Configuring Schedule Settings in iClinic

1. Introduction 

• Purpose: This guide provides detailed, step-by-step instructions on how to configure schedule settings within MDLand iClinic. 

• Key Features: Setting up provider working hours, managing vacation schedules, adjusting appointment intervals, customizing schedule display options, and configuring automatic appointment alerts. 

2. Accessing Schedule Settings 

1. Log In:  

• Sign in to your MDLand iClinic account. 

2. Navigate to Settings:  

• Click on the Settings Icon from the dashboard. 

3. Access Schedule Settings:  

• Click on General. 

• Select Working Hours/Vacation. 

3. Configuring Provider Working Hours 

1. Select the Provider:  

• On the right-hand side, choose the provider from the Employee List. 

2. Adjust Working Hours:  

• Under the Working Hours/Location section:  

• Select the Start Time from the dropdown menu. 

• Select the End Time to define when the provider stops seeing patients. 

• Example: Choosing 9:00 AM as the start time and 6:00 PM as the end time limits appointments within that timeframe. 

3. Apply for Each Day:  

• Repeat the process for all days the provider works. 

4. Set Office Location:  

• Choose the provider’s office location from the Office Location Dropdown next to the end time. 

• Note: If a provider works at multiple locations in one day, it’s best to leave this blank. 

5. Save Settings:  

• Click Save to apply changes. 

4. Managing Provider Vacations 

1. Locate the Vacation Section:  

• Below the Start/End Time section. 

2. Select Vacation Dates:  

• Choose the relevant Month. 

• Select the specific Dates the provider will be unavailable. 

• Green-highlighted dates indicate selected vacation days, blocking appointments for those dates. 

3. Save Changes:  

• Click Save after selecting vacation dates. 

5. Adjusting Schedule Options 

1. Access Schedule Options:  

• Click on Settings. 

• Select Schedule, then Schedule Options. 

2. Set Appointment Intervals:  

• Locate the Schedule Interval dropdown. 

• Choose from 5, 10, 15, 20, or 30-minute intervals. 

3. Display Internal Notes:  

• Choose Yes or No next to Display Patient Internal Note in Daily Schedule List. 

4. Save Changes:  

• Click Save to confirm settings. 

6. Configuring Check-In Settings 

1. Automatic Check-In:  

• When creating a new office visit, enter it into the schedule with the status of checked-in:  

• Choose Yes to automatically mark office visits as checked-in. 

2. Move to Waiting Room:  

• When a scheduled visit becomes checked-in, automatically pass it to the waiting room:  

• Select Yes to move checked-in patients to the waiting room automatically. 

3. Save Changes:  

• Click Save after configuring check-in settings. 

7. Customizing Provider Display on Schedule 

1. Select Providers:  

• In the Select Providers to Appear on Schedule section:  

• Move providers from the Employee List (left) to the Employee for Schedule List (right). 

• Double-click a provider’s name or select and click the Right Arrow to move them. 

2. Save Changes:  

• Click Save to finalize provider display settings. 

8. Setting Up Appointment Alerts 

1. Access Appointment Alerts:  

• Click on Schedule, then Appointment Alert. 

2. Edit SMS Alerts:  

• If automatic SMS alerts are enabled:  

• Review or edit the message template. 

• Keywords like #kW will auto-fill patient-specific information. 

3. Save Changes:  

• Click Save after making updates. 

9. Best Practices 

• Regularly Update Schedules: Periodically review provider schedules for accuracy. 

• Block Vacations in Advance: Set vacation days early to prevent overbooking. 

• Consistent Appointment Intervals: Standardize appointment intervals across providers for consistency. 

10. Troubleshooting Tips 

• Appointments Outside Working Hours:  

• Verify start and end times for each provider. 

• Patients Scheduled on Vacation Days:  

• Ensure vacation days are correctly selected and saved. 

• Missing Providers on Schedule:  

• Confirm providers are moved to the Employee for Schedule List. 

11. Support Guidelines 

• In-App Help: Use the MDLand iClinic help feature for quick assistance. 

• Technical Support: Contact MDLand support for technical issues with scheduling. 

• Administrative Support: Consult your clinic administrator for permission-related issues. 

Thank you for following this guide. Properly configuring schedule settings in MDLand iClinic ensures efficient appointment management, optimized provider workflows, and improved patient care.