OVERVIEW: There are two basic steps required to setup the scheduler, available days for each year and available times for each day of the week. These are setup in tables called “YEARLY SCHEDULER SETUP OR YEARLY ROTATION” and “MASTER TIME TABLES” respectively.

PROCEDURE: From the Main Menu select Option 13, Scheduling System,

and then option 7 (Scheduler Tables), then option #1 (Yearly Rotation).

These items are be easily be brought up by simply typing 13 <Enter>,

7 <Enter> and 1 <Enter> from the main menu.

After you select Option 13, the SCHEDULER Menu below will display.

After you select Option 7, the SCHEDULER TABLE Menu below will display.

Now select option #1

Setup Table #1 - Yearly Rotation

OVERVIEW: The yearly rotation table specifies what days each resource (Doctor) is available or NOT available. This may include holidays, vacations, meetings, etc.

PROCEDURE: 1. Enter a resource code ( Doctor Number) usually starts with 1 or 001

Codes for resources can also be surgical rooms, a CT machine, etc.

2. Enter the YEAR to specify the available days. Example: 24 or 2024

DEFINITION OF PROMPTS

(Yearly Rotation Table Setup)

Step 3: Enter a “1” and <Enter Key> or click on the first From Date – To Date line – Now enter the From – To dates of 01/01 - 12/31 and indicate which days the

Doctor typically works by typing REG under the respective day of the week,

and OFF if the Doctor does not work regularly of this day of the week.

Note: You MUST enter the dates of 0101-1231 on the first line to indicate the normal (default) dates the Doctor works. You can specify on the next line if the Doctor will not start till Jan 5, or example.

Example: If the Doctor works on MON, type REG under the MON column. If the Doctor regularly DOES NOT work on SUN, type OFF under SUN. – See example below: REG = Regular Schedule

Step4: Now add additional lines indicating exceptions to the rule defined on line #1.

Example: The doctor is not working March 25-30 due to a Holiday:

Note: The exceptions DO NOT have to be in date order. You may put in an exception at any time. – Please DO NOT DEFINE ALL 52 weeks of the year unless the resource (Doctor) works on different days of the week routinely throughout the entire year.

Example: The Doctor rotates with the other 3 Doctors in the practice each week throughout the year. – Every rotation also works different days of the week.

Step5: Now press <Escape> and click the “OK” (green check box) or press Escape> again to save this record.

Step 6: Repeat for each resource needed. Example: Doctor “002, 003, EKG, LAB, etc”.

Setup Table #2 – Master Time Tables

OVERVIEW: The Master Time table allows you to specify the times the resource (Doctor) will be available on the days you have indicted other than “OFF”.

PROCEDURE: 1. Enter a resource code ( Doctor Number) usually starts with 1 or 001

2. Enter the DAY OF THE WEEK – Example MON, TUE, etc. or for a

specific date enter the 6 digit date as MMDDYY ex: 031108.

3. Enter the TYPE CODE, default is “REG” (<Enter Key> for default )

Example showing prompts:

Now click on the “Build” schedule button.

This will start an automatic wizard type program to build the available time so you do not have to type them into each slot manually.

Example Screen:

Enter the start Hour and Minute, Ending Hour and Minute, and Interval between

Each appointment. Intervals can be any time increment.

Now click <OK>

Example of completed BUILD screen:

You may now manually edit this screen if needed.

Example: You want to give the Doctor a lunch hour.

Steps 1. Scroll down with the scroll bar and then click on the time slot that begins the lunch hour.

2. Now enter an upper case “D” and <Enter> to Delete this time slot from the schedule.

OR on the upper left toolbar click File the Delete Time Slot

3. Repeat for additional unwanted time slots.

4. To add a time slot, click or uses the arrow keys to get to the place you want to insert a time and now type an upper case “I”and <Enter> – This will insert a time slot.

5. To pre-label a time slot for a specific type of appointment, Press the <Tab> key and the cursor will be placed in the “TYPE” column. You may now enter a predefined appointment TYPE for which this time slot will be designated.

Example screen with deleted time slots for lunch:

Special Time Setup: You may at any time use your arrow keys to move up or down the schedule times. You may overtype and place you own times as needed.

Example of special times:

Once the schedules have been built, you may begin press <Escape> to save the schedule. You may also click “COPY WEEK” button, this function will copy the schedule on the screen to all the other “REG” days.

Once the available times are completed for each day, you may start scheduling patients.

Schedules can be changed after patients are scheduled, however you will be prompted to “REMAP” the existing appointments. The “REMAP” function will re-order the existing appointments to match the new time table as defined.

You may enter “R” at the command line to force remapping of existing appointments to a new schedule.

Time tables can be deleted if no appointments were scheduled for the day defined.

Use the “Label” button or “L” at the command line to put a message on a specific date or day of the week.

Once the year and time tables are completed, you are now ready to schedule patients using any of the 4 available schedulers.