How to Configure Schedule / Diary Settings

Users with Administrative permissions can set up the Scheduler (US) or Diary (UK) for locations within their practice:

1. From the Administration tab (US), select Scheduler > Schedule Settings. The Schedule Settings screen is displayed.
   In the UK, select Administration > Diary > Diary Settings. The Diary Settings screen is displayed.
2. If there are multiple locations, you must select a location from the list, and then click Edit Schedule/Diary Settings. The settings for the selected location become editable.
   
3. Set the Base Time Unit for this location.
   How to Set/Change Default Time Units for Appointments
4. If applicable, select This Location Screens Patients.
   How to Manage Pre-Appointment Patient Screening
5. If applicable, select Display Schedule Production Data.
   How to View Production Forecasting Data on the Schedule
6. If applicable, select This Location Enforces Block Booking Rules.
   How to Use Block Booking Templates
7. For Default Recare/Default Recall Duration, enter the number of minutes for the standard Recare or Recall type appointment.
8. For Patient Name Display, select the format you want to display on the appointment tiles.
9. Select whether to Include Salutation (Mr., Ms., etc.). In the UK, this is the patient's Title.
10. Select whether to Display Patient Age.
    Note: Until the age of 18, patient ages are displayed in years + months.
11. Select whether this Location Allows Double Booking.
    Yes enables users to book overlapping appointments into a particular column and time slot.
    No prevents double booking but does not remove existing double-booked appointments from the Schedule.
12. Select whether this Location Tracks Pre-Seated Activities.
    Yes enables users to track the time a patient is checked in, ready to be seen (but has not yet been seated), and the time they are seated. The time between checking in and marking a patient as ready to be seen might be used to complete paperwork, sign consent forms, obtain new images, etc.
    No enables users to track only the time the patient is checked in and when they are seated. This is the default selection.
    How to Track Pre-Seated Appointment Activities
13. To add chairs/columns/operatories that are shown in the Schedule/Diary Day View, click Add Chair. 
    
    Each time you click Add Chair, a new line (column) is created. Enter the name of the Chair or Operatory, and indicate whether it is Active or Inactive. Click and drag the dots to the left of each chair to re-order how they will appear on the Scheduler or Diary.
    Note: For oral surgery, orthodontic, or other specialty practices, you can also name each column by Provider.
14. Select whether the Schedule Columns are Physical Locations.
    Yes indicates that the columns in the schedule correspond with physical chairs/locations (e.g., Chair 1, Chair 2, Operatory 1, Operatory 2, etc.). This is the default selection.
    No indicates that the schedule columns do not correspond with physical locations. For example, some practices prefer to name the schedule columns by Provider (when providers use multiple chairs/rooms, etc.). This allows you to schedule an appointment with the desired Provider and select the seating location at the time of the appointment.
    Note: When No is selected, additional entry fields for Seating Locations are displayed.
15. If applicable for the practice location (Schedule Columns are Physical Locations = No), set up the physical seating locations (i.e., rooms, chairs, etc.) by clicking Add Seating Location.
    
    Note: 
    -- Each time you click Add Seating Location, a new line is created. Enter the name of the Seating Location and indicate whether it is Active or Inactive.
    -- When seating patients, you are prompted to select one of these seating locations. The seating location is displayed upon hovering over the appointment tile in the Seated Queue.  
16. Click Save.

Additional Scheduler/Diary Setup Features

See the following topics for additional setup features:

How to Set Default Scheduler Hours for a Location

How to Set Up a Provider's Schedule

How to Manage the Schedule Day View