A Detailed Overview of the Scheduler

This guide will walk you through the essential elements of the Scheduler within CareStack.

Explore this video for an in-depth walkthrough.

Topics Covered

• Date
• Filters
• Cancelled & No Show Appointments
• Patient or Limited View
• Hidden Appointments
• Extended Working Hours
• Legend
• Print
• Operatories
• Time Zone (Red Line)
• Compact View
• Compressed View
• Timeframe
• Production Types

Let's start on the Scheduler page.

• Click the Scheduler icon to open up and navigate the Scheduler.

Date

• Click on the date picker to open the Calendar and select a specific date.
• Use the single arrows to navigate to the previous or next day.

• Click on the double arrows on the left or right to select a schedule of 1 Week up to 8 Months forward or backwards.

• You can switch between Day and Week views.
• To select the current day, click Today.

• If a patient is selected, you will see the patient's name beside the Today button.
  • To remove the selection, click the X button.

• The Total Production amount of the codes added to the appointment for the day will be displayed on the centre-right. 
  • It will be broken down by Production Type. 

Filters

To choose your desired Scheduler View according to the intended filters,

• Click the Filter button at the top left.

• Select your Favorite Filter or create a Custom Filter.
  • Click here to learn how to create Scheduler Filters at an account or user level.

Cancelled & No Show Appointments

• To view the Cancelled or No Show appointments in their originally booked slots, click the Cancelled & No Show Appts. (Appointments) button. This will be available only if the Double Booking feature is enabled. 
  • No-Show appointments will appear stricken off from one direction.
  • Cancelled appointments will appear stricken off from both directions with strikethroughs on the text.

Note: You will be able to view Cancelled and No Show appointments only if Double Booking is enabled.

Patient or Limited View

• Hover over the View icon and select Limited View to hide patient information as needed.
• For complete patient details, switch to Patient View.

Hidden Appointments

When appointments are hidden due to scheduler filters or if a provider is unavailable, a Warning icon will appear on the scheduler for the selected date. 

• Click on the Warning icon to view hidden appointments. 
• To change the status of the appointment, click on the three-dot menu and select the required Status.
  • You can also move the appointment to the clipboard by selecting the Move to Clipboard option.
• Click Details to view appointment details.

Extended Working Hours

• Click the hourglass icon to toggle between normal and extended working hours.

Legend

• Click on the three-dot menu and select Legend to display the legend as it shows on the Appointment or Scheduler for:
  • Appointment Status
  • Appointment Labels
  • Production Types
  • Patient Flags
  • Compressed View

Print

• Select Print to print a copy of the Scheduler or Routing Slip.

• Enter the following details to print the Scheduler.
  • View to be Printed: Select either Patient or Limited View to determine whether patient information will be included or hidden in the printout.
  • Filter By: Select whether the scheduler should be filtered by Provider or Operatory.
  • Print in: Select a print option in either Black & White or Color.
  • Location: Select the Location.
  • Provider: Select the Provider(s).
  • Date: Select a Date from the calendar.
  • Time: Select Time using the Time Picker.
• Click Print.

Operatories

• Click the Set Operatory Count icon to adjust the number of columns on the Scheduler page.
• Use the angle brackets to toggle between the pages of the scheduler.

• Hover over the operatory name to view the Production Value and other details.
• Click on the pencil icon to edit the Start Time, End Time, and Breaks. To learn more, click here.

When you click the pencil icon:

• Mark the availability of the provider by selecting Available or Unavailable options as needed.
• Enter the Location, Operatories, Start and End Time.

• To add breaks, click on the '+' icon.
  • You can add up to three breaks for a provider.
• Click Apply to update the provider's schedule.

Time Zone

• Hover over the three dot menu.
• Select the desired Time Zone.

Note: Please note that the displayed time zones are based on the location selected within the filter.

• You will see a thin red line indicating the selected time zone.
  • This shows the timeline the patient should be scheduled based on their time zone.
  • You can see the Timeline on both sides of the Scheduler.

• The red line will also be displayed for the Week View.

Compact View

The Compact View option condenses the scheduler screen, allowing users to view more hours at a time than in the normal view. Click here to learn more.

• You can select the Compact View option from the top right corner.

• Here is how the Scheduler appears before and after enabling Compact View.

Without Compact View

With Compact View

Compressed View

The Compressed View is a collapsible space in the scheduler that provides a quicker eagle-eye view of all appointments, time slots, blocked slots, and extended working hours, all in one place.

• To access the compressed view, click and drag on the grey slide-out located above the Operatory Column downwards to expand the Compressed View space. Click here to learn more.

Timeframe

• You can view the timeframe on either side of the Scheduler.

Production Types

• Production types assigned to a time slot will be distinguished by colour.
  • Hover over the coloured time slot to see the assigned production type.

These essential elements will help you navigate the scheduler with confidence and efficiency.