How To: Set Up Work Schedules

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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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Comments

  • Avatar
    Kelly M Champion

    How do I create a schedule with 50 minute, 60 minute, & 30 minute time blocks?

  • Avatar
    Laura

    Kelly,

    The work schedule is only to set the start and end time of the clinician's work day. For example, you can set that a clinician works 9 am - 5 pm on Monday and 10 am - 6 pm on Tuesday. The duration of appointments is set in two places: in the service code settings and the appointment dialog when you add it to the calendar.

    To learn more about service codes, see this article: https://support.therapynotes.com/hc/en-us/articles/200259905-Add-Delete-or-Change-a-Service-Code-CPT-

  • Avatar
    Sarah Houy

    Is there a way to create a an "available appointment" on the calendar so that if someone logs into see my availability they don't see all my availability. I would like to make available only 1 hour every few days for new client consults and reschedules, but I am not sure if therapy notes has this capacity or not....

  • Avatar
    Sean Behan

    Hi Sarah,

    TherapyNotes allows you to customize your general availability for the Client Portal. Click User Icon > Settings > Staff User Accounts > Your Name > Work Schedule tab to set your work schedule, which you can customize for each day of the week. We currently do not have a function to make only specific appointment times available. I have submitted your suggestion for review.

    Please let us know if you have any other questions. Thank you.

  • Avatar
    Michael Rivera

    I work at different sites on alternating weeks (e.g.; every other, every third, first and second) and need to be able to arrange my work schedule accordingly and cannot do so on Therapy Notes. Could this be arranged without a workaround?

  • Avatar
    Jordan

    Michael,

    Thank you for your suggestion. I have forwarded this to management for review. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Rachell Beals

    Can Therapy Notes change a staff persons schedule for a certain period of time? Ex) Clinician A works Mon & Fri January -June, Tues & Thurs July - August, and Mon & Fri Sept - December.
    Currently the only way I see to do this is change template hours but if I do it today - it is effective today -- I can not add date ranges....... or can I?

  • Avatar
    Rachael

    Rachelle,

    There is not currently a way to set a work schedule for future months. Changes made to the work schedule are effective immediately. If you have further questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.