple locations, repeat these steps as needed to manage the provider's working hours at other locations.

13. Click (or tap) Done.

    

14. Click (or tap) Save.

Note: If you are viewing the calendar by provider and attempt to schedule an appointment outside of the provider's working hours, the Select Time Slot dialog box will appear to allow you to keep the appointment scheduled at the original time or move it to an available time slot.

To keep the appointment scheduled at the original time, click (or tap) Save. To move it to an available time slot, select one of the suggested times, and then click (or tap) Save.

To allow the Select Time Slot dialog box to appear or to bypass it every time you attempt to double-book or triple-book a provider, on the Calendar page, from the View menu, set the Warn when double-booking switch to On or Off.