Best Practice - Medical Director - Zedmed 

What information can I see in the Availability Calendar? 

Within the Availability Calendar you can:

• View practitioners sessions that have synced from your clinical software, or in the Dashboard (if using HotDoc Calendar).
• View custom sessions and limited sessions created for your practitioners in your HotDoc Dashboard. 
  (eg. Telehealth at certain times of the day or on specific days).
• View/Edit Hidden sessions created in your HotDoc Dashboard.
  
• View a practitioner's online availability summary.
• Identify possible reasons why a practitioner is not available online.

The below will explain how to view this:

1. Log in to the Dashboard and go to Bookings > Availability:
   
   
   
   
2. You will then be able to see the following:
   
   
   • Practitioners sessions: Session times that we sync from your practice management software.
     
     
     • The green blocks represent sessions we're syncing for practitioners that are visible for online bookings (We will show these in grey when a practitioner is not visible for online bookings). 
       
       
       
       
   • Hidden sessions: Used to block a session from showing available online. You can hide a session in the Bookings > Hide Sessions section of the Dashboard, and also directly from this calendar.
     
     
     • The red blocks represent hidden sessions that have been setup 
     • To create, edit or delete a hidden session, please see How to block a practitioner's availability online using 'Hide Sessions' 
       
       
       
   • Exclusive sessions: Created directly in this calendar, allow you to limit a session to only offer specific appointment types online, automatically excluding any other appointment types from being bookable during that time.
     
     
     • The purple blocks represent limited sessions that are set up for a practitioner if they're visible for online bookings.
       
       
       • We'll show all the appointment types that are part of each limited session
       • To edit or delete these, you can click on the block directly
         
         
         
         

         When Exclusive Sessions are created, only the selected appointment types will be bookable. Exclusive Sessions overwrite custom sessions. For more information, please see How to customise your practitioner's online availability

         
         
         
   • Custom sessions: Created directly in this calendar or in the practitioner's appointment type settings to restrict a HotDoc appointment type to be bookable on specific dates and times.
     
     
     • The yellow blocks represent custom sessions set up for a practitioner's appointment types if they're visible for online bookings.
       
       
     • We will show these in grey when a practitioner is not visible for online bookings). 
       
       
     • To edit these, you can click the yellow block itself, or go to the practitioner's settings. For more information, please see: How to create, edit and delete Custom Appointment Type Sessions in the Availability Calendar
       
       
       
       
   • Practitioners appointment summary: Clicking View Summary will allow you to see which appointment types the practitioner is or isn't enabled, and their online availability based on the custom sessions and exclusive sessions set up for that practitioner. For more information please see How to view a summary of a Practitioner's availability
     
     
     
     

     ⓘ Please notice

     We will update the information shown on the Availability Calendar as soon as we sync it. It can take up to 30 minutes for us to sync any session changes from your clinical software. However, changes made on hidden, exclusive and custom sessions should be displayed on the calendar immediately.

     
     
     

How to navigate and filter the Availability Calendar

The following section will explain how you can navigate and filter the availability calendar in order to see practitioners availability. Please note that any user with access to the Dashboard can see the Availability calendar and make changes to it.

See below for how to navigate the availability: 

• You can view sessions by Day or Week by selecting an option above the calendar. 
  
  
  
  
• To view a specific practitioner's availabilities, select the "Week" view then select Edit on the top right corner to choose the practitioner:
  
  
  
  
• You can change the date by using the navigation buttons 1 week, 1 month or 6 months, or click the calendar icon to navigate to a date in the future or past:
  
  
  
  
• You can see the reasons why we might not be showing practitioners online, for example Not visible for Online Bookings or Not linked to Best Practice (PMS):
  
  
  
  
• In the bottom bar, you will find checkboxes for Practitioner's sessions, Hidden sessions, Exclusive sessions and Custom appointment type sessions. You can tick or untick these boxes to choose what you would like us to display on the calendar:
  
  
  
  
• You can also choose which HotDoc appointment types you want to us to show Exclusive and Custom sessions for. On the bottom right corner, click under Displaying sessions for and select the ones you are interested in from the menu:
  
  
  
  

How to view a summary of a Practitioner's Availability 

You can see all the appointment types and their availability based on Exclusive and Custom sessions set up for a specific practitioner by clicking View Summary under a practitioner's name. This will show in more detail the times a patient can book a specific appointment for with a practitioner as well as what types the doctor doesn't offer.

1. Click on the View Summary button under the practitioner's name:
   
   
   
   
2. Here you will see the appointment types the practitioner is and isn't enabled for, and each appointment type's availability based on existing Exclusive and Custom sessions.
   
   
   • Yellow icons will show for appointment types affected by custom sessions 
   • Green icons will show for appointment types that will be available at any time
   • Grey icons represent the appointment types the practitioner is not enabled for
     
     
     
     
   • To edit the Hidden, Exclusive or Custom sessions set up for the practitioner, click on the X to go back to the Calendar or click the Edit practitioner to go to the practitioner profile settings:
     
     
     

How to create, edit or delete Hidden, Exclusive and Custom sessions in the Availability Calendar

You can edit a practitioner's online availability directly in the Availability Calendar following these steps:

1. How to create, edit or delete hidden sessions on the Availability Calendar
   
   
2. How to create, edit and delete Custom Appointment Type Sessions in the Availability Calendar
   
   
3. How to create, edit and delete Exclusive sessions in the Availability Calendar