OSCAR maintains the ability for custom schedules to be created for each physician. Schedules allow clinics to create designated timeslots that provide users booking the appointments as to what the specific timeslot can be used for (regular appts, procedures, lunch, etc.) as well as specific settings and restrictions per time slot.
When applied, the associated timeslots display on the left hand side of the providers schedule, beside the time of appointment:
While scheduled are assigned separately to each provider, many of the settings are common and available to be used for all providers when creating schedules
There are three main components to consider when creating/modifying schedules:
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Template code: a letter or number that represents an appointment duration (eg. 20min), description, limits, colour etc. The Template Code is assigned within a Template
Creating a Template Code
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Template: a daily schedule screen that allows to assign Template Codes (appointments, lunch, etc.) into desired hours of the day (eg. 9AM to 5PM). Templates are assigned into Template Schedules
Creating a Template
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Template Schedule: a weekly schedule screen defining what days of the week the daily Template applies. Applies the time range of specific schedule (for the month, for 3 months, for the year, etc.)
Applying a Template to Provider
Please see instructions below on how to create a Template Code, a Template, as well as assigning a Template to a provider.
Creating a Template Code:
- Navigate to Administration
- Click on Schedule Management > Schedule Setting
- Click on 'Template Code Settings'
- Enter desired Code identifier (L, 1, P etc.) and Description (Lunch, Regular, etc.)
- Enter additional configuration such as Colour, Code, Duration and Limit Type. You may click the Colour Palette icon to select a pre-defined colour
- Click Save
- Limit Types
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Off: do not apply a Limit Type
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Warning: presents a prompt to the user upon attempting to book this timeslot - "Are you sure you want to book?". User can continue booking by clicking OK.
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Same Day: this timeslot can only be booked on today's date. A user attempting to book it on another day will receive a prompt stating its limited to 'same day booking'
- Same Week: this timeslot can only be booked on this week. A user attempting to book it on another week will receive a prompt stating its limited to 'same week booking'
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Off: do not apply a Limit Type
- Limit Types
Creating a Template:
- Navigate to Administration
- Click on Schedule Management > Schedule Setting
- Under Template Settings for _______ select PUBLIC to have this template be available to be added for ALL providers. Click Template Settings to access Templates.
(OR select desired providers name for template to be available to be added only to the specific provider. However, this template will only be associated with the specific provider and cannot be used for others to create a Template Schedule).
- Select the dropdown at the top to identify an appointment time frame and click Go (eg. 10min, 15min, 20min intervals)
- Enter a name for the new template and summary to describe it.
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Hover over the Template Code link to see available Template Codes in your OSCAR.
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Populate the desired times within the Template by entering the associated Template Code letter or symbol (eg. T or C or 1) into the empty time slot.
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Once finished click Save to save the template
Applying Template to Provider:
- Navigate to Administration (at the top)
- Click on Schedule Management > Schedule Settings
- Select a Provider from the top dropdown list
- Insert desired Date Range at the top, for which the schedule will apply.
Note: It is recommended to have a maximum schedule set up of 1 year. When adding dates, it is important not to create any overlap between dates. For example, if the previous schedule ends on December 01, 2019. Any other created schedules should start December 02, 2019.
- Select an available schedule on the Right hand side (eg. the schedule that was created in the previous section)
- Click the "<<" button to add the schedule to a specific day
- Once finished, select Next
The next step provides a Calendar view of the schedule that has been created. It allows the user to manually adjust any days by assigning a different template OR setting not available.
Click Next to skip or once finished assigning specific days.
- Important: depending on the time range selected, this may take a bit of time to process the schedule. Please wait for the window to finish loading and a "success" message to display.