We love simplicity, and our calendar setup features makes setting up your calendar as easy as possible! By following the below steps, you can quickly and easily configure your calendar.
Ensure Provider Setup
Provider Setup:
Ensure you have a provider set up within the location and that their calendar is enabled.
Note: You cannot enable a calendar for a system-level user. The user must be within the location.
Switch To Edit Mode To Access Provider 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.
Setting/Editing Provider Hours (or future schedule)
The system defaults to exception hours (changes to your normal schedule for one day) - so make sure that you click on "Provider Schedule" to set general provider hours.
Confirm you are on the correct provider’s schedule.
Customize Provider Hours
A - Start Date
The Start Date is the date when the new schedule will take effect. Here are some key points to keep in mind:
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
Determine the number of patients that can be scheduled at the same time (e.g., four columns for four patients).
C - Color
Choose a color that will be the background color for the time blocks for visual indicators (e.g., yellow for specific appointment types, possibly red for New Patient appointments so that they stick out).
D - Time Blocks
This changes the layout of the calendar hour configuration page, allowing you to choose 10, 15, or 30-minute segments for setting up the hours.
Example 15-minute Time Blocks:
Ideal for schedules with appointments that need to start at various times throughout the hour.
Example: If your hours are from 9:00 AM to 6:45 PM and you schedule patients frequently throughout the day, select 15-minute time blocks to configure your calendar accordingly.
Example 30-minute Time Blocks:
Suitable for schedules with appointments that start on the hour or half-hour.
Example: For a massage therapist whose sessions typically start on the hour or half-hour, select 30-minute time blocks to match their appointment times.
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, after your configuration options have been chosen, 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.
Please ensure all providers have the same hour intervals to avoid conflicts in the system.
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.
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
Setting Exception Hours
An exception hour is a modification to the schedule that deviates from your regular hours. Exception hours can only be set for a single day. If you need to close for an entire week, you must set an exception hour for each day individually.
Planning for Holidays:
At the beginning of the year, set holidays and days off in advance to ensure they are pre-scheduled in the system. This proactive approach helps manage your calendar more efficiently throughout the year.
1. Exception Hours:
Click on the gear icon, default to exception hours.
Use the date picker to select the specific date for exceptions.
2. All-day Closures:
Delete hours to mark the provider as closed for the day.
3. Partial Closures:
Adjust hours for partial day closures by deleting or editing hours that you will not be open.
4. Exception Hour Message:
When you click on the gear icon on a day with an exception hour, a message will appear indicating that exception hours are set for that day. This message will also display the specific exception hours.
If you delete the exception hours, the schedule will revert to the default provider hours for that day of the week.
What Happens To Appointments When I Delete Hours?
If you remove provider hours or set exception hours, any existing appointments will remain on the calendar, but the affected time slots will be grayed out. This ensures that appointments do not disappear, allowing you to contact patients for rescheduling.
Once hours are removed, that time will no longer be available for future scheduling. While the office can still manually schedule appointments during closed hours, these times will not be available for bulk scheduling or through the app.
Managing Upcoming Schedule Changes & Upcoming Exceptions
View Upcoming Exceptions:
Click on the gear icon > Exception tab > Upcoming Exceptions
Here you can see a list of any exceptions hours that you have set.
Click on dates in blue to review or edit the hours.
View Upcoming Schedule Changes (a future schedule):
Click on the gear icon > Provider Schedule tab > Upcoming Schedule Changes
Here you can see a list of any future schedules that you have set.
Click on the dates in blue to review or edit the hours.
