Activate Providers/Resources for a Facility

This lesson will demonstrate the steps that are necessary to add a provider and/or a resource to a facilities scheduler.

To access the Scheduler workspace, go to the SOAPware menu and Click Schedule.

Add a Facility

Add a Facility
  1. Click on the Tools menu
  2. Select Manage Facilities

Edit the Facility

Edit the Facility

To make a provider/resource visible on a facilities schedule, select the desired facility, then click the Edit button.

Scheduler Tab

Scheduler Tab

Click the Scheduler tab.

Provider/Resource Management

Provider/Resource Management

To make a provider visible on the facilities schedule:

  1. Select the Provider's name
  2. Click the Edit button
  1. Check the box next to "Visible" to activate the provider for the selected facility.

Set Working Hours for the Provider

Set Working Hours for the Provider

In addition, the provider's working hours can be customized.  To do this:

  1. Select a day of the week
  2. Click the Edit button
  3. Enter the Start and End Times.
  4. Check the "Is Available" box to make the provider available for appointments (OR uncheck the "Is Available" box to indicate that the provider does not work on the selected day).
  5. Click OK.

Repeat the steps above to customize the provider's working hours.

Provider Outlining

Provider Outlining

The Outlining tab can be used to create color coded scheduling outlines for providers/resources.

  1. Click the Outlining tab
  2. Click the Add Outline (green +) button to create a new outline for the provider/resource

The Outline Dialog box will appear.  Complete the Outline Name, Color, Open Time, Close Time and Days of the week.

Some examples of how outlining can be used includes:

  • Creating a color coded outline to show what times the provider accepts walk in appointments
  • Creating a color coded outline to show what times the provider schedules surgeries
  • Creating a color coded outline to show what times the provider schedules new patient appointments

Click the OK button to save the new Outline.

Recurring Appointments for Providers/Resources

Recurring Appointments for Providers/Resources

Recurring appointment can also be created for both providers and resources.  Recurring appointment can be helpful to create lunch break appointments or other commonly recurring meetings.

To create a new recurring appointment:

  1. Select the Recurrence tab
  2. Click the Create Recurrence (green +) button
  1. Appointment Time: Enter the Start Time and End Time for the recurring appointment.
  2. Recurrence Pattern: Select the frequency of the recurrence.  For example, if the recurrence occurs every Monday-Friday, select "Daily" and "Every Weekday".
  3. Range of Recurrence: Select the "End date" for the recurrence.  Users can select the recurrence to end after a certain number of occurrences or to end by a certain date.
  4. Comments: Enter the reason for the recurrence.  The text entered into the Comments box will display on the schedule.

Saving the Provider/Resource Changes

Saving the Provider/Resource Changes

After making the provider/resource visible and editing the working hours, outlining, and recurrence tabs; Click the OK button to save the changes.

Creating a New Resource for the Facility

Creating a New Resource for the Facility

Resources can be created for the facility.  This will allow the clinic to create a calendar or schedule for other resources within the clinic.  For example, the clinic may want a calendar for the in house lab or the clinic may need a calendar for the Nurse appointments, etc.

  1. To create a new Resource, Click the Resources tab under Provider/Resource Management.
  2. Click the Add Resource button (green +).
  1. Enter the Name of the Resource (ex: Nurse Appointments, In-House Lab, etc.)
  2. Check the box to make the new resource Visible on the facility schedule
  3. Edit the working hours, outlining and recurrence appointments as desired.
  4. Click OK to save the new resource

Click the Update button to save all changes.