Scheduler > Import Schedules

Key Info  
Purpose:

A utility that allows you to import provider schedules and exceptions.
Related Module(s):

Scheduler
Accessed From:

Maintenance > Scheduler > Import Schedules
Window(s):

Schedule Import

Dependencies:

Clinics

Chairs

Clinic Time Exception Reasons

Schedule Import Window

axiUm can import schedule data from plain text, field delimited files. Setting up and executing a schedule import is complicated and can result in schedule problems if due care is not taken.

Please contact axiUm support staff if you are unsure how to import a schedule.

Tip: The session and chair codes that are being imported are the import codes not the scheduler codes. If the import codes are not used for the chair and session the import will not work.

The Schedule Import window allows you to import clinic time and clinic time exceptions. It consists of two tabs:

  • Clinic Times: This tab is used to import clinic time schedules for providers and reserve chairs for providers. Reserves are usually session-based but partial reserves can be imported by using start time and end time fields.

    • For more information on creating the data files for this tab, see How to Import a Provider's Working Schedule in the axiUm Community.

    Field Description
    Field Delimiter

    A set of radio buttons that indicates the delimiter used in the file:

    • Comma: Fields in the import file are delimited by a comma.

    • Tab: Fields in the import file are delimited by a tab.

    • Other: Fields in the import file are delimited by the character specified in the field that is enabled when this option is selected.
    Import File

    A text field that indicates the path to the import file.

    The ellipsis is used to navigate to the import file.
    Results File

    A text field that indicates the path to the result file.

    The ellipsis is used to navigate to the result file.
    Add Chair Reservations

    A check box that, when selected, indicates that the import process will create the associated chair reservations.
    User Session Layout definitions if not in import file A check box that, when selected, indicates that axiUm will keep any session layout information in axiUm that is not overwritten in the import file.
    Import Disciplines that are not predefined

    A check box that, when selected, indicates that disciplines listed in the import file that have not been previously defined will still be used.

    Example: If your predefined list has an orthodontics discipline code of ORT, and the import file has it as ORTH, import it as ORTH.
    Date Format

    A set of radio buttons that indicates the date format used in the file:

    • MMDDYYYY

    • DDMMYYYY

    Date Delimiter

    A check box that, when selected, indicates that a delimiter is used to separate the date fields, and displays a field used to identify the delimiter.
    Time Delimiter A check box that, when selected, indicates that a delimiter is used to separate the time fields, and displays a field used to identify the delimiter.
    Field Position Order

    Text fields that indicate the order of the fields in the schedule import file.

    Required Fields:

    • Date: The date that this import record applies to.

    • Session: The session import code of the session the chair is being reserved in.

    • Chair: The import code of the chair being reserved.

    Optional Fields (can be blank or 0):

    • Provider: The import code of the provider the reserve is for.

    • Discipline: The import code of the discipline to stamp on the chair.

    • Instructor / User: The import code of the instructor to stamp on the chair.

    • 2nd Prov / Assistant: The import code of the additional provider to include on the reserve.

    • Start Time: The start time of the reservation (for partial session reserves).

    • End Time: The end time of the reservation (for partial session reserves).

    • Display Desc: An abbreviated version of the clinic time description to be used for the display of the providers schedule.

      • Tip: A 0 entered in optional fields indicates that these fields are not used for this import. If left blank, any session information is used to populate the field.

    Task Procedure
    Import Clinic Times

    1. Complete the fields as necessary and click OK.

  • Clinic Time Exceptions: This tab is used to import the times that a provider is not available for clinic work and cannot have a chair reserved for them.

    • For more information on creating the data files for this tab, see How to Import Non-Clinic Times in the axiUm Community.

    Field Description
    Field Delimiter

    A set of radio buttons that indicates the delimiter used in the file:

    • Comma: Fields in the import file are delimited by a comma.

    • Tab: Fields in the import file are delimited by a tab.

    • Other: Fields in the import file are delimited by the character specified in the field that is enabled when this option is selected.
    Import File

    A text field that indicates the path to the import file.

    The ellipsis is used to navigate to the import file.
    Results File

    A text field that indicates the path to the result file.

    The ellipsis is used to navigate to the result file.
    Add Recurring Groups

    A check box that, when selected, indicates that the import can include recurring items.
    Date Format

    A set of radio buttons that indicates the date format used in the file:

    • MMDDYYYY

    • DDMMYYYY

    Date Delimiter

    A check box that, when selected, indicates that a delimiter is used to separate the date fields, and displays a field used to identify the delimiter.
    Time Delimiter A check box that, when selected, indicates that a delimiter is used to separate the time fields, and displays a field used to identify the delimiter.
    Field Position Order

    Text fields that indicate the order of the fields in the schedule import file.

    Required Fields:

    • Date: The date that this import record applies to.

    • Start Time: The start time for the exception.

    • End Time: The end time for the exception.

    • Provider: The import code of the provider the exception applies to.

    • Description: The description of the clinic time exception reason (and must match a reason code from the Clinic Time Exception Reasons window).

    Optional Fields (can be blank or 0):

    • Display Desc.: An abbreviated version of the clinic time exception reason.

    • Available Clinic: The import code of a clinic that the provider is available in during this exception.

      • Tip: A 0 entered in optional fields indicates that these fields are not used for this import. If left blank, any session information is used to populate the field.
    Task Procedure
    Import Clinic Time Exceptions

    1. Complete the fields as necessary and click OK.