Setting Up the Schedule

Creating Schedule Standards

If you intend to use a Block Booking template—known in OrthoTrac as a Standard—then you must first create the appointment types. After creating the appointment types, you can set up multiple layouts of those appointment types for specific times of the day. After creating the layouts, you can add them to specific days you intend to be open and treating patients.

To create a standard:

1. Click the Maintenance icon . The OrthoTrac Maintenance window is displayed.

2. Click Schedule Maintenance. The Schedule Maintenance window is displayed.

In the upper-left is the office name, in the center is the doctor’s name, to the right are the specific office hours. In the lower-left are the Scheduler standards, and in the middle are the appointment types.

3. In the Standard Name section, click Add. The Create Standard window is displayed.

4. Enter information in the following fields and then click Apply:

• Standard NameType a name for the new standard, such as the days or reason that this standard is used; for example, Summer.

• Start TimeType the start time for this standard.

• End Time Type the end time for this standard.

• Time UnitsType the number of minutes for each unit for this standard. You can assign units in increments of 5, up to 60.

• All Time UnitsSelect Open or Closed. The Closed option is recommended.

• # of ChairsType the number of chairs in your office.
  
  It is recommended that you create standards with at least one more chair than you actually have. This can be used for emergencies and overbooking.

• Default Slot ColorsSelect a color for this standard.

OR

To copy an existing standard, select Copy Existing. Select a standard from the list and copy it. Change the settings, as needed, and then click Apply.

5. In the Types section, click Add. The Add Appointment Type window is displayed.

6. Do the following:

7. Assign each appointment type a two- to four-character code and a description. For example, check = CK, 4-unit banding = BD4, and so on.

8. Indicate the following for each appointment type:

9. Number of units

10. Chairs used

11. Color to be displayed on the schedule: dark green, light green, dark cyan, light cyan, dark red, red, purple, magenta, gold, yellow, or blue

12. Days of the week this type of procedure is performed

• Appointment types can be generic: 15-minute appointment, 30-minute appointment; or specific: records, consultation. Most offices use a combination of both appointment types.

7. Click OK.

Related Topics

Adding Appointment Types

Changing Appointment Types

Deleting Appointment Types

Adding Calendar Days

Removing Calendar Days