Clinic Layouts

Note: Although Book mode does not require clinic layouts for clinics, they can be used if a clinic is set to Book by Chair.

Clinic layouts are a way to convey information in the Scheduler. This includes a floorplan of available chairs in the clinic, as well as other identifying information, such as which types of appointments and/or providers should be booked into each chair. They are created and managed from the Chair tab.

There are two different types of layouts available:

Session layouts allow you to stamp chairs with instructor, discipline, and provider group information for a session.

Important: If using session layouts to control instructor schedules, ensure that instructor schedules are not configured from Maintenance as this may cause scheduling conflicts. Each clinic can use only one set schedule.

Note: When working in Availability mode, provider group information cannot be added to the session layout.

Daily layouts allow you to stamp chairs with instructor, discipline, and provider group information for a day. They also allow you to create chair reservations for providers. Chair reservations allow you to assign a provider to a chair for a specific date and time.

Tip: Daily layouts can be used as an override for session layouts.

Note: When working in Availability mode, provider group information and chair reservations cannot be added to the daily layout.

Tip: If working in Book or Chair mode, you can configure a station option to enforce any stamped provider group settings so that a warning message displays when a user attempts to reserve a chair for a provider not in the group stamped on the chair. This is configured from the Scheduler Options window > Warn if Reserving Chair Assigned to other Provider Group field.

Chairs can display in different colors based on their status.

  • White (): This indicates the chair is not reserved.

  • Yellow (): This indicates the chair is reserved for a provider other than the current user, but no appointments are scheduled.

  • Pink (): This indicates the chair has an appointment, and the provider scheduled an appointment.

  • Green (): This indicates the chair is reserved for the currently logged in provider.

  • Blue (): This indicates the chair is reserved for another provider and a staff member scheduled an appointment.

  • Grey (): This indicates the chair is unavailable.

  • Brown (): This indicates the chair is unavailable due to a clinic holiday.

The following may also display on chairs:

  • A colored band on the top of the chair block signifies the status of a scheduled appointment. If there is more than one color in the band, multiple appointments are scheduled.

    • Tip: A black band signifies that there are no appointments with set statuses.

    Note: Appointment backgrounds must be configured to use appointment status colors in the Scheduler > Active tab. This is configured from the Scheduler Options window > Appt Background Color field and Show Appt Status Colors on Chair Tab field.

  • A black line on the left side of the chair block indicates how much of the session has been reserved.

To manage a clinic layout:

  1. Open the Scheduler module and click the Chair tab.
  2. Review the clinic layout.

  3. To perform another task, complete any of the following:

    1. Right-click and choose Select Clinic… to display the Clinics window and select a listed clinic.

    1. Right-click and select Make Appt Request… to display the Select Patient window.

    2. Search for and select a patient to display the New Appointment Request window.

    3. Complete the fields as necessary and click Accept.

    1. Right-click an unreserved chair and select Reserve Chair for… to display the Providers List window.

    2. Search for and select a provider.

    Note: When working in Availability mode, this task is not applicable.

    1. Right-click an unreserved chair and select Reserve Partial Session for… to display the Reserve Partial Session for Provider window.

      2. Note: This option is only enabled if the Scheduler Options window > Chair Labels section > Enable Partial Reserve on Chair Tab checkbox is selected.

    2. Set the provider, time, and reason as necessary, and click OK.

    Note: When working in Availability mode, this task is not applicable.

    Some chairs/appointments may require a secondary provider to assist the primary provider.

    Note: If there are multiple partial reservations in the chair during the session, the provider is added to all.

    Tip: Chairs reserved with a second provider display an (*).

    1. Right-click a chair and select Reserve for Second Provider… to display the Providers List window.

    2. Search for and select a provider.

    Note: When working in Availability mode, this task is not applicable.

    1. Complete any of the following:

      • To remove a primary provider’s reservation, right-click a reserved chair and select Unreserve Chair.

        • Note: Removing the primary provider reservation automatically removes any secondary provider reservation.

      • To remove a secondary provider’s reservation, right-click a reserved chair and select Unreserve Second Provider.

    Note: When working in Availability mode, this task is not applicable.

    When necessary, you can move a reservation (provider and their patient) to another chair in the current clinic or a different clinic.

    Note: Reservations can be moved between sessions, but not between different dates.

