Assign staff members to sites

Assign staff members to registered sites and identify their availability at each site.

• Appointment Scheduling options and preferences are set up in the User Role/User Role Definition form.
• Sites must be registered and operating hours defined in the Site Registration form prior to entering staff member hours.
• Filling out a practitioner's vacation hours through this form prevents them from appearing available, as usual, in the Scheduling Calendar.

1. Go to: Avatar PM > Appointment Scheduling > Staff Member Hours and Exceptions.
2. In the Select Staff pre-display, select the staff member for whom to edit hours and exceptions.
3. The following fields display data for this staff member:
   • Staff Member Name
   • Staff Member Id
   • Staff Member Registration Date
     • Changes to the these fields are entered in the Client and Staff widget.
4. Click the "Check here if you would like to hide this staff on the Scheduling Calendar" button to exempt this practitioner from the Scheduling Calendar.
   • Note: This field is located on the Staff Member Hours and Exceptions form and the Practitioner Termination form. The field value is called exclude_from_calendar, and is saved in the SYSTEM.staff_current_demographics table.
5. Click Staff Member Hours to launch the Staff Member Hours grid. Use this grid to assign a staff member to one or more sites, and define availability for each site. Staff assignments can be edited or deleted to accommodate schedule changes.
   1. In the Staff Member Hours table, click New Row.
   2. In the Effective Date and End Date fields, enter the beginning and end dates of the staff member assignment, or double click to select from the drop down calendar.
   3. In the Site field, enter the site code of the staff member assignment (set up in the Site Registration form), or double click to select from the drop down list.
   4. Single-click the Copy/Paste Row button. Repeat this step to add all desired days. The rows now have matching information in the Effective Date, End Date, and Site fields. The Day, Start Time, and End Time fields are blank in each row. 
   5. In the Day field, enter the day code for which the hours are entered, or double click to select from the drop down list.
   6. In the Start Time and End Time fields, enter the start and end times for the selected day in HH:MM AM/PM or military time format.
   7. Enter other information as appropriate.
   8. Click Save.
      • To remove a staff member manually, delete all hours assigned to them for the site.
6. Click Staff Member Exceptions to launch the Staff Member Exceptions grid. Use this grid to define any exceptions to a staff member's regular available hours and Site Holidays, such as irregular days off. Staff member exceptions can be edited or deleted at any time to accommodate schedule changes.
   1. In the Staff Member Exceptions table, click New Row.
   2. In the Site field, check all of the sites for which this exception applies.
   3. In the Recurring Or Individual field, enter the appropriate code, or double click to select from the drop down list.
      • If the exception is recurring:
        1. In the Recurrence Pattern field, enter the recurrence pattern code, or double click to select from the drop down list.
           • If the Recurrence Pattern is monthly, in the Day of Monthly Pattern field, select the day. Select a frequency in the Frequency of Selected Day field. 
           • If the Recurrence Pattern is yearly, in the Yearly Type field, select the yearly type. 
           • If the Recurrence Pattern is weekly, in the Recur Every __ Weeks field, enter how often the weekly exception occurs.
             • The ability to enter zero in this field is prohibited.
        2. In the Recurrence Factor field, enter the recurrence factor code, or double click to select from the drop down list.
           • If the Recurrence Factor is # of Sessions, enter the number of sessions for the exception in that field.
           • If the Recurrence Factor is Date Range, enter the Exception End Date or double click to select from the drop down calendar.
      • If the exception is individual:
        1. In the Exception Date field, enter the exception date, or double click to select from the drop down calendar.
        2. In the Exception Type field, double-click on the field, select the type, and click Ok. 
        3. In the Time Frame field, enter the time frame code, or double click to select from the drop down list.                                                                                                   For exceptions during Selected Hours, enter the Start Time and End Time. Appointments cannot be scheduled within this interval.
   4. Enter a description of the exception in the Exception Description field.
   5. Double-click the Yearly Type field to reveal a drop-down menu and select the type.
   6. Double-click the Day Of Yearly Pattern field to reveal a drop-down menu and select the day. 
   7. Double-click the Day Frequency field to reveal a drop-down menu and select the frequency. 
   8. Double-click the Month field to reveal a drop-down menu and select the month. 
   9. Click Save.
      • Note: Appointments (including canceled appointments) must be removed for the exception time frame to save.
   10. Click Yes in the confirmation window to return to the form. 
   11. Click the Submit button.