Setting Up Your Perfect Schedule with Schedule Guides

Schedule guides can be used to define which types of appointments you want to allow for certain rooms and providers, as well as your online booking and multi-booking preferences.

In this article, you'll learn how to set up Schedule guides to create a perfect schedule for your providers and rooms. Schedule Guides empower your team to follow these guidelines when scheduling patient appointments, and are also applied to your online booking availability when patients are booking their own appointments online

Start by locating the room or provider on your schedule that you wish to start scheduling for. Click and drag on the desired time interval for your schedule guide.

Select the event type as Schedule Guide.

Optionally, assign a title and adjust the date and time if necessary.

The date and time are pre-set based on your selection, but you're free to adjust them. Choose the recurrence of the schedule guide.

Select at least one room and one provider.

Next, you'll need to select at least one category. This is what should be scheduled in that time frame.

Next, select the category or categories you want in that schedule guide. Any category you don't add to a guide will not show available time slots as options when you use "Find Appointment" to check availability, except for the "Treatment Plan" category. This includes online booking.

Next, you can define your multi-booking rules. For complex appointments that require full provider attention, you will want to choose "None". This means Archy will never schedule an appointment at the same time that another appointment is scheduled, during that time frame. This includes online booking.

For other types of appointments, you may wish to stagger them by a set amount of time, or overlap both the beginning and end of the appointment by a set amount of time if the provider is not needed in the room the entire time.

Next, you can choose to enable this schedule guide for Online Booking.

If you enable Online Booking, you will then choose your Lead Time. This is where you will specify the minimum number of days required before an appointment can be booked. You can also limit how far in the future patients can book by going to the provider's "schedule" section in their employee profile.

Next, choose what patients this category or set of categories is allowed for. You can choose All, Existing, or New.

Finally, choose your Booking Type. There are two booking types to choose from.

• Request - This will allow patients to request an appointment date and time, and your team will need to approve all online booking requests.

• Scheduled - This will allow patients to directly schedule an appointment on your schedule.

Click Save when you have finished your settings.

Once you've created the guide, it becomes visible on the schedule if you have your Schedule Settings adjusted to Show Schedule Guides. Learn More about Schedule Guides: Viewing Guides on Your Schedule.