📝 Overview
In this guide, we will walk through how to set up calendar hours in ChiroHD. Calendar hours determine when patients can be scheduled and how many can be seen at the same time. If the calendar does not look right or patients can't book as expected, adjusting the calendar hours typically resolves the issue. We will cover confirmation of calendar user settings, configuring provider hours, and tips for effective appointment scheduling.
Prerequisites
Provider must have a calendar enabled in ChiroHD.
Only users listed under calendar users can have calendar hours configured.
System-level users cannot have a calendar enabled.
If the provider is listed here, they have a calendar enabled. Otherwise, reference separate resources to create a calendar user.
System-level users cannot have calendars enabled.
Access the Provider Hours Settings
Navigate to your Live Location Calendar Tab.
Locate the gear icon to edit the Calendar Hours Settings.
Provider View:
If you are using Provider View, click on the gear icon associated with that specific provider's tab (it will be on the far right end of the calendar tab
Tab View:
If you are using Tab View, make sure you are on the tab of the provider you want to edit.
Click on the gear icon that is located near the top-right of the calendar.
Calendar Hour Settings
Click on Provider Schedule tab (The system defaults to Exception tab).
A. Start date
The Start Date is the date when the new schedule will take effect.
Current or Future Dates Only: You can only select today's date or a future date. Changing the schedule for a past date is not possible.
Setting Future Schedules: For upcoming schedule changes, set the Start Date to a future date. This allows ChiroHD to display the current provider hours until the specified date, after which the calendar will automatically update to reflect the new schedule.
B. Columns
Adjust the number of columns based on how many patients can be scheduled or the the provider can accommodate simultaneously.
Each column represents one patient that can be seen concurrently (e.g., four columns allow four patients to be scheduled at the same time).
Important: This setting does not change appointment duration. It only determines the number of concurrent appointments that can be scheduled.
C. Color
Choose a color that will be the background color for the time blocks for visual indicators
Color coding does not prevent any booking outside of specific appointment types. It's just a visual indicator on the calendar.
You cannot currently create custom colors for Calendar or Appointment Types. There are currently 24 preset colors available to choose from.
For example, if the 9:00AM block is my reporting hour, I could set that time to appear in yellow on the calendar, so that my staff know to schedule accordingly. That's the color I selected so my staff knows to only schedule report of findings appointments.
D. Time Block
Changes the layout of the calendar hour configuration page, allowing you to choose 10, 15, or 30-minute segments for setting up the hours.
Time block dictates the open and closing times of your calendar/office hours.
Does NOT dictate the appointment starting times but only the start and closing hours.
Example 10-minute Time Blocks: Best for schedules that start at a 10 minutes increment, for example at 7:20AM.
Example 15-minute Time Blocks: Ideal for schedules that need to start at 15, 30, 45 or on the hour.
Example 30-minute Time Blocks: Suitable for schedules that start on the hour or half-hour.
E - Setting/Editing Hours
After your configuration options have been chosen, click once on a time block to add it.
If you are editing hours, click once to delete a set time, and then click again to add the new option in its place.
You can drag to add or delete hour options in bulk.
F - Tab Color
This will determine the color of the calendar tab. This is optional.
G - Hour Interval
This dictates the time intervals that display down the left side of your calendar.
If you can see patients every 10 minutes, then select 10-minute intervals.
If you have 15-minute appointments, set the hour interval to 15 minutes, not 10.
Important Reminders:
The hour intervals should match your shortest appointment duration for proper alignment of appointments on the calendar.
Please ensure all calendars in the office have the same hour intervals to avoid conflicts in the system. Mismatched intervals will cause appointments to display incorrectly on the calendar.
For example, if one provider sees patients every 10 minutes and another every 60, set everyone's hour intervals to 10 minutes. Longer appointment types will simply span multiple rows, which is normal. See our other resource for further examples on this.
H - Templates
Provider hours templates can be set up at the system level.
You can simply select the desired template and it will populate the calendar settings for you. Please see another resource for more information on this topic.
I - Review Time Cards
Time cards are displayed at the bottom of the screen, providing a visual representation of the hours you have set.
This feature helps you quickly and easily review the scheduled hours to ensure accuracy.
J - Save
✅ Key Takeaways
Always confirm the provider is a calendar user in ChiroHD before setup.
Set columns to match how many patients can be seen simultaneously.
Use colors as a visual scheduling tool for staff; they do not restrict appointments.
Ensure time block settings make it easy to configure hours, but only hour intervals affect calendar display.
Match hour intervals with your shortest appointment duration for accurate scheduling.
All provider calendars must use the same hour interval for consistency.
📌 Conclusion
Setting up provider calendar hours accurately in ChiroHD ensures efficient scheduling, eliminates conflicts, and supports a seamless booking experience for both staff and patients. Consistency in configuration, especially with columns and hour intervals, is key to maintaining an organized and effective calendar environment.