How do I set Work Schedules for Clinicians?

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A work schedule can be specified for each Clinician so TherapyNotes knows when each person starts and ends their work days. The information is available to Schedulers so they know each Clinician’s availability. If a Scheduler attempts to create an appointment for a Clinician when that Clinician is not working, a warning message appears to alert the user of the scheduling conflict. The work schedules also enable new and existing patients to schedule appointments through the Client Portal. Clinicians without a work schedule do not appear on the Client Portal. 

Work schedules are not required to be set. Without a work schedule, the system will allow an appointment to be created at any time without a warning.

 

To create a work schedule: 

User Icon > Settings > "Work Schedules" 

  • Decide whether or not to check the box next to "Only practice administrators and schedulers can edit work schedules. 
  • Clinicians can not edit their own work schedules if this option is selected".  Select the clinician from the dropdown. 
  • Click "Edit" in the upper right corner of the "Work Schedule" box to open for editing.
  • Configure the dropdowns and fields to select a day, start time, end time, and location. 
  • To add a schedule for another day, click the blue "+Add a Time" button. 
  • When finished click the green "Save Work Schedule" button. 

 

To block off recurring events like lunch or staff meetings, do NOT use the Work Schedule feature. Instead:

  • Click SCHEDULING at the top > "+Create New Appointment" 
  • From the "Type" dropdown select "Scheduled Event". 
  • Select the Clinician, location, date, start time, end time, and set the "Frequency" to "Recurs Weekly". 
  • Select the days of the week for the lunch/event black out to recur for the user. 
  • Write any notes in the "Event Description" box.
  • Click the green "Create Appointment" button to save. 
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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
    Rachelle 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.