Healthcare facility scheduling management

Each health centre manages three types of schedules that are handled from different tabs:

• Schedules: defines the available intervals for check-up or analytical appointments.
• Reserved schedules: blocks specific days or hours so that no one can book an appointment (for example, public holidays).
• Schedules that are shared: allows other tenants to use the schedules of this centre.

This page covers all three types.

Normal schedules

Schedules define the available time intervals for employee appointments.

Steps

1. Go to Health surveillance > Settings > Health centres and enter the centre.
2. Open the Schedules tab and click New.
3. Fill in the schedule details.
4. Click Accept and then Save.

Schedule fields

Field	Description
Centre	Selectable with the health centre. The centre you have accessed appears.
Appointment type	Selectable with the type: Medical check-up, Analytical or Note. This option affects the selection of appointments in future calls.
From date	Start date of the schedule.
To date	End date of the schedule.
Start time	Start time.
End time	End time.
Interval duration (in minutes)	Minutes reserved for each appointment.
Number of slots per interval	Number of people who can book in each interval. For example, if the duration is 30 minutes and the number of slots is 2, two check-ups can be carried out every 30 minutes.
Create schedule for days	Checkboxes for the days of the week to which the schedule applies.

Usage recommendations

Caution

If you do not select the days of the week, no appointment intervals will be created, even if you have filled in the other fields.

Tip

• Do not define very long periods (more than one year): performance management is not optimal and usability is worse.
• Group dates whenever possible: for example, if the schedule is Monday, Wednesday and Friday from 08:00 to 11:00, create a single record with those details instead of three.
• If you need to block specific days within the schedule (public holidays, etc.), use the reserved schedules.

Reserved schedules

Reserved schedules serve to prevent anyone from booking appointments on certain days or hours. The most typical example is marking a public holiday when the centre is closed.

Steps

1. Go to Health surveillance > Settings > Health centres and enter the centre.
2. Open the Reserved schedules tab and click New.
3. Fill in the reserved schedule information.
4. Click Accept and then Save.

Reserved schedule fields

Field	Description
Centre	Selectable with the centre to which the reserved schedule will apply.
Appointment type	Selectable with the type of appointment to which it applies.
From date	Start date of the reserved schedule.
To date	End date of the reserved schedule.
Start time	Start time of the block.
End time	End time of the block.
Days of the week	Checkboxes for the days of the week to which it applies.
Reason	Free text with the reason for creating the reserved schedule.

Schedules that are shared

Allows other tenants (client centres) to use the schedules of this health centre.

Steps

1. Go to Health surveillance > Settings > Health centres and enter the centre.
2. Open the Share this centre tab and, under Schedules that are shared, click New.
3. Fill in the records of the schedule to be shared.
4. Click Accept and then Save.

Caution

Before creating the shared schedule, make sure the «Schedules» tab is filled in with the available schedules of the health centre you want to share.

Note

When an appointment is deleted in the centre that shares an appointment from the client centre, the appointment is also deleted in the client centre.

Shared schedule fields

Field	Description
Name	Free text with the name of the schedule to share.
Description	Free text with additional information.
Share all schedules of the health centre	Checkbox that shares all the schedules of the centre. If checked, you do not need to fill in the «Shared schedules» tab.
Shared link token	Identifies the shared schedule. Non-editable field, filled in by default. This value must be provided to the client centres.
Shared schedules (tab)	Allows adding restrictions on the health centre schedules that can be used.
Client health centres (tab)	Shows the client centres that are using the schedules. Automatically filled by the nightly process and read-only.

Data you must provide to the client centre

For a client centre to use the shared schedules, you must provide three pieces of data, which the client will enter in their «Centre being shared» tab:

Data to provide	Source	Where the client enters it
Health centre URL	«Share this centre» tab of the source centre.	«Shared health centre URL».
Health centre ID	«Share this centre» tab of the source centre.	«Shared health centre ID».
Shared link token	«Share this centre» > within the schedule being shared.	«Shared link token».

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Sources: DM-SO-22-056 «How to create health centre schedules», DM-SO-22-054 «How to create reserved schedules» and DM-SO-22-055 «How to create schedules that are shared», version 1, 10–11/08/2022.