Setting Up Your Schedule
Managing your schedule is an important part of how Avaros can help you stay on track and manage your day.
In this video we review how to set your schedule, including adding relevant templates, and creating user groups for easy schedule viewing.
Adding Appointments & Navigating in Your Schedule
To review how to navigate in your schedule and add appointments, check out the video below.
Customizing Appointment Types & Statuses
You can create appointment types that allow you to quickly create appointments of the same type, like "Well Baby Check" or "Pap Smear" using the Appointment Type preferences.
You can also customize the statuses that are associated with a given appointment.
We go over both in the short video below.
The appearance of the schedule page can be updated using the “Preferences” link above the schedule page. Here, you can change the start and end hour for the schedule, what time interval appears for your view, and other account settings.
IMPORTANT: Please be aware that preference changes are VISUAL and only apply to the account that has made those changes. Changing preferences on one account will NOT affect other accounts.
Template Code Settings
Template codes appear down the left side of the schedule page and are used to indicate appointments, staff breaks, and booking blocks. Template Codes can be adjusted under "Administration" -> "Schedule Management" -> "Schedule Setting".
Selecting “Template Code Settings” allows you to view and edit the current schedule template codes that exist in your clinic. Select the code you would like to edit from the dropdown box and click “Edit”.
Template Settings can be configured to be available for all providers (Public) or for only specific providers by selecting their name from the dropdown box and clicking “Template Setting”.
1. Current Provider
The provider that will be able to use the current template.
2. Edit Existing Templates
Previously created schedule templates will appear here. Select the existing template and click “Edit” to make changes. (Please note: Templates that start with “P:” are available for all providers.)
3. Schedule Duration
The minute amount for each template code (e.g. Selecting “15” will show four 15-minute blocks in the day view below)
4. Template Name and Summary
Here you can name your new template or change the name of the current template.
5. Template Code Entry
Here is where you’ll enter the template codes for your daily template. Below is an example of a schedule from 9:00am – 4:00pm with a lunch break from 12:00pm – 1:00pm.
Schedule Template Settings
Once a template has been created, we can now proceed with creating the provider’s schedule.
Select the provider from the dropdown list to continue. Here we can configure a weekly/bi-weekly schedule for the chosen provider.
1. Schedule Range
Select what dates the schedule you're creating should be applied for.
2. Available Day Templates
Day templates that are available for the current provider will appear here.
3. Applied Day Templates
Templates can be applied by clicking on the name of the template and selecting “<<” on the day of the week as required, clicking the check boxes if the day is to be used.
Full Calendar View
After clicking “Next”, you’ll now see the full calendar view for the provider’s schedule.
Here, you can preview which templates are applied to each day of the month. Clicking on a specific date will allow you to add or remove a template from the calendar as shown below:
When you are ready to finalize the schedule, select “Next” to apply your changes.
The template has now been applied and can be viewed on the schedule page.
Adding Schedule Groups
Schedule groups can be added or modified under "Administration" -> "Schedule Management" -> "Add a Group" or "Search/Edit/Delete Groups".
Here, enter the name of the group, select the providers that will be included with this group, and click "Save" to finalize your new group. The new group will now be available from the "Groups" dropdown box at the top-right of the Schedule page.
The Avaros schedule is the first page that appears after successfully logging in. Here, you can view provider schedules, book appointments, and navigate to other parts of the Avaros website.
1. Calendar Navigation
Change the current date shown by selecting from the calendar navigation options.
Current Date: Shows the date currently displayed
Arrows: Moves the displayed date forward/backward one day
Calendar: Opens the navigation tool to easily select dates
Schedule/All: Toggle between showing only schedules with a template applied and all schedules
Today: Change the date shown to the current date
Month: Open a monthly view of the calendar
2. Provider Options
W: View this provider’s schedule for the week
S: Search for the next available appointment
O: View this provider’s schedule template
Provider Name: Expand this provider’s schedule to the full size of the appointment window
*: Expand the appointment reason to show the full description
^: Truncate the patient’s name to 3 letters
3. Provider Search and Group List
Here you can search for a provider’s schedule or select a group/individual provider for the schedule page
4. Appointments and Template Codes
Booked appointments and the provider’s schedule are listed here
Creating an Appointment
Select a free time slot on the Schedule page and click on the time located on the left-hand side of the provider’s column.
The “Add Appointment” window will appear:
Here, you can search for the patient whose appointment is being created.
(Please note: search format for patient’s name is LastName, FirstName)
If the patient does not currently exist in Avaros, select “Create Demographic” to create a new patient demographic file.
Once the patient has been selected, their demographic information will populate the rest of the fields.
When the appointment information has been filled, select “Add Appointment” to add the newly created appointment to the schedule.
The appointment will now appear on the provider’s schedule at the selected time.
Appointment Type Templates
Usually booking appointments of the same type? Avaros allows for Appointment Type Templates for faster creation of appointments. Appointment Types can be added or modified through the New Appointment window or directly through "Administration" -> "Schedule Management" -> "Appointment Type List".
Click on “Type” while booking an appointment to open the Appointment Type Template window.
Here, you can create or edit appointment types.
Appointment types allow you to pre-fill fields in the “Add Appointment” window.
Once created, the new appointment type will appear in the “Type” dropdown.
Managing Appointment Types
Appointment Statuses can be edited by navigating to "Administration" -> "Schedule Management" -> "Appointment Status Setting". Here, you'll see the current list of Appointment Statuses with options to edit the description, colour, and whether the status will be enabled or not.
Please note: Statuses must be enabled for them to appear in the status dropdown option.