Setup Your Hours Of Operation

Configure Your Working Hours

Hours Of Operation in OutSmart EMR are a Background Event Type created within the Calendar.  They serve two purposes.  First, they visually define your working hours in the calendar, so that you can easily see when you will taking patients. Secondly, they define the rules by which your online booking system will function.

Creating Simple Hours Of Operation

Hours Of Operation background events are created the same way as any other event in your calendar.  This also means that they have all the flexibility of regular events in the calendar.  They can be one-off or repeating, they can stop and resume at any point in time, and they can be deleted and moved around.  To create a background event, click anywhere in the calendar to open up the Calendar Event Editor.

The event editor allows you to specify the properties of your background event.  Let’s say for example that you want to create a weekly repeating Hours Of Operation event on Mondays from 10:00am to 2:00pm.  You would select the weekly repeating option, set it to Mondays, select and end date (if any), and then select the Hours Of Operation event type.  Here’s how that would look:

Calendar Event Editor showing the setup for a simple Hours Of Operation event, repeating weekly every Monday.

Calendar Event Editor showing the setup for a simple Hours Of Operation event, repeating weekly every Monday.

When you click on save, the Hours Of Operation event will be created as a Background Event, which means that it lies in the background behind your regular events.  Background events cannot be edited directly like regular events.  Their purpose is to stay in the background and help to organize and categorize your schedule.  To edit or modify a background event in any way, you need to use the Background Event Edit Mode option.

Editing Hours Of Operation

Editing Hours Of Operation events is the same as editing any background event in general.  When you want to modify or delete background events, you must turn on the Background Event Edit Mode located in the Options Bar of the Calendar Module.

Turn on Background Event Edit Mode in order to edit your Hours of Operations events.

Turn on Background Event Edit Mode in order to edit your Hours of Operations events.

Once this is turned on, your background events will trade places with your regular events.  Your regular events will move into the background, and your background events will move into the foreground.  You will now be able to click on and edit these background events.  In this case these will be your Hours Of Operation.

If you are modifying a repeating set of Hours Of Operation events, an additional dialog will come up asking for the scope of the change.  The options will be to modify all eventsthis specific event, or all future events.

When editing a recurring event, you can specify the scope of the change.

When editing a recurring event, you can specify the scope of the change.

  • Modify All Events means that you are modifying all of the events in this recurring set of events, including past and future events in this series.
  • This Specific Event means that you are modifying only this specific event in the series.  This selection will result in the splitting of a series of events.  You will have a series of events that preceded this specific event, a series of events that follow this specific event, and the specific event itself, which will be turned into a single, non-repeating event with the changes you specified.
  • All Future Events means that you are changing this specific event and all following events in the series.  This will result in the splitting of the original series of events into two sets:  All preceding events, and all events from now on.

Creating Complex Hours Of Operation

Complex Hours Of Operation events are the same as Simple Hours Of Operation events, with the additional restriction of a specific event type.  These kinds of events will only allow patients to book a specific set of event types when using the online booking system.  As always, when you are booking manually, there are no restrictions.

For example, if you wanted to create an Hours Of Operation event where you wanted to restrict booking to only Acupuncture and IV sessions, you would first select the Hours Of Operation event type, and then continue to select the Acupuncture and IV event types as well.  Everything else will be the same as a Simple Hours Of Operation event.  Here is what that would look like:

Select additional event types to restrict the hours of operation to only those event types.

Select additional event types to restrict the hours of operation to only those event types.

It is important to note that if you create any Hours Of Operation event where there are no additional event types selected (ie simple Hours Of Operation event), then you are allowing all online booking events types to be booked then.

Blocking Off Your Schedule

This video will demonstrate how to block off time in your calendar / schedule for things like breaks, vacations, etc.  Blocking off time in your schedule has an immediate effect on Online Booking availability, however it is always possible for your or your admin staff to book in patients manually even if you are blocked off.