Resource Booking

Resource booking will allow you to create a template for your provider, indicating that only a certain number of ROV's can be placed into a time slot and the ability to color code the background of your appointment book indicating that only certain ROV's are allowed during this time frame.

This will provide a message alert indicating if you are about to schedule more than the number of allowed appointments in a time block or if the ROV you have chosen is outside the perimeters of the template.

Setting up this feature is HIGHLY recommended before utilizing the "Online Scheduling" feature, so your patients cannot take over your schedule without boundaries in place.

The template created will also repeat every week.

Please keep in mind:

If you have multiple providers in your clinic that follow the same rules, each provider will need to have their template created. There is not a way to indicate that the template created is for ALL providers.

Also, templates are only created with ROVs made for the clinic. 

This does not replace schedule exceptions where the provider may or may not be in the office during special circumstances.  

How Online Scheduling displays available appointment times

• First, the online scheduling feature will first grab the providers' hours set up in Admin>Providers>Schedule Tab
• Second, will look to see if a schedule exception has been entered

• Third, It will look to see if a limitation was entered into Admin>Resource booking.

Lets take a look at this exciting feature!!

To create your template, please start by going to Admin

Resource Booking

Select a Provider from the drop-down

Time Increments are set to equal 5 minutes for each block, when creating

• Choose your day you would like to work on.
• Click a time slot within that day and drag your mouse to highlight the total time block needed.
• Select Add New Resource

• Select the color you would like the background of the appointment book to be. (This can be the same color of your ROV created for the clinic or a different color of your choosing) If you do not want a color to display on the appointment book, make sure to choose white

• Select the number of ROVs that can be scheduled within the time block selected
• Choose the ROV/ROVs allowed to be utilized within that time block. You can choose multiple by holding down your Ctrl button while making selections. Make sure to include the newly created "Online Booking Request" ROV that is present after the phase one test of Online Scheduling Setup was completed. The New ROV will be attached to all appointments scheduled online.

Please keep in mind: If you are selecting multiple ROVs for a time slot, the number chosen does not mean for each ROV.

For Example: If I choose 1 appointment is allowed for that time period but, I include 2 different ROVs, 1 appointment can be created with either one of those ROVs. 

Once created, your resource will appear this way. If you need to make another resource, you will just follow the steps until you are finished dressing out your template.

In addition: The day of the week you are making the changes to the template, is displayed under each day of the week.

For Example: Because today is Monday the 4th of March, you will see Monday the 4th below Monday, Tuesday, Wednesday etc.

Feature Utilization

To see your new feature in action, you will now go to your appointment book under Appointments within the main toolbar or the Appointments tab in your patients file.

When you select a day of the week your resource was created for, you will now see the background of your appointment book colored.

You will continue to schedule patients as normal but, if you try to schedule too many appointments in the colored time block, you will receive this message alert.

"Limit already reached for amount of visits in time frame"

If you select Cancel, your appointment will not be scheduled and another date, time will need to be chosen.

If you select SAVE, this will override the alert and place the appointment in the time slot chosen.

If you are trying to schedule a patient by using a ROV not indicated within the template, you will receive this message alert.

"Needs to have correct Reason of Visit"

If you select Cancel, your appointment will not be scheduled and another date, time will need to be chosen.

If you select SAVE, this will override the alert and place the appointment in the time slot chosen.

TIP: When using Online Scheduling

If you are creating separate resources for a time block, say 1 that says you can have 5 adjustments and 1 that says 1 NP appointment for the same time frame, if a NP appt is scheduled, it will remove the 5 adjustments that you could have been placed if you did not have a NP appointment. 

Now, if you decide to manually go to your Appointment Book and schedule a patient, you can override the parameters set forth by resource booking but, online scheduling cannot.

- Support Information -

 If you have any questions or need assistance with this process, please contact Support by:

Live chat: Click the 'Support Portal' button in your main toolbar (on left-hand side), then click the green 'Support' box in bottom right of screen.

Hours of operation are M-F 8am-6pm CST

***This has the fastest response time***

Call or Text: 909-378-9514

Email: [e-mail]