Configure Production Setup in Production Calendar

The Production Calendar is a tool that helps you set up your Scheduler. It allows you to define the types of appointments and treatments that should be scheduled during different times of the day, in various locations and providers within your practice. What you set up here will reflect on the scheduler.

To learn more about checking and managing provider availability, click here.

Check out this video for a quick walkthrough.

Let's explore how to set up the Production Setup by Location.

Navigate to the System Menu > select Production Calendar under Scheduling.

Or,

You can quickly access the production calendar directly from Scheduler. To do so:

Click the Setup button from the Scheduler.
Select the Production Setup or Provider Availability option under the Production Calendar section as needed.

You can set up the schedules for each operatory in each location across days or specific dates to reflect default production types. You can set up the production type here to have a streamlined scheduler and enable online appointments.

On the Production Setup tab:

Select the Location.
You can choose to configure a schedule for a day or date.

Note: The Date Schedule takes precedence over the Day Schedule.

Select the required Day of the week.

To create a schedule for a specific date, click Specific Date.

Select the date from the date picker or use the arrow keys to navigate through the calendar.

Next let's walk you through on how to edit existing schedules, duplicate schedules, or create new schedules for intended days or dates.

Create a New Schedule

By default, under Show schedules for, the current day of the week is selected. You can proceed to choose a new schedule for that day, select a different day of the week, or pick a specific date.

Click Create New (Day) Schedule or Create Date Schedule .
Select New Blank Schedule.

The New Schedule will be selected by default.
Click and drag on the intended time frame and operatory to add a production type.

On the Production Slot modal:

Select the Production Type(s) to add.
Specify the Start Time and End Time for the production slot.
The Duration will be displayed based on the selected start and end time.
Click Save.

Once the production type is added, you can see it reflected on the production calendar.

To create the new schedule, click Save Changes.
To cancel the changes, click Discard Changes.

Once you click Save Changes, you will need to enter the following details:

Schedule Name*: Enter the schedule name based on your preferences.
Schedule Start On*: Enter the intended start date to begin this schedule.
Schedule Ends On: You can choose to add an end date for this schedule. After the end date, the schedule will not be used unless configured.
Apply this Schedule: Select whether you want this schedule to be applied Every Week, Every 2 weeks, or for a Custom time period.
- Repeat*: If a Custom time period is selected, choose whether to repeat the schedule on a Weekly or Monthly basis.
- On the/Every*: If a Custom time period is selected, choose the interval in weeks to repeat the schedule on a weekly basis, OR choose the required weeks of the month on a monthly basis.
Copy Schedule to other days: Select 'Yes' to create schedules with similar settings for other days.
- If 'Yes' is selected, choose the desired dates to copy the same schedule.
Click Save.

Once you select the day or date, the available schedules for that day or date will be displayed on the left.

The schedule shows details such as Schedule Name, Repetition Pattern, Applied Date, etc.
If the schedule is applicable on the current day, it will have a tag stating 'Applies Today'.

Update an Existing Schedule

Select a Schedule to view the set-up production types for different operatories in the production calendar.

To add a production type to the schedule, click and drag on the intended operatory and time slot.

On the Production Slot modal:

Select the Production Type(s) to add.
Specify the Start Time and End Time for the production slot.
The Duration will be displayed based on the selected start and end time.
Click Save.

Once the production type is added, you can see it reflected on the production calendar.

To edit or delete any production types, click on the production type:
- Select Delete Slot to remove the production type from the schedule.
- To edit a production type, select Edit Slot.

To save the change on the selected schedule, click Update Changes.
To create a new schedule with the changes, click Save as New Schedule.
To cancel the changes, click Discard Changes.

Note: You can assign multiple production types to a single time slot, allowing patients more flexibility to choose the production type that best fits their needs. This applies to both the Find Slot feature and the Online Appointment booking portal.

Note: You can modify slots and schedule appointments for any production type by editing the production slot details.

Duplicate Schedules

To duplicate a schedule, perform the steps below.

Select a schedule that you want to duplicate.
Click the three-dot menu.
Click Duplicate this Schedule.

Or,

Click Create New Schedule.
Click Duplicate Another Existing Schedule.
Search for and select the required schedule from the list.

A New Schedule will be created with production types replicated from the chosen schedule.
Add or modify the schedule as required.

Manage Production Setup

a. Schedule Priority Order

The schedules will be applied on a day or date based on the order set up by the user.
The schedule positioned at the top of the list will be the most prioritised.

To change the order:

Click and drag the dotted handle of the intended schedule to the required order.
A toast notification will appear stating on the top-right stating, 'Template priority has been updated successfully'.
A toast notification will appear stating 'Template priority has been updated successfully'.

b. Operatory Count

You can decide the number of operatories that should be displayed on the screen. It would be convenient if you could see more number of operatories without scrolling.

To adjust the operatory count:

Click on the Operatory Count icon and drag the slider towards the left and right to increase or decrease the number of operatories.

Check out the GIF below for a quick overview.

c. Extended Working Hours

To view the extended working hours on the production calendar:

Click on the Extended Working Hours icon.
Once enabled, you can see the hours outside the schedule.

d. Month View

To view configured schedules and associated production types for each day or date of a specific month, you can utilize the Month View feature.

Click See Month View on the top right.

Select the intended Month and Year to see their schedule and production type details.
Click on a date to start editing the schedule for that particular date.

The following information is available on the Month View.

You can see all days of the month with the date and its configured schedule.
Hover over the 'i' icon to see all linked production types to that schedule.
All holidays for the month are indicated with a blue Holiday tag.
If a schedule is set for a particular date, it will be marked with a Date tag on that day.

e. View and Manage Schedule Details

To view and manage schedule details, perform the steps below.

Click the three-dot menu on the intended schedule.
Select the Schedule Details option.

Here, you can manage the following information.

Schedule Name*: Edit the schedule name if needed according to your preferences.
Schedule Start On*: Enter the intended start date to begin this schedule.
Schedule Ends On: You can choose to add an end date for this schedule. After the end date, the schedule will not be used unless configured.
Apply this Schedule: Select whether you want this schedule to be applied Every Week, Every 2 weeks, or for a Custom time period.
- Repeat*: If a Custom time period is selected, choose whether to repeat the schedule on a Weekly or Monthly basis.
- On the/Every*: If a Custom time period is selected, choose the interval in weeks to repeat the schedule on a weekly basis, OR choose the required weeks of the month on a monthly basis.
Click Save, once you have made the changes.

f. Delete Schedule

To delete a schedule:

Select the intended schedule to delete.
Click the three-dot menu.
Select the Delete this Schedule option.

Click Delete on the confirmation modal.

g. Expired Schedules

Some schedules will expire if an End Date has been configured for them. These schedules can be found in the Expired Schedules section on the left panel.

To reuse expired schedules, edit the End Date.

Tip: Scroll down to the bottom and click on the Expired Schedules drop-down to expand it.

Practices can use this comprehensive guide to learn how to learn how to set up a customized production calendar at their preferred location.

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