Appointment Settings Tutorial - Part 3: Sessions
The second section of Appointment Configuration - Sessions - is for refining the session times for individual doctors; meal breaks, half-days and off-site work, like home visits, are reflected on the appointment calendar.
The Practice Operating Hours must be set before Sessions settings become available.
Sessions are divided into three sections - Regular, Extra and Holiday. Each of these sections are covered individually in part three of this tutorial.
1. Regular Sessions
By default, the system creates a Session for both the practice and the doctors for each day the clinic is open. The Sessions are divided into eight-hour shifts, with a one-hour meal break between each shift.
The Sessions will need to be updated to reflect your clinics existing roster. It is likely that some sessions will need to be shortened, extended or deleted. Meal breaks may also need to be adjusted, as they are usually taken at separate times during the day for the clinic can keep running without closing (You may not want all your providers on break at the same time).
Click Day Of Week to sort the Sessions into Monday to Sunday order. You can also click any of the other headings to sort the Sessions by doctor name, first appointment / last appointment time, etc.
To Edit a Session, click the Tick-box next to the session name to reveal the list of configuration options. Click Edit to open the Session.
Update the Session as required and click Save to apply the changes.
NOTE: Excluded appointment types cannot be booked and will not appear as an option when creating an appointment.
To Delete a Session, click the Tick-box next to the session name to reveal the list of configuration options. Click Delete to delete the Session.
Click Yes to confirm the session will be deleted.
To create a New Session, click New Sessions.
Fill in the details of the New Session as required, and click Save to create the Session.
Your New Session will now appear in the list of Sessions.
NOTE: The first drop down menu will determine where session is visible from:
1. Calendar - Practice: These sessions will be displayed in your practice calendar only. these times will not be displayed from the Online Appointment Widget or the Patient App.
2. Calendar - Community: These sessions will be displayed on the online appointment widget (if applicable) and Patient App for new and existing patients to view/ book without having to contact the practice.
All appointments booked will update in your MediRecords calendar in real-time.
2. Extra Sessions
Extra Sessions are for when a provider works additional hours, or outside of the Regular Session roster. The Practice can also have Extra Sessions. These sessions mus be within the Practice' hours of operation.
Click Extra to navigate to the Extra Sessions section.
To Create a New Extra Session, click New Sessions.
Fill in all the details as required, and click Save to create the session.
Extra Session are Edited and Deleted the same way as Regular Sessions.
Holidays are for when the clinic closes during what would normally be part of the Regular Session - like Christmas Day of New Years Day. Holidays can also be used for blocking out provider leave.
Click Holidays to navigate to the Holidays section.
To Create a New Holiday Session, click New Holiday.
Fill in all the details as required, and click Save to create the holiday.
The holiday will now appear in the list of Holiday Sessions.
Holiday sessions can be edited/ deleted the same as regular sessions.
This concludes part three of the Appointment Settings Tutorial.