Question

How do I check that my practitioners sessions are set up correctly?

Solution

There may be times where a practitioner is working and their sessions are not showing on HotDoc as expected, or a practitioner is not working and their sessions are showing on HotDoc when they shouldn't be.

If you have sessions or a schedule set up for the practitioner in your Practice Management Software (PMS), HotDoc will sync these and display the relevant appointment times online on your bookings page.

If there's a session in your PMS which you do not want to appear online, you can either delete the session in the PMS, or add a hidden session in HotDoc to prevent it from showing online.

Please select your PMS from the tabs below for further instructions.

Best Practice

To view a practitioners appointment sessions as set up in Best Practice, please do the following:

Navigate into Setup > Sessions > select the relevant practitioner.
Please review their standard sessions and extra sessions.
If you need to add sessions, you can do so here.
If you need to remove sessions where the practitioner should not be showing availability by clicking 'delete' on that session.
Please ensure that the 'Weekly' column is set to 1 (rather than 0), if a session reoccurs each week. Otherwise we are unable to sync the session.

Sessions that have been set up correctly should look like the above (Click to enlarge)
It can take 15 mins - 1 hour to sync changes to your sessions. We recommend checking the Availability Calendar in the Bookings > Availability section of HotDoc to see a visual display of the 'Practitioner sessions' in green:

Helix

To view a practitioners appointment sessions as set up in Helix, please do the following:

Navigate into Settings > Users > click the Appointment Book.
Select a Centre, Work Area and HCP. The sessions should then show as indicated in the screenshot below.
If you need to add sessions, you can do so here.
If you need to remove available times where the practitioner should not be showing availability by clicking the red symbol next to the session.

Sessions that have been set up correctly should look like the above (Click to enlarge)

Medical Director (Pracsoft)

To view a practitioners appointment sessions as set up in Pracsoft, please do the following:

Navigate into Setup > Availability
Select the relevant doctor and check the relevant days to see if there is a session setup. Please also review your special sessions.
If you need to add sessions, you can do so here.
If you need to remove any sessions where the practitioner should not be showing availability.

Sessions that have been set up correctly should look like the above (Click to enlarge)
It can take 15 mins - 1 hour to sync changes to your sessions. We recommend checking the Availability Calendar in the Bookings > Availability section of HotDoc to see a visual display of the 'Practitioner sessions' in green:

Optomate

To view a practitioners appointment sessions as set up in Optomate, please do the following:

In the Optomate Setup section, click the green Users tile. Click on the user's name, then on the Appointments tab.
If a session has the checkbox to the right ticket, HotDoc will show this online

Sessions that have been set up correctly should look like the above (Click to enlarge)

Please note: HotDoc also syncs sessions that are set in the Change Schedules section found in the Optomate appointment book. If sessions are edited here, HotDoc will override the default sessions (set up on the Appointments tab) with this new session information.
Add or remove any sessions as required.

Zedmed

To view a practitioner's appointment sessions as set up in Zedmed, please do the following:

Click on Appointments to locate the appointment book. Then navigate into View > Setup > Schedules.
Locate the relevant doctor and check their sessions.
Note: HotDoc will only sync sessions for Doctors. Sessions for Resources do not sync to HotDoc.
If you need to add any sessions, you can do so here.
If you need to remove sessions where the practitioner should not be showing availability, click 'Delete' on the session, then 'Close'

Sessions that have been set up correctly should look like the above (Click to enlarge)
It can take 15 mins - 1 hour to sync changes to your sessions. We recommend checking the Availability Calendar in the Bookings > Availability section of HotDoc to see a visual display of the 'Practitioner sessions' in green:

Cliniko

Note: In order to sync a practitioners sessions, please ensure the following criteria is met in Cliniko:

1. Practitioner must have sessions set up in Cliniko

2. Be marked as a 'Practitioner' in the Cliniko User & Practitioner Settings

3. Be an 'Active User' in the Cliniko User & Practitioner Settings

To view a practitioner's appointment sessions as set up in Cliniko, please do the following:

When in the Cliniko 'Appointments' tab, under 'Availability' click 'Adjust Schedule'.
This will take you to the 'Users & Practitioners' section where you can then click on the respective practitioners name.
Under '[Practitioner name] is a practitioner' select Edit their practitioner settings
Scroll to Practitioner Availability and check the following:
- Ensure the checkboxes are selected next to the given days, and the start and end time are correct
- Ensure the 'breaks' are set correctly, we will not show these as available on the HotDoc bookings page.
To save any changes, select Update practitioner

coreplus

Note: In order to sync a practitioners sessions, please ensure the following criteria is met in CorePlus:

1. Practitioner must have sessions set up in CorePlus, and Publish To: HotDoc must be checked.

2. Be marked as a 'Practitioner' in the CorePlus User Settings

3. Be marked as 'Active' in the CorePlus User settings

4. Be marked as 'Publish' in their User Profile, located within in the 'Setup > Settings > User Profile' section of CorePlus

To view a practitioner's appointment sessions as set up in CorePlus, please do the following:

When in the CorePlus 'Calendar' tab, under 'Availability Schedule' select
click 'View Schedule'.
This will take you to the selected practitioner's schedule overview. To edit the session and view more details, click on a schedule.
Check the following:
- Publish to "HotDoc" is ticked
- Ensure the checkboxes are selected next to the Days Active, and the Date Range are correct
- Ensure the 'breaks' are set correctly, we will not show these as available on the HotDoc bookings page.
- Ensure a Location is selected.
To save any changes, select Save and Update

Nookal

Note: In order to sync a practitioners sessions, please ensure the following criteria is met in Nookal:

Practitioner must be set as 'Active'
Practitioner must be ticked for at least one location

To view a practitioner's appointment sessions as set up in Nookal, please do the following

From the Nookal Diary, select the person/cog icon from the top right hand corner.
Select Set schedule for and a Practitioner name from the list, then select the blue arrow.
Select the session in question, or select 'Add new schedule' if you require a new session to be setup.
From here, check that the date, recurrence and start and finish time and location are all set and in line with your expectations.
1. The ‘every’ field lets you choose the repeat frequency
2. the ‘In’ field allows you to choose the location
3. Select the days and time
4. Select Next to continue
Select the appropriate timeframe for when this session should start or end (or be indefinte) then click Next:
Ensure that any necessary breaks have been setup accordingly, and press Save to save changes.