Clinic Calendar

Overview 

Clinic Calendar shows all sessions that have been booked by specialists for a clinic. You can view upcoming sessions that are available and appointments that have already been confirmed. This calendar can be accessed by clicking on “Clinic Calendar” on the menu.

Purpose(s)

• To view booked and available sessions for a clinic/specialist on the calendar
• To book a specialist for an appointment
• To delete a specialist’s available session
• To create new sessions for specialists
• To notify specialists to update their available sessions
• To view/print a specialist’s schedule for a day
• To notify specialists of their scheduled appointments for a day

List of Features This Page is Linked To

Display

Clinic Calendar can be split into 8 components/services:

1. Search Bar
2. The Clinic Calendar 
   1. Book an Appointment
   2. Delete a Specialist’s Available Session
3. Create an Available Session
4. Request An Availability from a Specialist
5. View/Print a Specialist’s Booking Daysheet
6. Email a Specialist’s Booking Daysheet

1. Search Bar

Add the Specialist to only show one specialist’s availabilities and bookings.

Add the Clinic to view all specialists that have available sessions in a clinic.

Use the Date Range to specify the days you want to show available sessions(defaulted to show the coming 3 months).

Click “Search” to update the calendar to your search criteria.

2. The Clinic Calendar 

The Calendar displays all sessions that specialists have allocated for themselves to be made available for a clinic. Depending on the filters used, only certain sessions will be shown. The default calendar displays the current month with the available sessions showing for the next 6 months. Clicking on a session displays its details in a pop-up. There are different actions you can do depending on the session’s availability:

1. Book an Appointment
2. Delete a Specialist’s Available Session

There is a key that displays the differences between sessions. Use the key to identify the type of session and whether it’s already been booked.

Scroll between dates by using the arrows. Click “Today” to change to calendar to show the current date.

You can customise the calendar size by choosing Day, Week or Month.

 

2a. Book an Appointment 

To book an appointment with a specialist:

Click on the session you want to book an appointment with.

A pop-up opens showing the session details. If you want to book that session scroll down and click “Book This Session”.

2b. Delete a Specialist’s Available Session 

Only sessions that haven’t been booked can be deleted. To delete an available session:

Click on the session you want to delete.

A pop-up opens showing the session details. Click on the tab “Delete Session”.

Select the option based on how many sessions you want to delete:

• • • “Delete only this session” – Only your currently selected session is deleted
    • “Delete this and other available sessions on this day” – This and the rest of the sessions on the same day will be deleted
    • “Delete this and other available sessions” – All sessions made available will be deleted

A final warning will appear. Click “Yes” to accept.

3. Create an Available Session

“+ New Session” is used to create a new available session for a specialist. Use the Calendar to help you find a date and time period where you can create an available session. When you’ve found a time period, click “+ New Session”. A pop-up will appear with a Session form for you to create. For more details on what to fill, go to “Create an Available Session”.

4. Request an Availability from a Specialist

If a specialist is running low on available sessions for a clinic, you can send an email to the specialist and advise them that they should book more sessions to make themselves more available. To do this:

Select the specialist and their clinic they work in

Click “Request Specialists Availability”. Mail template “MAIL-20” will be sent to the specialist. If you want to edit the template, go to “Mail Templates” via “Value Settings” in the menu

5. View/Print a Specialist’s Booking Daysheet

If you want to print/view a schedule of a specialist’s appointments for a day:

Select the specialist and their clinic

Set the date range to be the same day

Click “View Booking Daysheets”

A new tab will open will a printable daysheet of the specialist’s schedule. Click “Print” to print a physical copy of the daysheet

6. Email a Specialist’s Booking Daysheets

A daysheet is the list of appointments scheduled for that day that they’ll attend. If you want to email a specialist’s daysheets:

Select the specialist and their clinic they work in.

Select a date range of daysheets you are planning to email.

Click “Email Booking Daysheets”. Mail template “MAIL-144” will be sent to the specialist. If you want to edit the template, go to “Mail Templates” via “Value Settings” in the menu.