Modifying Working Hours and Setting Vacation Time

1. Accessing the Working Hours & Vacation Settings

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to Settings:
   • Click on the Settings icon from the dashboard.
3. Go to Working Hours & Vacation:
   • In the settings menu, select “General.”
   • Click on “Working Hours/Vacation.”
   • A list of employees and their current working hours will be displayed.

2. Modifying Working Hours

1. Select the Provider:
   • From the employee list, click on the name of the provider whose working hours you want to set or modify.
2. Adjusting the Work Schedule:
   • The current working hours for the selected provider will appear on the left side, along with the associated office locations.
3. Setting Start and End Times:
   • Start Time: 
     • Click the dropdown menu under “Start Time.”
     • Select the desired starting time from the list.
   • End Time: 
     • Click the dropdown under “End Time.”
     • Choose the appropriate ending time.

Note:

• Repeat this process for each day of the week as needed.
• If the provider does not work on certain days, leave the time as “0:00 AM to 0:00 AM” to mark the day as unavailable.
• Assigning Office Locations:
• Use the “Office Location” dropdown to select the location where the provider will be working on each day.
• This helps organize appointments based on the provider’s availability across different locations.
• Saving Changes:
• After setting the working hours for each day, click “Save” to apply the changes.

3. Setting Vacation Days or Days Off

1. Access the Vacation Calendar:
   • Scroll down to the Vacation section under the working hours.
2. Marking Vacation Days:
   • Click on the desired dates in the calendar to mark them as vacation days.
   • Selected dates will turn green, indicating they are blocked for vacation.
3. Canceling Vacation Days:
   • To remove a vacation day: 
     • Click on the green-highlighted date.
     • The date will return to its normal state, making it available for scheduling again.
4. Impact of Vacation Settings:
   • Blocking dates in the vacation calendar will prevent patients from being scheduled on those days.
   • This ensures that appointments are not booked during the provider’s time off.
5. Saving Vacation Settings:
   • After selecting the vacation days, click “Save” to confirm the changes.

4. Important Notes

• Working Hours Impact:
  • The working hours set here affect the available time slots on the provider’s schedule.
  • They do NOT affect login permissions or system access times.
• Unscheduled Days:
  • Days with no working hours (set as “0:00 AM to 0:00 AM”) will not show as available for appointments.
• Vacation vs. Unavailable Time:
  • Use vacation settings for extended absences (e.g., holidays, leaves).
  • For occasional day-offs, adjusting specific dates in the calendar is sufficient.

5. Best Practices

• Regularly Update Schedules:
  • Review and update working hours periodically, especially when there are changes in provider availability.
• Plan Vacations in Advance:
  • Set vacation dates as early as possible to avoid last-minute scheduling conflicts.
• Verify Office Locations:
  • Ensure the office location for each working day is accurate, especially for providers working at multiple sites.
• Double-Check Before Saving:
  • Always review changes before clicking “Save” to prevent accidental modifications.

6. Troubleshooting Common Issues

• Changes Not Saving:
  • Ensure all required fields (start time, end time, office location) are filled out before saving.
• Unable to Schedule Appointments:
  • Check if the provider’s working hours or vacation settings are blocking the desired time slot.
• Incorrect Office Location Displayed:
  • Verify the office location settings for each day and correct any errors.