Did you know there was a hierarchy order when you are setting up the practice appointment book? What if you have a hygienist who comes in at 10 every morning but the rest of the office starts at 8? How can you set up her treatment room for her schedule? Here are the three tiers of setup for your appointment book. Start with the first and work your way down for optimal success.
Practice Setup – This is the default hours for the entire practice. Even if you only work a couple Fridays each month, make sure you include Fridays in this setup. From the appointment book, click on Setup > Practice Appointment Setup, then, on the left side, click on each day the office is open and enter in the hours for the day, leaving time for the lunch break. After you have setup the default hours and days you can click back into Setup > Practice Schedule and close certain days or set a day as a holiday.
Provider Setup – This is the default hours for each of your producing providers. If you have other providers in your system, make sure all their days are unchecked. This will make sure your Practice Advisor Report is as accurate as possible. For more information on the Practice Advisor Report, CLICK HERE. From the Appointment Book, click on Setup > Provider Setup > Setup and click on each day this provider might work (even if he or she only works every other Friday, make sure you click on Fridays). Then enter the hours each day this provider works. If you need to change the hours for a particular day in this provider’s schedule, select Schedule and double click on the day you want to edit. If this provider is taking a vacation day, click the Schedule tab again, select the day, and click on Options at the top and “Set as Vacation Day.”
Operatory Setup – The last place where you can edit the office hours is in the Operatory Setup. This will alter the default Practice Setup just for this particular treatment room and give you a visual of open and closed times. From the Appointment Book, click on Setup > Operatory Setup, then select the treatment room you want to edit and enter the hours for this treatment room. You can also right click on the top of the Operatory Name on the schedule to open this menu.
Having your office, provider, and treatment room hours set up properly will ensure that other reports that calculate hours are working properly. Also, when you have the provider hours correctly entered, the team will receive warning messages that can help alleviate scheduling mistakes. What I like the most is the Operatory Setup because this is a way you can visually alter the treatment room hours. This really helps with scheduling.