How To: Schedule Non-Clinical Events

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In addition to scheduling clinical appointments, TherapyNotes allows you to schedule events, vacations, and blackout periods to keep track of each clinician's availability. Scheduled events, vacations, and blackout periods affect each clinician's availability on the client portal.

There are two types of non-clinical events that you can schedule: a Scheduled Event and a Vacation or Blackout Period.

Role Required: Any

Scheduled Event

Scheduled Events may be associated with either a specific Clinician or the entire practice. Practice-wide events may include events such as meetings, employee training, and other similar happenings and appear on every user's calendar. Clients may schedule appointments on the client portal during practice-wide Scheduled Events, but clients may not schedule appointments during Scheduled Events for individual clinicians.

To schedule an event:

  • Click Scheduling
  • Do one of the following
    • Click the Create New Appointment button
    • Double-click on a date on the calendar
    • Hover over a date on the calendar and click the plus sign (+)
  • The New Appointment dialog will appear. From the Type dropdown, select Scheduled Event

scheduledevent.png

(A) Clinician: Select a clinician, or select Practice-Wide for the event to appear on everyone's calendar.

(B) Frequency: Scheduled events can be one-time or recurring. Recurring events may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.

(C) Event Description: Click in the Event Description field to select from a list of typical events or type in your own response. Your Event Description will be the title of the event on the calendar.

  • Click the Create Appointment button

Vacation or Blackout Period

To block off time for vacations, lunch, personal appointments, or other blackout periods, schedule a Vacation or Blackout Period. Because a Vacation or Blackout Period is meant to show when a clinician is not available to see clients, only users with the Clinician or Intern role can be associated with the Vacation or Blackout Period appointment type. Clients may not schedule appointments with a clinician during a Vacation or Blackout Period.

To schedule a vacation or blackout period:

  • Click Scheduling
  • Do one of the following
    • Click the Create New Appointment button
    • Double-click on a date on the calendar
    • Hover over a date on the calendar and click the plus sign (+)
  • The New Appointment dialog will appear. From the Type dropdown, select Vacation or Blackout Period

vacationorblackout.png

(A) Clinician: Select a single clinician. If you would like to cancel any conflicting appointments for this clinician, select the If the clinician has any other appointments scheduled during the blackout period, cancel those appointments at this time checkbox.

(B) Frequency: Vacations or blackout periods can be one-time or recurring. Recurring vacations or blackout periods may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.

(C) Event Description: Click in the Event Description field to select from a list of generic responses, or type in your own response. Your Event Description will be the title of the vacation or blackout period on the calendar.

  • Click the Create Appointment button
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Comments

  • Avatar
    Ryan Scott, PhD

    If there is a Practice Wide scheduled event, can a client still schedule at that same time through the portal? We have a client who was able to book a time over a scheduled meeting time through the portal. This makes it very difficult to schedule staff meetings because clients can still request a meeting through the portal. Therapists assume that requests through the portal don't conflict with appointments. This is how most online calendars work.

  • Avatar
    Rachael

    Ryan,

    Practice wide events do not block off times on the schedule. Therefor, patients will be able to request appointment times during these periods. In order to block off certain times on the schedule for clinicians, a 'Vacation or Black Out Period' for each clinician. If you have any questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.