    1. Right-click a reserved chair and select Move Reservation.

    2. Complete any of the following:

      • To move to a chair in the current clinic:

        1. Click and drag the cell to an empty chair.

        2. Double-click to re-assign the reservation.

      • To move to a chair in another clinic:

        1. Right-click and choose Select Clinic… to display the Clinics window.

        2. Select a listed clinic, then drag the cell to an empty chair.

        3. Double-click to re-assign the reservation.

        Tip: To cancel a move, right-click the cell and select Cancel.

    Sometimes you may need to make a chair unavailable for use in a clinic.

    Example: The chair requires maintenance.

    In some cases, chairs can be made unavailable because of a recurring reason.

    Example: The clinic is closed every second Friday for classes.

    Important: If making a chair unavailable for a range of dates, confirm the dates are correct. Chairs can only be made available again one at a time on each individual date.

    To make a chair unavailable:

    1. Right-click a chair and select Make Unavailable to display the Make Unavailable window.

    2. Under Unavailable Details, complete the fields as necessary.

      3. Field Description
      From / To

      Enter the start and end times that the chair will be unavailable.

      Display Desc.

      Click the ellipsis to display the Closure Reasons window and select the reason the chair is unavailable.
      All chairs in the clinic

      Select the checkbox to indicate if the closure reason applies to all chairs in the clinic.

    3. If the chair will be unavailable for recurring dates, under Unavailable Period, complete the fields as necessary.
      4. Field Description
      Apply to multiple dates

      Select the checkbox to indicate that the chair(s) are unavailable over multiple dates.

      Note: If selected, all other fields in this section are enabled.
      Recur Every __ week(s)

      Enter a value to indicate how many weeks until the cycle repeats.

      Starting On / Ending On

      Select the start/end dates of the date range from the drop-down calendar.

      Monday – Sunday Select the checkbox for each day that the chair(s) will be unavailable.

    1. Right-click a chair and select Undo Unavailable.

    When necessary, you can reassign a provider’s appointments to another provider.

    Examples: You can reassign an entire day’s schedule to another provider or move all appointments to the other chair.

    1. Right-click a chair and select Reassign Appointments… to display the Reassign Appointments window.

    2. Complete the fields as necessary and click OK.

    Notes: 

    • This works in conjunction with the Clinics window > Charge for Cancelled Appt. field.

    • When working in Availability mode, this task is not applicable.

    When necessary, you can indicate if instructor-approved cancellations occurred on a chair reservation.

    Example: Bad weather prevented most students from attending school that day.

    1. Right-click a chair and select Academic Cancellation.

    Session layouts allow you to specify chair information for a session. They are typically created for sessions that repeat over a range of time. When adding a session layout, you can stamp chairs with instructor, discipline, and provider group information for a session.

    Note: When working in Availability mode, provider group information cannot be added to the session layout.

    Tip: If working in Chair or Book mode, you can configure a station option to enforce any stamped provider group settings so that a warning message displays when a user attempts to reserve a chair for a provider not in the group stamped on the chair. This is configured from the Scheduler Options window > Warn if Reserving Chair Assigned to other Provider Group field.

    If including instructor information in the session layout, this defines the pattern of days that an instructor will work and identifies which clinic chair an instructor will cover during the session.

    Important: This does not reserve chairs.

    Example: You can specify the covering instructor for a section of a clinic so students will know who they need to talk to for grading, approvals, start checks, etc.

    Tip: These are most often used when instructors have regular, predictable schedules.

    Note: Depending on configuration, an instructor may cover multiple chairs during a session.

    Instructor information is generally set for undergrad clinics that use Chair or Availability mode.

    To manage session layouts:

    1. (Optional) If necessary, click the Clinic () icon to display the Clinics window and change the clinic.

    2. Right-click and select Session Layouts… to display the Discipline/Group Layout window.

      3. Tip: Select the Show Past checkbox to display previous session layouts.

    3. Review the listed entries as necessary.

    4. 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
        Clinic

        Select the clinic the session layout is for from the drop-down list.

        Description

        Enter a full description of the session layout.
        From Date / To Date

        Enter the start and end times for the session layout.

        Mon - Sun

        Select the checkbox for each day that this layout applies to.

        Note: There are no recurrence controls as the layout repeats weekly on the selected days that occur within the start and end dates.

        Session

        Select the clinic session that this layout applies to from the drop-down list.

        Tip: If a clinic has multiple sessions, multiple layouts need to be created.

