Self Scheduling - Creating a New Calendar and Assigning it to Organizations

Self Scheduling - Creating a New Calendar and Assigning it to Organizations

Coming soon to Healthy Roster 2.0
Note: This feature is only available for Admin Provider Users

By creating a new calendar and assigning it to the organization, the admin provider user is tying the assigned providers to the calendar. Once the calendar is created and available to the organizations, the provider users are then able to set their availability.

Video Tutorial:

00:00: Hi this is Nikki from healthy roster and this tutorial is going to teach you about self-scheduling both creating a new calendar and assigning it to the organizations as a note this feature is available only to admin provider users Now by creating a new calendar and assigning it to the organization the admin provider user is tying the assigned providers to that calendar once the calendar is created and available to the organizations the provider users are then able to set their availability let's go through the setup process 00:31: To begin select the admin tab 00:34: Now select self-scheduling 00:37: Next select manage calendars 00:40: This page will allow you the ability to add edit or remove calendars to add a new we're going to select add 00:48: On the general tab for the ad calendar modal you will now input a name for your calendar this name is used for internal use only 00:57: Next input your desired URL slug this slug will sit at the end of the full URL for your schedule 01:05: Next you will see the full URL for your schedule with your slug at the very end if you'd like to copy this URL you can do so by selecting the copy button 01:15: Next input a description for your calendar this description is for internal use 01:21: Now input your welcome message this message will show as a greeting to the patient 01:26: Now input a scheduling complete message this message will appear after the patient has completed registration for their appointment 01:34: Now input and access code this code is intended to prevent those from outside of the organization from being able to schedule on the provider's calendars this is not active yet however we will initiate it before too long as a note this access code should be something that is unique and not easily guessed 01:53: Now select the time slot duration or the length of the appointment 15 30 minutes and one hour are your options 02:01: Now select the new appointment schedule Max this determines how many days in advance and appointment is able to be scheduled you can select from seven days 14 days or 30 days 02:13: Now input a number 1 to 10 for your default overbooking limit per time slot this will determine how many appointments can be done per provider per time slot note when the provider sets are availability on their own they are able to override this 02:29: Next select the time zone in which the calendar is relevant for 02:34: Now set the default start and end time for this calendar 02:38: Now that you've created the parameters for the default calendar you will need to assign it to organizations select organizations 02:46: All of the organizations within your account will now show check the box for those that you'd like this calendar to apply to 02:53: If you'd like the patient to complete a document with registration of their appointment select the document tab 03:00: You will see all of the document types that you've assigned for your account are now showing here check the box for the documents you'd like to assign for appointment registration 03:09: Now that your default calendar is set you will select save 03:14: If you have questions or need more help please visit the help tab on the left navigation or reach us directly at help@healthyroster.com

Step-By-Step Tutorial:
  1. Select the admin tab
  2. Select Self Scheduling
  3. Select Manage Calendars
  4. Select Add
  5. Input a Name for internal use
  6. Type in your desired URL Slug
  7. One you've input your URL Slug the next box will show you the Full URL, you can use the copy icon to copy your URL for use
  8. Now input a description for your calendar, this description is for internal use
  9. Input a Welcome Message; this message will show as a greeting for the patient.
  10. Input a Scheduling Complete Message. This message will appear after the patient has completed registration for an appointment.
Note: once an appointment is scheduled, the provider user and patient will receive an email

  1. Input an access code. The access code is intended to prevent those outside your organization from being able to schedule on your calendar.
Note: this is not active yet
  1. Next, select the Timeslot Duration or length of the appointment
  1. Select the New Appointment Scheduling Max; this determines how many days in advance an appointment can be scheduled. You can select from 7 Days, 14 Days, or 30 Days
  2. Input a number (1-10) for your Default Overbooking Limit Per Timeslot. This determines how many appointments can be done per provider, per timeslot.
Note: when a provider sets their availability, they can override this
  1. Set your calendar time zone
  2. Set the Start Time and End Time of your calendar
  3. Scroll to the top of your modal page and select Organizations
  4. Check the box for the Organizations you wish to assign to this Calendar.
  5. Lastly, if you wish to assign documents to the appointment you can select Documents
  6. Select the document(s) that you want patients to complete before completing their appointment registration. This document has to be assigned to the organization that the patient belongs to.
  7. Select Save


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