Utilize the Availability Calendar

The Availability Calendar offers a simple way to manage your Person, Material, and Location Resources. It enables users to reserve specific time slots when a person or material resource will be available or unavailable.

For instance, users can designate a specific time frame to show that a provider is available for new patient appointments. Alternatively, they can block off a time as "Not Available" if the provider will be unavailable to see patients during that period.

Managing availability

Click Availability.

Choose a block on the calendar. Then, select the correct type of resource and click Select.

You will be directed to a screen where you can select an Availability Template. From there, you can schedule the block as a one-time entry or set it to recur if it needs to be blocked multiple times. Additionally, you can customize the duration of the block by specifying the number of minutes, such as 60 minutes for an hour-long block.

Click Save when you are finished.

Once the block is saved, it will appear on both the Appointments and Availability Calendars. If the block indicates a period of resource availability, you can schedule appointments within that time frame by selecting the calendar area to the right of the block.

Delete availability

You can delete the Person Resource on the Availability Calendar.

Click on a saved person resource block.

The Person Resource Available Schedule window opens for the save block, click on Delete.

Click on Yes to delete the person resource.

The Deleted Successfully notification confirms that the person availability resource has been deleted and the time slot becomes available again.

Setup availability template

You can set up Availability Templates to make the Availability Calendar more informative.

To add an Availability Template, click Utilities.

Click Company Master, then select Availability Templates. Previously saved availability templates are listed in the table.

To add a new Availability Template, click New Availability Template.

Enter a Name for the Availability Template and choose the Schedule Type. For example, if a provider is taking a lunch break, you could name the Availability Template Lunch and set the Schedule Type to Not Available.

Add a description to easily convey the meaning of the template to other staff members.

To quickly identify the Availability Template on the calendar, customize the background and font colors.

After making the changes, click Save. This newly added template can be chosen from the Availability Template drop-down while adding an Availability block.