Scheduling Rules

Scheduling Rules


Scheduling Rules can be used to further define your Appointment criteria for optimal Patient flow by controlling:

  • Maximum Appointments allowed for AM, PM, or Day;
  • Required interval between Appointments;
  • How far in advance an appointment can/should be scheduled.


Add Scheduling Rules

  1. Open the Add/Modify Rules screen:
  • Select Scheduling on the left menu.
  • Choose the Scheduling Rules button
  • The Scheduling Rules can also be accessed from the Scheduling Setup button, Rules tab.
  1. Select Add.

  1. Enter a Description for the Rule.
  2. Validation: Select the desired result of the rule.
  • Warning: Alerts the User with the Validation Message that you enter in the Validation Message field.
  • Save is still an option.
  • Error: The User will not be allowed to schedule the Appointment.
  • A Validation Error will display with the Message entered in the Validation Message field.
  • Save will not be an option.
  1. Effective/Expiration Date: Choose dates if applicable.
  2. Add a Validation Message: When the rule is broken, the message that is added here will display to the User.



  1. Validate Rules Individually: When multiple Resources and/or Facilities are chosen on a rule:
  • If the box is checked, it will run the rule for each individual Resource.
  • Example 1: If the box is checked, and a maximum of 10 Appointments is chosen for the day for Dr. A and Dr. B, the rule will allow 10 Appointments for Dr. A and 10 Appointments for Dr. B for a total of 20 Appointments.
  • If the box is unchecked, the rule will run collectively for all Resources.
  • Example 2: If the box is unchecked, and a maximum of 10 Appointments is chosen for the day for Dr. A and Dr. B, the rule will allow only a total of 10 Appointments for the day for both resources combined. Dr. A may have 6 Appointments and Dr. B may have 4 Appointments for a total of 10 which is the max number of Appointments the rule will allow for the day.
  1. Resource: Choose the Resource(s) that are covered by this Rule.
  • Leaving this field blank will apply the rule to ALL Resources.
  1. Facility: Choose the Facility(s) that are covered by this Rule.
  • Leaving this field blank will apply the rule to ALL Facilities.
  1. Appointment Type: Choose the Appointment Type(s) that are covered by this Rule.
  • Leaving this field blank will apply the rule to ALL Appointment Types.

  1. Slot: Select the Slot types to determine when the rule should be applied.
  • Leaving this field blank will apply the rule to all Slots.
  1. Effective Days: Select the Days of the week when this rule should apply.

  1. Max AM Appointments: Enter the maximum number of Appointments allowed for the morning hours.
  2. Max PM Appointments: Enter the maximum number of allowed Appointments for the afternoon hours.
  3. Max Day Appointments: Enter the maximum number of Appointments allowed for the entire day.
  • The total for the day does not need to equal AM + PM allowed Appointments.
  • Example: 10 Appointments are allowed in the AM and 10 Appointments in the PM, but a Max of 15 is chosen for the Day.
  • Once the Max of 15 for the day is reached, the rule will trigger the Day Max even though the Max number of Appointments for AM and PM has not been reached.
  • The logic for the count is the total Appointments from the specified Resources, excluding the specified Types.
  • Appointments are not counted when they are considered Block Appointments or when they have a status of Cancelled, Deleted, No Show, or Rescheduled.
  1. Interval Between Appointments (minutes): Enter the amount of time (minutes) that are required between the Appointment Types. This is used to ensure that back-to-back Appointments (of the designated types) are not scheduled.
  2. Schedule Within (Days): This criteria determines how far in advance the Appointment Types on this Rule can be scheduled.
  • For example, a "Same Day" Appointment Type could be set up with a value of Same Day, restricting it to only being scheduled today.
  • All days must be selected (Effective Days above) to use this rule.
  1. Schedule After (Days): This rule can be used for Appointment Types that need a certain amount of prep time.
  • For instance, if New Patients need five days of prep time, entering 5 for this setting will ensure there are at least five (5) days between the booking date and the appointment date.
  • All days must be selected (Effective Days above) to use this rule.
  1. Select Save (F2).
  • If you have not selected any Criteria, you will get a Validation Error when attempting to Save.


Delete or Expire a Scheduling Rule

Delete a Scheduling Rule

  1. Select the Scheduling Rules button on the Schedule Dashboard.
  2. Highlight the line of the Rule you want to delete.
  3. Click Delete.
  4. Enter a Reason for Deletion.
  5. Select Delete.


Expire a Scheduling Rule

  1. Select the Scheduling Rules button on the Schedule Dashboard.

  1. Click the Modify icon on the line of the Rule you want to expire.
  2. Enter the Expiration Date.
  3. Click Save (F2).


Learn More

Max Concurrent Rules for Multiple Appointment Types in one Slot




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