How To: Set Up Work Schedules

Work schedules define the start and end of a clinician's work day and provide an easy reference of each clinician's availability for schedulers. Work schedules should be set for any user with a clinical role in TherapyNotes. If any user attempts to create an appointment for a clinician outside of that clinician's designated work schedule, a warning will appear to alert the user of a scheduling conflict.

While work schedules are not required to schedule appointments through TherapyNotes, they are required to allow clients to view a clinician's availability and request appointments on TherapyPortal, your custom client portal. If a clinician does not have a work schedule set, TherapyNotes will allow an appointment to be created at any time without a warning.

Role Required: Practice Administrator or Practice Scheduler

To set a work schedule for a clinician:

  • Click the User Icon > Settings > Work Schedules

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  • If you would like to remove the ability of Clinicians to set their own work schedules, select the Only practice administrators and schedulers can edit work schedules checkbox
  • Choose a Clinician to set a work schedule for
  • Click anywhere on the Work Schedule box to edit
  • Click the Add a Time button and enter a day, time, and location for this Clinician
  • Repeat the above step until all days and hours are set
  • To remove a scheduled time, click the X to the right of the corresponding time
  • Click the Save Work Schedule button

Allow Clinicians to set their own work schedules

By default, Clinicians may set and edit their own work schedules unless the Only practice administrators and schedulers can edit work schedules checkbox is selected in your practice's Work Schedules settings.

Role Required: Clinician, Intern, or Clinical Administrator

To set your own work schedule:

  • Click the User Icon > Profile > Work Schedule tab
  • Click anywhere on the Work Schedule box to edit
  • Click the Add a Time button and enter a day, time, and location for this Clinician
  • Repeat the above step until all days and hours are set
  • To remove a scheduled time, click the X to the right of the corresponding time
  • Click the Save Work Schedule button

Work schedule exceptions

If a clinician has an exception to their regular work schedule, create a Scheduled Event or Vacation or Blackout Period on their calendar rather than editing the clinician's work schedule. Creating a Scheduled Event or Vacation or Blackout Period prevents appointments from being scheduled at that time and restricts availability for that time slot on TherapyPortal. However, please note that clients may still schedule appointments on the client portal during practice-wide Scheduled Events. To learn more, read How To: Schedule Non-Clinical Events.

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