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Scheduler Section

The Scheduler section of the application provides functionality to optimize your front-office and back-office workflow. Our state-of the-art module allows designated users to access several functions from within the scheduling program. The appointment scheduler can be easily customized to fit your needs in addition to configuring scheduling rules that will help maximize the physician's time.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.

Button Overview

Below you will find a description of the buttons located within the Scheduler section:
  • New Resource: This button will allow you to add a new resource.
  • Show All: This button will allow you to view all resources in your system.

A Resource can be defined as any person, place or thing for which a schedule needs to be maintained. Resources are service providers; however Resources may extend to rooms, equipment or facilities where procedures are performed.

New Resource

Follow the instructions below to add a new resource:

  1. Go to the Scheduler section.
  2. Click on the Resources tab.
  3. Select New Resource.
  4. Enter the Resource details. See the legend below.
  5. Once the details for the resource are entered, click on the Save button to save your changes. 
    1. Code: Enter an identification code that will help the office staff identify the resource at a glance. This code is displayed in brackets ([]) besides the Resource name within the main calendar view. 
    2. Name: Enter the name of the resource.
    3. Select the type of resource: Select whether the resource is related to a provider or practice. ImportantSelecting a Provider Resource with a different name as the Billing Provider may cause additional fees on the monthly invoicing as they will be listed as the rendering provider if a claim is created directly from the Appointment Scheduler. Claims are created from the appointment scheduler when you right click on the appointment. The Provider Resource will also override the patients Default Provider when a claim is created within the Scheduler. 
    4. Select the resource options: If the resource is associated to a specific office location, check Specify an office location for this resource. If the resource is associated to specific facility check Specify a facility location for this resource. 
    5. Department: Select a department for the resource (if applicable). See the Departments Help Page for more information. 
    6. Disable automatic appt reminders for this resource: If your account has been enabled to use Phone Reminders, check this box to disable future phone notification calls that are related to this resource. NoteOnce disabled, patients with appointments related to this resource will not receive calls to remind them of their appointment. 
    7. Specify the hours of operation for this resource: Check this box hours if the resource has specific hours of operation. Specifying days and times will help manage your appointment scheduler to ensure appointments are being scheduled during business hours.
      1. Click on the Add button and to select a DayFrom and To hours, Office Location (if applicable), followed by the Appointment Type for the selected day and time (if applicable). 
      2. Continue clicking on the Add button until you've added all of the days and times for the resource.
      3. To remove a day, click on the row you want to remove and then click on the Remove button.
    8. Manage Appointment Reminders Recording: If you're utilizing our Phone Reminders feature, click on this button to personalize the selected resource name. If you are using appointment reminders,  you can record a short message with the name of the resource which will be played during the reminder. If you do not create a recording, a computer generated voice will say the resource name during the reminder.

Find/Edit Resource

Follow the instructions below to find/edit a resource:
  1. Go to the Scheduler section.
  2. Click on the Resources tab.
  3. Select Show All or Search for the resource using the search field.
  4. Click on the resource you would like to edit. 
  5. When you are satisfied with your changes, click Save.

Specify Hours

Add Hours Group is used to specify the start and stop times for an exception schedule that applies to the selected resource during the specified time. This is useful for creating a schedule that applies during exceptions to the default schedule such as vacations, leave of absences, etc. Specifying Hours will gray out the Resources schedule preventing appointments from being created, unless the option to Allow scheduling during unavailable times is selected. 

Follow the instructions below to Add Hours Groups.
  1. Go to the Scheduler section.
  2. Click on the Resources tab.
  3. Use the search field to search for the resource or click on the Show All button. 
  4. Once the Resource is open, check the box to Specify the hours of operation for this resource
  5. This will launch the Resource Hours window where you will specify the resources Default hours and can configure hour groups by selecting the Add button next to the drop down. 
  6. When you're satisfied with your selections click OK
  7. Click on the Add button to begin adding the available days and hours for the selected resource. Note: Leaving this area blank represents that the resource is unavailable for the duration you selected when completing a new hours group. 
  8. When you're done click on the Save button. 
Note: For Hour Groups, when the duration entered expires, the Resource's Default schedule will resume. 

Inactivate Resource

Follow the instructions below to inactivate a resource:
  1. Go to the Scheduler section.
  2. Click on the Resources tab.
  3. Select Show All or Search for the resource using the search field.
  4. Click on the resource you would like to inactivate. 
  5. Check the box that says Make this resource inactive.
  6. Click Save.
Note: Any appointments currently associated with the inactive Resouce will not be displayed on the Scheduler. 

Reactivate Resource

Follow the instructions below to reactivate a resource: 
  1. Go to the Scheduler section.
  2. Click on the Resources tab.
  3. Check the Search inactive resources box to include the inactive resources in your search results.
  4. Select Show All or Search for the resource using the search field.
  5. Click on the resource you would like to reactivate.
  6. A pop-up will appear indicating “This appointment resource is currently inactive”. Click OK. 
  7. Uncheck the box that says Make this resource inactive.
  8. Click Save.