Add Scheduling Rules

1. Open the Add/Modify Rules screen:

• Click Scheduling on the left menu
• Choose Scheduling Rules (can also be accessed from the Scheduling Setup button)

2. Select Add.

3. Enter a Description for the Rule.
4. Validation: Choose the result of the rule

• Warning: Alerts the scheduler with the Validation Message that you enter in the next step.
• Error: Will not allow the user to schedule the appointment. They will be presented with the Validation Message that you enter and Save will not be an option.

5. Effective/Expiration Date: Choose dates if applicable.
6. Add a Validation Message: When the rule is broken, the user will get the message that you enter here.
   
7. 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.

8. Resource: Choose the Resource(s) that are covered by this Rule. Leaving this field blank will apply the rule to ALL Resources.
9. Facility: Choose the Facility(s) that are covered by this Rule. Leaving this field blank will apply the rule to ALL Facilities.
10. 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.
    
11. Slot: Slot types can be chosen to determine when the rule should be applied.
12. Effective Days: Days of the week can be specified to determine when the rule should apply.

13. Max AM Appointments: Enter the maximum allowed appointments for the morning.
14. Max PM Appointments: Enter the maximum allowed appointments for the afternoon.
15. 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. For example, you could allow 10 appointments in the AM and 10 Appointments in the PM, but enter a Max of 15 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.

16. 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.
17. 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 to only being scheduled today.
18. 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.
19. 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.
   
2. Click the Edit icon on the line of the Rule you want to expire.
3. Enter the Expiration Date.
4. Click Save (F2).

Learn More

Max Concurrent Rules for Multiple Appointment Types in one Slot