      1. Select a listed entry.

      2. Make any necessary changes 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.

        3. Note: You cannot delete a session layout that is in use.

      Once the session layout has been created, you can stamp the information onto each chair in the clinic.

      1. Select a listed session and click the Session Layout () icon to display the Session Layout window.

      2. Review the session layout.

        3. Note: Gray chairs are unavailable and cannot be stamped.

      3. Complete any of the following fields, and when ready, click each cell as necessary to stamp the chair.

        4. Field Description
        Discipline

        Select an entry from the drop-down list to identify what type(s) of appointments should be booked in the chair.

        Group

        Note: When working in Availability mode, this field is not applicable.

        Select an entry from the drop-down list to identify which provider group should be booked in the chair.

        Tip: If working in Chair or Book mode, you can configure a station option to display a warning if a student from another group attempts to reserve the chair. This is configured from the Scheduler Options window > Warn if Reserving Chair Assigned to other Provider Group field.
        Inst. / User

        Click the ellipsis to display the Users List window and select which instructor should be covering the chair for that session.

      4. Repeat Step iii as necessary.

        5. Tip: To clear a cell and remove incorrect stamps, right-click the cell.

        Note: Each cell can hold up to three types of stamps. If you select a new option from a field and click an already stamped cell, the content is replaced with the new entry.

      5. Click the Modify Record () icon to save your changes.

      6. (Optional) To delete the session layout, click the Delete Record () icon.

      1. (Optional) To preview the Discipline/Group Layout report, click the Preview Report () icon.

      2. To print the Discipline/Group Layout report, click the Print Report () icon.

        3. Note: The Discipline/Group Layout report uses the GroupL.rpt file in your SReports folder.

    Daily layouts allow users to specify chair information for a session on a single date for the currently selected clinic, date, and session. When adding a daily layout, you can stamp chairs with instructor, discipline, and provider group information for a day. Daily layouts can also be used to reserve a chair for a provider for that day.

    Notes:

    • A daily layout cannot unreserve a chair for a provider.

    • When working in Availability mode, provider group information and chair reservations cannot be added to the daily layout.

    Important: You cannot delete the daily layout. If necessary, you can modify the layout to remove stamps and other information.

    Tip: If working in Chair or Book mode, you can configure a station option to enforce any stamped provider group settings so that a warning message displays when a user attempts to reserve a chair for a provider not in the group stamped on the chair. This is configured from the Scheduler Options window > Warn if Reserving Chair Assigned to other Provider Group field.

    If including instructor information in the daily layout, this identifies which clinic chair an instructor will cover that day.

    Important: This does not reserve chairs.

    Example: You can specify the covering instructor for a section of a clinic so students will know who they need to talk to for grading, approvals, start checks, etc.

    Note: Depending on configuration, an instructor may cover multiple chairs.

    Instructor information is generally set for undergrad clinics that use Chair or Availability mode.

    To manage daily layouts:

    1. (Optional) If necessary, click the Clinic () icon to display the Clinics window and change the clinic.

    2. Right-click and select Daily Layout… to display the Daily Layout window.

    3. To modify the daily layout, complete any of the following fields, and when ready, click each cell as necessary to stamp the chair.

      4. Field Description
      Discipline

      Select an entry from the drop-down list to identify what type(s) of appointments should be booked in the chair.

      Group

      Note: When working in Availability mode, this field is not applicable.

      Select an entry from the drop-down list to identify which provider group should be booked in the chair.

      Tip: If working in Book or Chair mode, you can configure a station option to display a warning if a student from another group attempts to reserve the chair. This is configured from the Scheduler Options window > Warn if Reserving Chair Assigned to other Provider Group field.
      Inst. / User

      Click the ellipsis to display the Users List window and select which instructor should be covering the chair for that session.

    4. To reserve a chair for a provider, search for and select a provider from the Providers list.

      5. Note: If only allowed a single chair, the provider is removed from the list when assigned to a chair. If removed from the layout, they are re-added to the list, even if they do not match the current search criteria of the list.

      Note: When working in Availability mode, this step is not applicable.

    5. Repeat Steps c-d as necessary.

      6. Tip: To clear a cell and remove incorrect stamps except for already saved chair reservations, right-click the cell.

      Important: To remove a saved provider reservation, it must be unreserved from the chair layout.

    6. Click OK.