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Managing appointment resources Administrators only

Before any appointments can be booked, your practice will need resources to book the appointments against. A resource is anything in your practice that dedicates time to performing the needs of an appointment.

This could be a doctor, specific staff, a specific department, or specific chairs in your practice.

Resources are shown on the appointment calendar as columns, and can be managed by users with the Administrator role by doing the following:

  • clicking in the top right on your avatar
  • clicking Settings
  • clicking Edit appointment settings
  • clicking Edit appointment resources

From here you can:

Once your organisation has added appointment resources to a location, a list of the resources will be shown with the following:

  • a handle for dragging-and-dropping resources to set the order on the appointment grid
  • the days of the week each resource is available
  • whether the resource is archived or not

Adding a resource

To add a new appointment resource:

  • click on the Add resource button
  • a page with a form will be shown. On this form:
    • add a title for the resource
    • specify who may book appointments against this resource
      • a value of Staff and patients means that both staff and patients who are logged into the Patient Portal may book appointments against this resource
      • a value of Staff only means that only staff may book appointments against this resource
    • select the priority of the resource relative to others. Lower numbers will be deemed to have higher priority than resources with higher numbers, and will be shown closer to the beginning of the appointment grid
    • select a location that this resource is for

Once a resource has been created, the resource’s schedule, off-days, and appointment services can be configured.

An organisation may create as many resources as they require.

Editing a resource

Once a resource has been added, the resource requires a schedule and services to be assigned before appointments can be booked against it.

This can be done by visiting an appointment resource’s page:

  • find the resource on the list on the settings page
  • click on the title of the resource

From here you can:

  • edit the resource’s details from the dot menu in the top right
  • archive the resource from the dot menu in the top right
  • view appointments associated with the resource from the Appointments link
  • manage the resource’s off-days from the Off-days link
  • add or manage the resource’s schedule from the Manage schedule link
    • the schedule section provides an overview for which days of the week the resource is available to book appointments against, and between which times
  • view a list of the appointments that may be booked against the resource, and manage those appointment services the Manage services link
    • each appointment service will indicate which day of the week it may be booked against for the resource
    • you may visit the appointment service’s page to edit details about the service, too

Schedules

Schedules define which days of the week, and during which times, the resource may accept appointments.

To manage a resource’s schedule:

  • find the resource on the list on the settings page
  • click on the title of the resource
  • Schedule section, clickon the on the Manage schedule link
  • for each day of the week:
    • specify whether the day should be available for bookings or not
    • select the start and end times where bookings may be accepted
  • save your changes

Appointments will only be allowed to be booked for the associated resource within the days and times specified by the schedule

Resource services

Before any appointments can be booked against a resource, appointment services must be added to the resource.

To add appointment services to a resource:

  • find the resource on the list on the settings page
  • scroll down the the Services section, and click on Manage services
  • from this page appointment services can be:
    • added to the resource
    • the service’s schedule for the resource can be managed
    • the service can be removed from the resource

Resource off-days

A resource’s schedule defines which days of the week, and during which times the resource may accept bookings, but there may be some days of the year that your organisation may want to specifically disable bookings being made for that resource.

Resource off-days allow for this.

To manage a resource’s off-days:

  • find the resource on the list on the settings page
  • click on the Off-days link
  • click on each date in the calendar that bookings should be disabled for

Archiving a resource

A resource may no longer be available, or no longer be applicable to your practice. In this circumstance your organisation may want to prevent appointments from being booked against the resource.

To archive a resource:

  • find the resource on the list on the settings page
    • you may either click on the link to the resource’s page, or stay on the resource list page, but the following steps will be the same
  • click on the dot menu on the right of the resource
  • click Archive
  • confirm that you would like to archive the resource

The resource will be marked as Archived on the resources list.

Additionally, neither staff nor patients will be able to book appointments against the resource, and the resource will no longer be shown on the appointment calendar

Note: Only resources without scheduled appointments may be archived

Restoring an archived appointment resource

Resources are safe to restore after they’ve been archived. To restore an archived resource:

  • find the resource on the list on the settings page
  • click on the dot menu on the right of the resource
  • click Restore

Appointments may then be booked against the resource