Clinic Time Exceptions

You can also use the icons in the toolbar to complete tasks unrelated to any sub-tab. This includes managing Clinic Time Exceptions for the selected user.

Clinic Time Exceptions are used to indicate that a provider is not available to work in their regularly scheduled clinic and chair(s).

Examples: Vacations, exams, or when in a clinic that does not use axiUm.

Alternatively, a provider or instructor may be unavailable in their regularly scheduled clinic, but available to work in a different clinic.

Example: A student works a Perio rotation and takes time from their regular clinic to work in a Perio clinic.

Once set, they can prevent appointments from being booked for a specific provider when they are not in the clinic.

You can set and manage any necessary clinic time exceptions.

To manage clinic time exceptions:

  1. Open the Personal Planner module to the Lists tab and click the Clinic Time Exception () icon to display the Provider Clinic Time Exception window.

  2. Review the listed entries.
  3. To perform another task, complete any of the following:
    1. Click the Clear Data () icon.
    2. Complete the fields as necessary and click the Add a new Record () icon.

      3. Field Description
      Provider

      This is the currently selected provider.

      (Optional) Click the ellipsis to select another provider.
      Description

      Enter the name of the time exception reason or click the ellipsis to select the time exception reason.

      Examples: Vacation, Emergency Rotation, Chart Reviews
      Display Desc.

      The description for the time exception that will display in the Scheduler window.

      Note: This field automatically populates with the same entry as the Description field.
      Only Available in

      Select an option from the drop-down list to indicate where the provider is available during their time exception.

      Notes:

      • The options in this list depend on the clinics available at your institution.
      • If the provider is not available, select No Clinic.
      Date

      Select the date the exception occurs.

      Note: If this is a recurring event, the date indicates the first day of the recurring week or month.
      Color Click the color bar to select a color for the time exception and click OK.
      Partial Day

      Select the checkbox if the time exception is only part of a day.

      Note: This enables the Time Range fields.

      Time Range

      Set the time at which the partial day starts and ends.

      Note: This is enabled if the Partial Day checkbox is selected.

      Is a recurring item / Weekly / Monthly

      Select the checkbox if the time exception is a recurring item, starting on the date displayed in the Date field.

      Note: If the checkbox is selected, the Weekly and Monthly radio buttons are enabled, as well as the Recurrence Pattern fields.

      If enabled, select one of the radio buttons to indicate how often the time exception occurs.
      Qualifies as a break Select the checkbox if the exception time satisfies any overlapping break time rules.
      Recur every ___ week(s)/Month(s)

      Enter a value to indicate the cycle’s recurrence pattern according to the Weekly or Monthly option.

      Note: This is enabled if the Is a recurring item checkbox is selected.

      Starting on / Ending on

      Enter the date the cycle begins and the date the cycle ends.

      Notes:

      • These are enabled if the Is a recurring item checkbox is selected.
      • The Starting on field is only enabled if the Recur every ___ field holds a value higher than 1.
      On the

      Select the recurring start week of the month from the drop-down list:

      • First: Starts on the first week of the month.
      • Second: Starts on the second week of the month.
      • Third: Starts on the third week of the month.
      • Fourth: Starts on the fourth week of the month.
      • Last: Starts on the last week of the month.

      Note: This field only displays if Monthly radio button is selected.
      Monday - Sunday

      Select the checkbox for each day the exception applies to.

      Note: This is enabled if the Is a recurring item checkbox is selected.

      Select All / Clear All

      Click the buttons to select or deselect all day checkboxes.

      Note: These are enabled if the Is a recurring item checkbox is selected.

    1. Select the Summary or Detail radio button.

    2. (Optional) Select dates from the Starting from and Ending on fields.

    3. Click Search.

    1. Select a listed record.
    2. Edit the fields as necessary and click the Modify Record () icon.
    1. Select a listed entry and click the Delete Record () icon.
    2. When prompted, click Yes to confirm the deletion.
    1. Click the Show History () icon to display the Provider Clinic Time Exception History window.
    2. Select an entry from the lower list and review the upper fields.

    You can copy clinic time exceptions. This can save you time when creating additional provider clinic time exceptions.

    1. Click the Copy Provider Clinic Time Exceptions From/To () icon to display the Copy Provider Clinic Time Exception window.

    2. Select a listed clinic time exception, complete the fields as necessary and click Save.

      3. Field Description
      Provider

      This is the provider from whom the exception code is copied.

      (Optional) Click the ellipsis to select another provider.
      To

      Select the radio button for whom you want to copy the exception code to:

      • Provider: Select the radio button and click the ellipsis to select a provider number.
      • Group: Select the radio button and click the ellipsis to select a group code.
      • Selected Providers: Select the radio button and click the ellipsis to select multiple provider numbers.

      Copy all exceptions (if applicable) associated with the

      recurring Clinic Time Exception record(s)?

      Select the checkbox to copy all exceptions that are associated with recurring clinic time exception records.

      Unschedule all future appointments that conflict with the Clinic Time Exception record(s) being copied?

      Select the checkbox to unschedule all future appointments that conflict with the copied clinic time exception records.
      Result Log file

      Click the ellipsis to select a path that the results of the copy process save to.

    You can split a time exception record, creating two separate records that have the same details, but different start and end dates.

    This is necessary when changes need to be made to a recurring exception that has dates in the past.

    Once the record has been split:

    • The first record maintains the original start date but has a new end date.
    • The second record has the first record’s end date as the start date and the original end date.

    To split a clinic time exception:

    1. Select a listed entry and click the Split Clinic Time Exceptions () icon to display the Split Clinic Time Exceptions window.

    2. From the Cutoff Date drop-down list, select the date that the item should be split.

      3. Note: This will be the end date of the first record and the start date of the second record.

    3. Click OK to save and close the Split Clinic Time Exceptions window.