Schedule exceptions can be found in the Dictionaries under the Schedule Exceptions heading. (This item may have a different name depending on the initial set up of dictionaries for your organization.)
In the Super Admin module, open side menu -->Dictionaries-->Schedule Exceptions.
The Schedule Exceptions page displays all schedule exceptions currently in use for your organization.
To create a new schedule exception, click the New button.
In the Create Schedule Exception pop-up window, choose a name for the new exception and an identifying short code, if desired. The name of the exception will be displayed on the provider's calendar as the reason for the provider not being available during the time of the exception.
IMPORTANT NOTE: The "All Day" and "Cancel Existing Schedule" checkboxes establish the rules for how this exception will be applied to an existing schedule.
*The "All Day" checkbox:
Choosing the All Day checkbox will automatically block off full days on the schedule within the date range this exception is applied to. This option would be useful in most cases where exceptions will be applied, such as vacation, holidays, business travel days, etc.
By leaving the All Day checkbox blank, this exception will be able to be applied to partial repeating days. This option might be useful, or example, if a provider will be out of the office only from 1:00 p.m. to 5:00 p.m. on Tuesday, Wednesday, and Thursday of a given week. For every organization there should be at least one schedule exception with a blank "All Day" checkbox.
*The "Cancel Existing Schedule" checkbox:
Choosing the Cancel Existing Schedule checkbox means that when this exception is applied to a workplace schedule with existing appointments, the appointment status of all appointments within the time frame of the exception will automatically be changed to "Needs to Be Rescheduled" and will be removed from the provider's schedule and listed in the Needs to Be Rescheduled bucket. The patients will get an email and SMS that their appointment has been canceled due to the provider not being available and that they need to call the office to reschedule their appointment.
NOTE: In the event that a schedule exception is applied and then removed, appointments can be restored to their original time slots by locating them in the Needs to Be Rescheduled tab and changing each appointment's status back to Booked.
Leaving the Cancel Existing Schedule checkbox blank means that if this exception is applied to a schedule with existing appointments, the exception will be applied to the calendar but the existing appointments will remain in their time slots as Booked.
Editing existing exceptions
To edit an existing exception, click on it in the list in the Schedule Exceptions window to open the Edit Schedule Exception pop-up window.
NOTE that the name, code, and All Day checkbox are grayed out and cannot be edited in an existing exception. The only editable fields are the Cancel Existing Schedule and Is Valid fields.
Unchecking or checking the Cancel Existing Schedule box will change the way the exception is applied as described above.
Unchecking the Is Valid button will invalidate the exception.