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Rotas | Providers' normal working hours Use rotas to identify the times a provider is available for booking appointments. Easily add rotational timetables for each provider. |
Rosters | Keep track of who is working where and when. Use rosters to assign a provider to a particular chair, room, or surgery in the Appointment Book. These are displayed as a coloured frame around the rostered time in the Appointment Book and the 'Restrict Appointment window'. Rosters are coloured by provider selection. NOTES: - If providers usually each work in the same place and only occasionally move to another chair or room, you do not need to set up rosters. - If your practice is located in more than one physical location, you will need to configure EXACT to use locations. |
Blocks | Where providers are not available. Use blocks to show restricted times within the provider’s timetable that are not available for appointments, and that the Rota can’t cater for (e.g. additional breaks, meetings, training, vacation days etc). Blocks display as coloured blocks (usually grey) in the appointment book. |
Clinics | Periods for special types of treatment. Use clinics to set time aside for particular types of treatment (e.g., General Anaesthetics, Root Canal Treatment, Emergency Treatment, etc). Clinics display as diagonal lines through time ranges as shown below:
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Rosters, Clinics and Blocks can also be created from the Provider File and the Provider Bar.
The advantages of creating directly in the appointment book are
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- Click on the Provider Bar to view the Restrict Appointment Times icon.
For example:
Result:
- Click the Restrict Appointment Times icon
to open the Restrict Appointment Times window, and then click the Create Block Rota button:
The Create Block Rota window displays:
- Rota Length (Weeks): Enter the number of weeks in the cycle.
- To repeat the same hours every week the Rota Length would be 1.
- If the provider worked different hours / different weeks then you can select the appropriate number of weeks in the rota.
As the number of weeks is increased (up to a maximum of 6) extra Tabs will be added.
- Start Date: Enter the date you want the rotation/cycle to begin.
- Works On: Tick the check boxes beside each day to indicate when the provider is available.
- Day Start: Enter the appropriate start times for each day, am and pm must be specified, unless using the 24 hour clock.
- Day End: Enter the appropriate end times for each day, as mentioned above using the correct time format.
- Include Lunch: If you wish to include a lunch break, tick the check box. You will then need to enter a start time for lunch, along with a length of the lunch break (not a time).
EXACT will alert if you inadvertently enter a time rather than a duration:
- Include Break 1/Include Break 2: If you wish to incorporate breaks into the day, tick the appropriate check box; enter a start time for the break along with a length for the break. If the check boxes are not ticked no breaks will be included.
The same validation applies as for the Lunch Length.
- Complete the entries for the remaining weeks of the Rotation.
- Click OK to enter the blocks into the appointment book for the selected provider