Scheduling Blocks Made Easy!

This article provides a step-by-step guide and covers the basics on how to create scheduling blocks, both simple and complex, including the powerful "half-block" technique, using your practice management software. 

1. Setting Up Provider To-Do Types:

• Navigate to Config > Practice > Front Desk > Schedule Config.
• Click on Provider To-Do Types.
• To create a new type, enter a name, choose a length (this can be adjusted later), and optionally a label (often the same as the name).
• Select a color for the block from the color wheel or by typing in a color code.
• Click Save.
• Important: Refresh your schedule tab or reopen it for the new type to appear.

2. Creating a Simple Block (One Day):

• Right-click on the desired time slot in the schedule.
• Select Fixed.
• Choose the appropriate "To-Do Type" (e.g., meeting).
• Set the start and end dates to today's date.
• Specify the start and end times.
• Click Save. This will block all columns in the selected time slot.

3. Creating a Repeating Block (Fixed Period):

• Right-click on the desired time slot.
• Select Fixed.
• Set the start and end dates for the period you want the block to repeat (e.g., until the end of the month).
• Specify the start and end times.
• Click Show Advanced.
• Select the desired days of the week (e.g., every Tuesday).
• Click Save. The block will be applied to the specified days within the chosen date range.

4. Creating an Unlimited Repeating Block:

• Right-click on the desired time slot.
• Select Unlimited.
• Choose the start date (can be in the past or future).
• Select the "To-Do Type."
• Specify the start and end times.
• Click Show Advanced.
• Select the desired days of the week (e.g., Saturday and Sunday).
• Click Save. This will create a block that repeats indefinitely on the selected days.

5. Mastering the Half-Block Technique:

This technique allows you to block only a portion of the available columns in a time slot, useful for situations like short staffing or limiting patient slots.

• Right-click on the desired time slot.
• Select Fixed or Unlimited as needed.
• Choose the appropriate "To-Do Type" (e.g., Column Block).
• Set the start and end dates and times.
• Click Show Advanced.
• Number of Appointments Allowed: This field controls how many columns remain open within the blocked time slot. For example, if you have three columns and only want one open, enter "1."
• Select the desired days of the week.
• Click Save.

Editing and Deleting Blocks:

• Editing: Click on a block to edit its properties. Note: Editing a block that is part of an unlimited or recurring series may update all blocks in that series.
• Deleting Individual Blocks: You can delete individual instances of a recurring block without affecting others in the series. Right-click the specific block and choose the delete option.
• Overbooking: If a patient is already scheduled in a column that you subsequently half-block, their appointment will remain visible. However, other users will be prevented from booking in the blocked columns. You can temporarily delete the block to allow booking, then reinstate it.

Important Considerations for Half-Blocks:

• Half-blocking can be slightly more complex to manage.
• It is particularly useful for short-staffing situations or when needing to control the number of appointments within a given time slot.
• While patients with existing appointments in half-blocked slots will still be visible, new appointments cannot be added to those blocked columns.