Scheduler - Scheduler Setup

The eCR Scheduler allows you to schedule appointments for patients with clinicians, individual or group appointments, reoccurring or one-time appointments. The Scheduler also gives you access to My Resources, which you can customize to what works best for you.

There are two ways to access the Schedule.

1. Go to Scheduling > Schedule.
2. If you have Schedule on your customized Dashboard under Day-to-Day, click Schedule.

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Scheduler Setup

Before using the Scheduler, it is recommended that you take the time to go through all the ways that it can be customized so that it will best meet the needs of your agency and individual users.

My Resources

Set up My Resources prior to using the Scheduler so that you can access other users’ schedules. 

Add Individuals

My Resources allows you to customize whose schedule you would like to have access to. It defaults to your schedule but you can select to have other schedules pull up automatically as well. You may add users individually or by group.

1. Click on My Resources.
   
   
2. Select Users in the drop-down menu and place your cursor in the field located to the right.
3. Press the Enter key on your keyboard and all available resources will display in a list.
   
   
    
4. You may also begin to type the first name of the resource which will begin the sort as demonstrated in the image at right.
5. Once you have selected the resource you would like to add, click Add. 
6. If desired, select those that you would like to be a default when the calendar is populated by checking the box in the Default column.
7. Click Save.

Add Individuals From a Program

1. Click on My Resources.
2. Select the Program that you would like to add individuals from in the drop-down menu. 
   
   
    
3. Click Add User from Program.
4. All of the users from that program have been added to your Resource list.
5. If desired, select those that you would like to be a default when the calendar is populated by checking the box in the Default column.
6. Click Save.

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Customizing Your Scheduler

Custom Resources

Custom Resources is used to schedule various types of physical resources such as conference rooms, vehicles, etc, as well as customizable user groups such as specific teams, etc.

1. In the Scheduler, go to Setup > Custom Resources.
   
   
    
2. Enter Resource Type Name and Description in the top grid.
3. Click Save.
   
   
    
4. Once Resource Type has been added, you can add any specific Resources, Name and Description, to this Resource Type in the bottom grid.
5. Click Save.

Custom Subjects

Custom Subjects functions similarly to Custom Resources, but is used to schedule based upon specific subject types such as Supervisors, Schools, Group Meetings, etc.

1. In the Scheduler, go to Setup > Custom Subjects.
   
   
    
2. Enter Subject Type Name and Description in the top grid.
3. Click Save.
   
   
    
4. Once the Subject Type has been added, you can add any specific Subjects, Name and Description, to this Subject Type in the bottom grid.
5. Click Save.

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User Preferences

Users can define specific preferences they would like to see within the Scheduler, such as Dates of Birth, Visit Types, Phone Numbers, etc.

Users can also define any custom calendars they want to access as their Default Calendar, as well as define the maximum number of calendars to be displayed at one time.

1. In the Scheduler, go to Setup > User Preferences.
   
   
    
2. Check the box for any options you want to see in your Scheduler.
   
   
    
3. Click Save.

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Availability Types

Availability Types allow you to block your Calendar to indicate your availability during specific days.

1. In the Scheduler, click Setup > Availability Types.
   
   
    
2. In an empty row in the table, enter the Name and Description, and if desired, click the field in the Color column choose a Color and the applicable Visit Type.
3. Click Save.
4. At this point, you can now go back into Availability Types and add the Display verbiage.
   
   

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My Calendar

Setting up My Calendar allows you to set the days and hours that you will be working. You also have the option to set exceptions to log your vacations or other things that may conflict with your regular work schedule.

1. Click Calendars > Resources.
   
   
    
2. Select yourself in the search bar.
3. Click the Working radio button > Details.
   
   
    
4. Within the Defaults screen:
   • Select the day of the week you would like to update.
   • Enter the Start and Finish time for that type of work.
   • In the Type drop-down menu, select the appropriate type of work.
   • In the Int/Min field, enter the minute intervals you want displaying in your Scheduler.
5. Click the Apply to All drop-down menu to have these Working times apply to all days of the week or all weekdays.
6. Click Save.
   
   After setting your calendar, you will now see your calendar displaying working time as white space and any availability as a color.
   

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Custom Calendar

Setting up a Custom Calendar allows you to create multiple calendars, each with their own hours of operation. Usually, these will be associated with a program and used for agencies with multiple physical locations.

1. Click Calendars > Custom.
   
   
    
2. Click Add.
3. Enter a Name for the New Custom Calendar and a Description.
   
   
    
4. Click Save.
5. Click the Details button.
6. Within the Defaults screen:
   • Select the day of the week you would like to update.
   • Enter the Start and Finish time for that type of work.
   • In the Type drop-down menu, select the appropriate type of work.
   • In the Int/Min field, enter the minute intervals you want displaying in your Scheduler.
7. Click the Apply to All drop-down menu to have these Working times apply to all days of the week or all weekdays.
8. Click Save.
9. Click Save in the Custom Schedule window.

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