Schedule of Providers is used when multiple Providers share a Standard Appointment Book to correctly report on the clinical hours worked by each Provider. A schedule is set up in D4W/PSS to repeat weekly.   

For example, Dr McCavity works between 8am-12pm Monday to Friday, and his colleague Dr Jones works between 12pm-6pm Monday to Friday. Their Practice prefers to manage one appointment book and schedule Dr McCavities appointments in the morning and Dr Jones’ appointments in the afternoon.  

1. Go to Appointment Book > Options menu
2. Schedule of Providers
1. Location: Select the relevant Location if applicable
2. Provider: Select the relevant Provider (set up one at a time)
3. Period: Click the Add New icon 
1. Enter the Start Date of when this schedule comes into effect
2. Click OK
4. Even/Odd Day Sensitive: Select relevant setting (off for every day)
5. Click the day of the week
1. Free Periods of Time: This shows the hours available to schedule the Provider 
1. Click Copy to use the whole free period of time for the Provider
2. Holiday: Tick if this Provider does not work on this day
3. Click Add
1. Select Book
2. Enter From and To work times
4. Click OK
   
   
3. Repeat for all working days 
4. Repeat for the next Provider

There are two methods to send appointment reminders via SMS and E-mail.

1. Batch Message: Use this method to send to multiple patients for a date range. 
2. Single Message: Use this method to send to only one patient.
   

Batch Message

Manually Include Unsubscribe Option in Manual Appointment Reminders

If templates are not setup Add Unsubscribe Option to Templates, when sending manual appointment reminders via SMS or e-mail, the user can manually add opt-out to the message. 

Individual Appointment Reminder

1. Go to Appointment Book 
2. Right click on Appointment > Send > E-mail / SMS
1. Tick/Untick Include Unsubscribe Link
   
   

Group Appointment Reminder

The unsubscribe link can only be manually included / excluded from group Appointment reminders when sending via e-mail. 

1. Go to Appointment Book
2. Options menu > Send Appointment Messages
1. Method: Select E-mail
2. Tick/Untick Include Unsubscribe Link
   
   

Before closing an Appointment Book

Close Appointment Book 

1. In Appointments > Options menu > Setup all books...
   
1. Select the appointment book to Close
   
2. Select Close Book
   
   
3. Enter User name and Password (if enabled)
   
   
2. Close book
   
1. Closing date: Enter date appointment book is to be closed from (a new period will be added to that appointment book template)
   
2. Back color: Select a colour from the drop list for the appointment background
   
3. Text color: Select a colour from the drop list for the text
   
4. Text: Type in the text required for preset slot e.g. Closed 
   
5. Click OK
   
   
3. Confirm changes
   
1. A confirmation box will come up as to when the changes will be made from and what preset status will be applied to booked appointments in the closed book
   
2. Click OK
   
   
4. A Status report (non financial) (see link below for more information) will be generated of patients that still have appointments booked in the closed book
   
   
1. Report Details
   
1. Patient: Name of patient with a booked appointment
   
2. DOB: Date of Birth
   
3. Phone number: Phone number saved to patients file
   
4. Date: Date appointment is booked
   
5. Time: Time of booked appointment
   
6. Duration: Length of time appointment is booked for
   
2. Click Export or Print
   
5. Once all appointments have been moved (see link below for more information), the closed appointment book can be marked as inactive (see link below for more information)