Define Calendars

Location: Admin

 

The Calendars tab within Scheduling lets you define the settings appropriate for each provider's calendar:

•Name

•Colors

•Days and times available

•If appointments can be viewed/scheduled from the Updox Patient Portal

•If reminders should be sent

 

If you’re using the Amazing Charts EHR, do not use this function. Instead, calendars are managed in Amazing Charts. 

 

You need Admin privileges to complete this function.

 

To add a calendar:

1.Click MENU > Admin > Scheduling.

2.Click Calendars tab.

3.Click New Calendar.

4.Enter Title/Name.

5.To change the background color of this calendar:

•Click the box by Background.

•Click a spot in the color palette to select the color.

•Click outside the color palette box to return to the calendar definition.

6.To change the text color of this calendar:

•Click the box by Text.

•Click a spot in the color palette to select the color.

•Click outside the color palette box to return to the calendar definition.

7.To enable patients to globally view and select appointment time on this calendar, check Patients can View/Select. Note: this can also be set for specific days/times in the time availability definition.

8.If you're using patient Appointment Reminders and want to turn off reminders for this calendar, check Don't send reminders for this calendar.

9.To define the time availability:

•Click the plus sign (+) by the day of the week to define.

•Slide the left time line circle  to select the start of the available time.

•Slide the right time line circle  to select the end of the available time.

•Check or uncheck the Patients can View/Select box as needed.

•To add another available time spot for the same day click the plus sign (+) for that day and repeat the process.

•Repeat this process for each day of the week to define.

10.To prevent select dates from being scheduled on your calendar, enter them as Blackout dates:

•In the Blackout Dates section, enter a date then click ADD.

•To choose a date from a calendar instead of directly entering, click in the date box.

•If any appointments already exist on the Blackout date you select:

•A warning message displays to let you know those appointments will be canceled.

•If confirmed, the appointments are canceled.

•If using Reminders, all of the reminders for those appointments will also be canceled.

•An Inbox notification is sent listing the blackout dates and canceled appointments, if any.

•The list of Blackout Dates display at the bottom of this section.

10.To finish, click Save.

11.To exit the Scheduling definition, click Close.

 

To indicate unavailable times during the day, add multiple available time blocks that don’t include the unavailable times.  For example, to prohibit appointments from 12:00-1:00 add the following two available time slots:

9:00 – 12:00

1:00 – 5:00

 

Another option, which is within the user’s control, is to simply schedule a recurring appointment at the unavailable times.

 

 

To change a person’s calendar:

1.Click the person’s calendar to change.

2.Enter changes.

3.To add available time slots, click the plus sign (+) by the day of the week.

4.To remove available time slots, click the minus sign (-).

5.To finish, click Save.

6.To exit the Scheduling definition, click Close.

 

To delete a person’s calendar:

1.Click the person’s calendar to delete.

2.If there are future appointments on this calendar the number is displayed by the Delete this calendar button. 

3.To delete, click Delete this calendar.

4.To finish, click Save.

5.To exit the Scheduling definition, click Close.

 

To exit without deleting the calendar, click Close without clicking Save.