Calendar Availability Set Up

Setting up your calendar availability is a vital process.

It allows you to define your usual schedule of availability in an overlay on your calendar for staff to see.

If you offer your clients the ability to schedule online from the patient portal, it limits them to self-schedule only when you're available!

In this Article:

• Setting up Availability to Provide Therapy Sessions
• Viewing and Editing your Availability
  • Edit a Section of Availability
• Adding an Exception
• Switching between Exceptions and Availability Date Ranges
• Viewing your Availability on your Calendar

Follow these handy steps below to set up your availability.

Depending on your roles, you can either set up for:

• As a provider → yourself
• Or as an owner or manager → edit anyone in the group (click here to bring you to those steps)

As a Provider:

• Click calendar_month Calendar (left menu)
• Select Edit Availability    edit_calendar from the top right menu:

Don't see those buttons? Click on the right menu icons to expand the right menu first:

You can edit the availability of any provider in the system:

• From any screen click your name (top right):

• You'll notice an additional ribbon near the top
• This allows you to quickly switch between other staff member profiles
• Click the dropdown shown here, picking the provider you wish to edit:

On the Add Availability page:

• if not already set up, you will want to set up a schedule that's close to what you typically provide
  • Don't worry! We will 'sculpt' this further later
• Check and uncheck the days of the week in order to set up something that's close, but not perfect
  • We will perfect and chisel your schedule as a next step
• Select the Office if not the default
• Then choose if clients can schedule online or not
  • With integrated telehealth, clients have the option to schedule telehealth, in person, or both
  • If you have integrated telehealth or Zoom, you can chose between in person, telehealth, or both
• You can also adjust the start and end times of your morning and afternoon, split with an hour lunch
  • Don't want the split? Simply drag the section down in the next set of steps to cover it

Now, You'll see your availability as blocks of time.

• Click the bottom of the block and grab it to stretch it or shrink it
• Click, hold, and drag to move the entire block
• Click anywhere on the schedule to create a block you can edit and adjust

Clicking on each slot brings up right menu options for each availability slot.

Each slot also has iconography shown above and below, shown to you within each slot in the editor without having to click each one:

• Click and hold to drag the slot to another time or date
  • Tip: set the start time first when dragging, then drag the slot down to expand it
• Hover over the bottom center of the section, then click and hold to drag it down

Example:

• Clicking on a section and editing properties on the right
• Deleting a section
• Creating a new section
• Resizing a section

At it's simplest core, availability is a weekly recurring schedule.

You can add an exception to your usual schedule if you wish to.

Exceptions:

• Have a start and end date date
  • Only one is required: A start time and/or end time (but you can have both)
• An exception completely overwrites your availability set for that date range

Your exception will be the new availability for that date range, completely tossing aside your "normal schedule."

• Click the Add Exception add_circle button (far right menu)
• Select the start and end dates for the different schedule
• Then proceed like you did to set up your usual availability

Examples and Solutions:

Switching between Exceptions and Availability Date Ranges

Once you add an exception, you'll notice a dropdown menu bar that you can use at the top to switch between the availability dates and the various exceptions. Click on that to switch between the various date ranges and make your adjustments as needed.

Now, when you go back to your calendar biew, you will see your availability highlighted by this translucent color, guiding your eye to easily know your usual availability.

Scheduling an appointment within that availability slot will default to that office location (but you may always override this with the More Details / Options button when scheduling)

You and your staff can still schedule a patient outside of this availability if you have a need to do so. That location will be scheduled on your group's primary or default office location.