Setting Up Default Calendar for Clinicians

Setting Up Default Calendar for Clinicians

Overview

You can define default working days and hours for clinicians in your practice to control the calendar’s default view. For example, if your practice operates Monday through Friday from 9:00 AM to 6:00 PM, you can configure these settings as the default calendar. The calendar initially displays these working days and hours, and you can scroll to view and schedule appointments in other available time slots.

You can also set a personal default calendar if needed. This article explains how to configure a default calendar for all clinicians and how to set it individually for your own use.

Assign Permission to Set Up Calendar Defaults

Only authorized users can set up calendar defaults. To grant this permission, go to Settings > Practice Settings > Roles & Permissions, edit the appropriate role, expand the Practice Settings section, and select the appropriate checkbox:

  • Manage Clinician-Level Default Calendar Setup – Allows users to configure default working hours for providers from Settings in the left navigation pane.
  • Manage Practice-Level Default Calendar Setup – Allows providers to configure their own default working hours from Personal Preferences.



Step 1: Set the Default Calendar for All Clinicians

To set the default calendar for all clinicians:  
  1. Go to Settings > Calendar Settings > Default Calendar Setup.
  2. In the Practice Working Days section,
    1. By default, all days of the week are selected.
    2. Clear the days when your practice is closed.
    3. For example, if your clinicians don’t work on weekends, clear Saturday and Sunday. The remaining selected days will appear in green.
  3. In the Operating Hours section,
    1. Use the clock icon to select the start and end times for your practice.
  4. In the Timezone section,
    1. Select your practice’s timezone.
    2. The timezone dropdown appears at the top of the calendar.
    3. When scheduling an appointment for a client in a different timezone, you can change it from the dropdown. After scheduling, switch back to your practice timezone.
    4. The appointment appears automatically in the correct timezone, so you don’t need to calculate timezone differences manually.
  5. Click Save Settings.


 

Step 2 (Optional): Set Your Personal Default Calendar 

If your working days or hours differ from those of other clinicians in the practice, you can set your own default calendar. To configure the default calendar for yourself, follow these steps:
  1. In the upper-right corner, select the dropdown next to your name and choose Personal Preferences.
  2. Go to Calendar Settings > Default Calendar Setup.
  3. The fields on this page are the same as those described in the Default Calendar for All Clinicians section above.



Step 3: Verify the Default Calendar 

After setting the default calendar, review the calendar to confirm the configuration. The calendar initially displays your selected working days and hours. You can scroll up or down to view and schedule appointments in other available time slots.

Notes
You can still view all time slots for the day by selecting Show full day at the bottom of the calendar. However, you can’t book appointments in restricted slots.




FAQs 

Can I set different calendar hours for myself?
Yes. You can configure your own default calendar in Personal Preferences.

Will changing the default calendar affect existing appointments?
No. These settings only control the calendar’s default view and scheduling availability.

Can I schedule appointments outside the default working hours?
No. Appointments cannot be booked in restricted time slots.

Can I still view the full day calendar?
Yes. Select Show full day at the bottom of the calendar to view all time slots.

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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.