Setting Up Scheduler (Appointment Calendar) Preferences

  1. From the office, click Scheduler and then Preferences. See Navigating Administration for information on how to get to Office: Setup.
  2. If your office supports pre-appointing appointments, select Supports Pre-Appointments.
    A pre-appointment is a future appointment created at the time the patient checks out from their current appointment, instead of when the patient is recalled.
  3. To set your preference for recording patients’ insurance information when scheduling appointments, select one of the following Insurance appointment configuration options:
    • Warn if Missing
    • Not Required
    • Required
  4. To set your preference for recording patients when scheduling appointments, select one of the following Patient Required for Appointment appointment configuration options:
    • Warn if Missing
    • Not Required
    • Required

    For example, if you select “Not Required,” you can schedule time for non-patient appointments, such as office meetings and breaks.

  5. To set your preference for recording the appointment service type when scheduling appointments, select one of the following Appointment Service Type appointment configuration options:
    • Warn if Missing
    • Not Required
    • Required
  6. To set your preference for scheduling appointments for a time or date that has already passed, select one of the following options Past Date Appointments appointment configuration options:
    • Never Allowed
    • Allowed
    • Warn if Past Date
  7. Select a Default View:
    • Day View
    • Week View
    • Book View
  8. If you want to allow scheduling overrides, select one or more of the following Overrides:
    • Overbook Limits
      If you allow overbook limit overrides, you can schedule appointments even if the overbooking limit has been exceeded. If you want to allow overbooking for select providers and staff, go to Adding Providers and Adding Staff.
    • Closed/Unavailable Times
  9. If you want to change the colors used to indicate available and unavailable time periods, select new Scheduler Colors:
    • Closed: The color used to indicate that an office is closed. This color appears in the Scheduler and when setting up provider and staff schedules.
    • Available: The color used to indicate that a resource is available during office hours. This color appears in the Scheduler and when setting up provider and staff schedules.
    • Not Available: The color used to indicate that a resource is unavailable during office hours. This color appears in the Scheduler and when setting up provider and staff schedules.
    • Appt Default: The color assigned to appointments for appointment services that are active but do not yet have colors assigned to them.
      For more information on assigning colors to appointment services, go to Setting Up Appointment Services.
    • Highlight: The color used when highlighting time slots in the Scheduler and when setting up provider and staff schedules.
    To return all colors to the default colors, click Default Colors.
  10. To turn on the appointment on-hover, select the Use Resource Default Exam Minutes for Calendar Time Slots checkbox. When checked, as you hover over a time slot on the calendar, a grey shading displays indicating the default exam minutes for that resource based on the provider/staff member's default exam settings.
  11. Click Save.