Overview 

Your calendar's availability settings are crucial for facilitating self-service scheduling and providing a clear visual representation of your open times, categorized by location and appointment type. This knowledge base article guides you on setting up your availability on your calendar so that when your clients schedule their appointments from the portal, they can see the time slots when you are available.

Individual Setup Required   

Each clinician needs to configure their availability. This personalized setup ensures that your schedule accurately reflects the times and types of appointments you are available for.

How to Set Up Recurring Weekly Availability  

Perform the following steps to set up your recurring weekly availability:

Step 1: Accessing Availability

Navigate to the Calendar:

• From the left sidebar, select the Calendar option.
• Select the "Availability" tab from the menu.

This section is dedicated to managing your schedule and ensuring it's set up correctly for clients to see in the client portal.

Step 2: Selection of Contact Types

• Telehealth: Virtual appointments conducted online. If this option is grayed out, it indicates that Telehealth is not enabled for your practice.
  

To enable telehealth, refer to the Enabling Telehealth KB article.

• In-Person: Face-to-face appointments at your designated location.
• Phone Call: Appointments conducted over the phone.

Step 3: Selection of Locations (Sites)

To learn more about configuring these settings, refer to the How to Manage Sites KB article.

Step 4: Selection of Appointment Types

Step 5: Setting Weekly Recurring Availability

Perform the following steps to set up your weekly recurring availability:

1. In the Availability tab, select the desired contact type, location, and appointment type to set up the availability.
2. On the calendar to the right side, drag your mouse over the specific days and times you want to be available for self-booking.
3. The interface will highlight your selection in light green, indicating the availability settings being applied.

Example: In the image below, In-Person availability for New Client appointments is set for Monday, Wednesday, and Friday from 9 AM to 2 PM at the In Office location (site).

Switching Appointment Types: You can toggle to another appointment type, such as Established Client, to view or adjust the availability previously set for that type.

Step 6: Removing Availability

Remove unwanted slots: To remove availability, click and drag over the blocks you wish to clear. This action will update your calendar to reflect the changes.

Example: The availability on Monday for Established Client has been removed, as shown below. 

How to Set Up (One-time and Weekly) Availability from an Appointment  

Perform the following steps to set up your availability from an appointment.

1. From the left sidebar, select Calendar.
2. Click on the specific date and time slot where you want to set up your availability.
3. When the Add Appointment screen appears on the right, click the Availability option.
4. Fill out the details for the availability you wish to set. You have the option to configure both One-time and Weekly Availability using this method.
5. Ensure you select the correct appointment and contact types to accurately reflect the services you offer.
6. Click Create.

Note: To set availability for an appointment type across all contact methods, you can select All Contact Types option from the menu. This feature simplifies managing your schedule by applying consistent availability settings.

When you set up your one-time availability from an appointment, it appears with the waves theme on your calendar, as illustrated below: 

How to Block Availability from an Appointment  

Perform the following steps to block your availability from an appointment.

1. From the left sidebar, select Calendar.
2. Click on the specific date and time slot where you want to block you availability.
3. When the Add Appointment screen appears on the right, click the Availability option.
4. Select the start and end date/time for when you want to block your availability. Enter any additional details. 
5. In the Notes field, enter the reason for your unavailability. This information will appear on your calendar. This field is optional. 
6. Click Create.

When you block your availability from an appointment, it appears with a gray background on your calendar, as illustrated below: 

Filtering Availability in the Calendar 

Use the Filter Availability menu located to the left of your calendar. This tool allows you to browse and manage availability blocks efficiently.

To view only the one-time availability slots on your calendar, select the One-time Availability checkbox as shown below: 

By following these detailed instructions, clinicians can efficiently manage their availability, ensuring that their calendar accurately reflects when they are open for appointments, thereby enhancing client scheduling and practice efficiency.

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