Introduction
This article explains how to manage periods when doctors are unavailable in the system. Whether it involves lunch breaks, holidays, or other absences, the "Exclusions" function ensures that no bookings can be made during these times.
The settings allow for creating both one-time and recurring exclusions, and the system alerts the user if there is already a registered examination during the selected period.
Creating and Setting Up Exclusions
To record a new exclusion, follow these steps:
Navigate to the Calendars menu on the left, then select the Exclusions submenu.
Click the New exclusion button.
In the pop-up window, enter the start and end time of the exclusion (e.g. 2030-01-01, 12:00 - 12:30).
Select the reason for the exclusion from the dropdown list (e.g., break, holiday).
Note: Selectable reasons must be recorded in the institution settings beforehand.
Select the relevant doctor. If multiple doctors are in the system, you can choose a specific individual or apply the exclusion to everyone using the "All" option.
Set up recurrence if necessary (e.g., "Daily").
In the case of a recurring exclusion, you must specify the end date of the period (e.g., until next Friday).
Click the Save button to finalize the settings.
After saving, the exclusion appears in the calendar (typically as a red bar). Clicking on the created bar allows you to view the details. From this moment on, the system will not allow new bookings for that time slot.
Managing Conflicts
If there is already a registered examination appointment in the calendar during the desired exclusion period, the system sends an automatic warning. A pop-up window informs the user of the conflict and displays details of the already booked appointment. Based on this, you can decide whether to modify the exclusion or handle the overlap differently.
Tips
Tip: Use the recurrence function to quickly record regular lunch breaks or longer holidays, so you don't have to enter each day individually.
Tip: Before selecting a reason for exclusion, ensure that you have added the appropriate categories (e.g., administration, training) in the Institution settings.
Summary
Exclusions help block periods when the doctor cannot receive patients.
It can be set for a single occasion or a recurring period.
The system warns if the exclusion conflicts with an existing booking.
The set periods are removed from the available booking slots.
FAQ
Can I modify the created exclusion later?
Can I modify the created exclusion later?
Yes, by clicking on the exclusion bar in the calendar, you can open the data sheet where you can modify the parameters or delete the entry.
What happens if the break applies to multiple doctors?
What happens if the break applies to multiple doctors?
When selecting the doctor, use the "All" option to record the exclusion for all doctors working that day in a single step.
Will patients see the reason for the exclusion?
Will patients see the reason for the exclusion?
No, the specific time slot will simply be unavailable/unbookable for patients; the reason for the exclusion remains internal information.