Adding Calendar Exceptions
Use exceptions to create blocks of time in your Appointment Calendar that are different from the normal availability settings. For example, if a provider will be out of the office at a meeting for two hours, you can mark that block of time as not available for scheduling. Or you can add some available time when normally the provider would not be in the office.
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You can create or edit exceptions only for future time slots.
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You must set up resource hours before you set up resource exceptions. See Setting Up Provider Scheduler Resource Hours and Setting Up Staff Scheduler Resource Hours.
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If you set up overrides for closed and unavailable times in Administration, you can schedule appointments even if the office is closed or the resource is unavailable. See Setting Up Scheduler (Appointment Calendar) Preferences.
What do you want to do?
Add an exception
- Locate the time slot in the Appointment Calendar where you want to add the exception and do one of the following:
- In Day View or Week View, right-click the time slot and select Add Calendar Exception.
In Book View, select Add Calendar Exception from the Action drop-down list.
The Calendar Exceptions window opens.
- Select whether you want the exception to be Available or Not Available for scheduling.
- Change the start Time for the exception, if necessary.
- Set the exception Duration. Select whether the exception will last minutes or hours, and then click the arrows to select how many. The default is 30 minutes.
- Type a Reason for the exception. The text you type will appear on the Appointment Calendar.
- Select whether the exception will recur. Exceptions can recur daily, weekly, or monthly.
- Click Save.
The exception is added to the calendar. In Day View and Week View, the exception is indicated with a dotted line around the included time slots. In Book View, each time slot included in the exception is marked with the
icon in the Doctor column. You can hover your cursor over the icon to see information about the exception.
Edit an exception
- Locate the exception in the Appointment Calendar and perform one of the following:
- In Day View or Week View, right-click the exception and select Edit Selected Exception.
In Book View, select Edit Exception from the Action drop-down list.
The Calendar Exceptions window opens.
- Edit the exception, as necessary, and click Save.
Delete an exception
- Locate the exception in the Appointment Calendar and perform one of the following:
- In Day View or Week View, right-click the exception and select Delete Selected Exception.
In Book View, select Delete Exception from the Action drop-down list.
- A message appears, asking if you are sure you want to delete the exception. Click Yes.