Applies to: DVMAX v7.6 and higher

Purpose: This document will walk you through the steps to take in order to set up a recurring schedule for any of your appointment columns.

NOTE: These configuration changes require you to be logged into DVMAX as a user with access to the Patient Codes area of DVMAX. 

Accessing Staff Schedule Setup

• From the Command Palette, click on Appointments
• In the appointment scheduler, click on the Setup button in the upper left-hand corner
• All appointment staff are listed on the right-hand side of the Setup window
• Double-click on the name of the column you'd like to change

Understanding the Setup Tabs

This left-hand section of the window shows:

• Column Name - name used at the heading of the appointment scheduler column
• Full Name - name displayed in the appointment scheduler window when showing who the appointment is with
• Takes Appointments - check this box to display the column in the appointment scheduler

 If appointments have been added to a column that is no longer needed, uncheck the 'takes appointments' box to remove the column from the scheduler. Deleting the column will remove all appointment information in that column.

• Sort Order - determines the order in which the appointment columns display (the smaller the number, the further to the left the column will be displayed)
• Color - the color the appointment will be when an appointment is made (based on other configuration settings)

Dr. Weekly Schedule 

The Dr. Weekly Schedule is used to create/edit staff scheduling entries that are not regularly scheduled or recurring. You will see all appointments created for the appointment resource in this view, but are unable to edit.

Creating a scheduling entry:

• Click and drag in the slot as you would to create a patient appointment
• Verify time and duration of appointment
• Choose appointment type
• Add notes (if desired)
• Check off Staff Scheduling Entry if your staff should not be able to interact with the appointment in the scheduler (edit/delete)
• Check Split Into Multiple Appointments if you would like this block to be divided into multiple blocks
• Choose duration of those multiple blocks if Split Into Multiple Appointments is checked
• Click Save to create this appointment
• Enter Staff Initials, if prompted
• Click Save to exit the setup window

Removing a scheduling entry:

If appointments created in the Appointment Staff Setup area were marked as Staff Scheduling Entries, they cannot be deleted from the standard appointment scheduler. 

• Double-click on the appointment to be deleted
• Click Delete at the bottom of the window
• Click Save to exit the setup window

Recurring Schedule

This tab allows you to create a repeating schedule for an appointment column. For example, blocking off Tuesday afternoons for the next 6 weeks.

Creating Appointments

• Click and drag in the time slot as you would to create a patient appointment
• Verify Time and Duration of appointment
• Choose Appointment Type
• Add Notes (if desired) - NOTE: If you add notes, the Clear Schedule option will not work. Clear schedule only removes "blank" appointments. 
• Check off Staff Scheduling Entry if your staff should not be able to interact with the appointment in the scheduler (edit/delete)
• Check Split Into Multiple Appointments if you would like this block to be divided into multiple blocks
• Choose duration of those multiple blocks if Split Into Multiple Appointments is checked
• Click Save to create this appointment
• Enter Staff Initials, if prompted
• Continue to create recurring appointments for the entire week
• After all appointments are created, click Apply to Date Range
• Enter Date Range
• After completion, you will receive an Apply completed alert. Click OK
• Click Save to exit the setup window

 Note: Each time you click Apply to Date Range, all appointments displayed will be added, even if they are already in the scheduler. Make sure you remove items you do not want applied before adding new items to apply.

 Note: If you are applying the schedule to a significant period of time (

 Tip: If your doctors work different schedules each week, create one schedule, apply to appropriate weeks (each week individually) for a number of weeks, remove/edit the appointments in the recurring schedule window, create new appointments, apply to other weeks.

Removing Appointments

If you want to remove appointments created using the recurring schedule setup feature:

• Click the Clear Staff Schedule button
• Enter date range to remove appointments
• Click Save to exit the setup window

 Note: This will only remove appointments created from the setup area; it will not remove appointments created by your team members.

 Note: Only appointments with no comments in the notes field will be removed.

Regions

Regions allow you to color-code your appointment calendar without creating actual appointments that staff would have to edit. If you would like to provide guidance to your team about which types of appointments to schedule in different times of the day, you can create watermark guidance using regions.

Creating Regions

• Click and drag in the time slot as you would to create a patient appointment
• Choose Appt Type that should be booked during that time slot
• Click Save
• Click Save to exit the setup window

Removing Regions

• Double-click on the Region
• Choose Delete
• Click Save to exit the setup window