4 Manage schedules

A system or location administrator can create schedules after creating locations. A schedule includes the start and end times and the number of concurrent appointments in each time slot. You (as an administrator) can then schedule appointments for patients, manage the schedule, and set up inventory details.

Note:

For details on creating a schedule, see Create a schedule for a location. For details on scheduling walk-in appointments, see Create a walk-in appointment.

• Schedule an appointment for a patient
  If individuals want appointments scheduled for them, administrator or Help desk agents can schedule them. But, the location chosen for the appointment must already include a schedule.
• Schedule a closed period for a location
  You may need to close the schedule at a location for a holiday or another event. To do this, you create a closing schedule for the amount of time you need the location closed. The closing schedule overrides your existing schedule.
• Clear the schedule for a location
  If a location needs to close unexpectedly or cannot fulfill the scheduled appointments, you can clear a schedule without updating the regular day-to-day schedule that the location uses. You can clear a schedule for a few hours, an entire day, multiple days, or the same time period for multiple days.
• Reduce the appointment capacity of a location
  If a staff member is out for a period of time, such as due to illness or vacation, you can reduce the number of concurrent appointment slots. You can reduce the capacity for a single day without updating the regular day-to-day schedule that the location uses.
• View appointment statistics for a location
  Administrators can check on the status of appointments at a location by accessing the dashboard. The dashboard includes statistics on the percentage of patients checked in for their appointments, appointments completed (processed), and percentage late for their appointments. You can also view statistics on upcoming and past appointments.
• Hide or show locations to book appointments
  If you need to restrict the number of appointments patients can book at a location, you can hide the location from Patient Portal users when you create or edit a location. Administrators and check-in agents can still see the location, but Patient Portal users cannot access it for appointments.
• Manage inventory details
  Administrators can add details on the manufacturer, product, and lot number before patients arrive for appointments to ensure the accuracy of vaccine details that healthcare workers record. For example, after setting up these details, healthcare workers see the Lot Number, Lot Expiration Date, and Dose ML fields automatically populate.