WebPT Scheduler | Manage Calendar Settings and Calendar Setup

WebPT Scheduler | Clinic Settings

Calendar Administrators can customize how appointments appear on the WebPT Scheduler Calendar. Use the Clinic Settings to change the colors, textures, and icons that appear on the calendar.
 

1. Click View Schedule from the Scheduler tab on the EMR Dashboard.
   

2. Click Manage Calendars from the Schedule Actions menu.
   

3. Click on the Clinic Settings tab.
   

4. Select how to customize your appointments using colors and textures or just colors. Choose if you want to use colors and textures, I like colors for Appointment Type and textures for Insurance Type
   

   or just colors I like colors for Appointment Status and Insurance Type to differentiate between appointment and insurance types. Review the instructions in the next section Scheduler Appointment Types.
   

   Appointment Color priorities

   When using colors for both Appointment Status and Insurance Type, the Insurance Type color is given priority over the Appointment Type/Status color. For example, if my Insurance Type color for Medicare is Red and my Appointment Type/Status color Initial Evaluation appointments is blue, then the Medicare appointments appear red.

WebPT Scheduler | Status Icon Visibility

Status Icons appear on the patient’s appointment and on the agenda. Regardless of the option, you choose in step 4 above you can uncheck the icons you do not want to appear.
 

WebPT Scheduler | Appointment Types

All clinics will have six standard appointment types whose names cannot be edited: Initial Examination, Follow-Up, Re-Examination, Consultation, Orthosis Fabrication, and Other. You change the color for these Appointment Types by clicking the color bar next to the appointment type name to select your preferred color for the appointment type. In addition, Marker Appointment Types allow a provider to clearly define when their day starts, ends and when patient appointments can be scheduled on their calendar. Discover more about Marker Appointment Visit Types
 

WebPT Scheduler | Customize Appointment Types

Custom appointment types are extremely useful for detailed Analytics reporting. You can input up to 15 custom appointment types. Add custom appointments by clicking the Add custom appointment type link. Custom appointment types can be up to 20 characters, including spaces.
 

WebPT Scheduler | Insurance Color Type

The insurance types available for selection are based on the insurance types you’ve entered in the EMR and cannot be edited. If you chose to use colors and textures for appointment status and insurance type, click on the color bar next to the insurance type to select a texture for each insurance.
 

WebPT Scheduler | Create a Facility, Staff or Provider Calendar

This quick and easy video explains the steps needed to get your calendar set up and ready for appointments.
 

 
Clinic, Company, or Calendar Admin users can create calendars for WebPT users, treatment rooms, pools, etc. If the Create Calendar checkbox is checked when you Add or Edit a User Profile to WebPT EMR in the User Manager a calendar is automatically created with the name of the user in that profile. New Calendars can be created at any time using these instructions.
 

1. Click View Schedule from the Scheduler menu.
   

2. Click Manage Calendars in the Schedule Actions menu.
   

3. Click on the Calendar Settings and User Permissions tab, and click Create New Calendar. If you don't see this tab discover more about EMR User Profile Permissions.
   

4. Add the Calendar details:
   

   a. Type a name in the Calendar Name field.
   b. Check the Public checkbox.
   c. In the Schedule belongs to field, select the EMR/Scheduler User from the dropdown, of the person who owns the calendar so they can make their own changes to it. If you create a calendar for a room or other resource, select the person responsible for scheduling.

   User Profile must match

   If this is a new calendar for an existing user, the calendar name must match the name in the user profile exactly. Discover more about Creating Calendars for multiple locations.

5. Click Create.
   

   a. Checking the Active checkbox makes the calendar active and available in the My Calendar List tab.
   b. Checking the Public checkbox makes it available for all other users in your clinic to view.

6. Click Save.

Discover how to set up calendars for multiple clinic locations.

WebPT Scheduler | Create Calendars for Providers Serving Multiple Locations

When you have therapists and providers who work out of multiple clinics, WebPT recommends creating a provider calendar for each location. Your WebPT EMR Users with Clinic, Company, or Calendar Admin permissions can automatically create these additional calendars for each location when the user profile is created in the User Manager or make any necessary modifications to the existing calendars. When a new calendar is created it will have the same name as the Full Name field in the user profile.
 

 
In the example below, therapist Adrienne Smith was added to the Gilbert clinic's User Manager for Jedi Wellness Clinic. Jedi has now opened a Mesa clinic, and Adrienne needs a calendar for each clinic location.
 

WebPT Scheduler | Rename the Default (Original Provider) Calendar

 
While in the Gilbert clinic EMR location:
 

1. Click View Schedule from the Scheduler menu.
   

2. Click Manage Calendars from the Schedule Actions menu.
   

3. Click on the Calendar Settings and User Permissions tab.
   

4. Select the user from the Calendar Selection dropdown.
   

5. Add the clinic name or nickname to the end of the Provider's name in the Calendar Name field. For our example, we've used "Adrienne Smith - Gilbert" as seen below.
   

6. Click Save.

WebPT Scheduler | Add the New Clinic Location to the Provider's User Profile

1. Add the new Clinic location to the Provider's User Profile

2. Select the new clinic location from the Clinics drop-down.
   

3. Click View Schedule from the Scheduler menu.
   

4. Click Manage Calendars from the Schedule Actions menu.
   

5. Click the Calendar Settings and User Permissions tab.
   

6. Click the Create New Calendar link.
   

7. Type in "Adrienne Smith - Mesa" in the Calendar Name field as shown. Check the Public checkbox. Select Adrienne Smith in the Schedule belongs to field.
   

8. Click Create.

9. Check the Active checkbox to make the calendar active and available in the My Calendar List tab. Check the Public checkbox makes it available for all other users in your clinic to view.
   

10. Click Save.

WebPT Scheduler | Add the Calendar to the Scheduling Calendar View

1. Click on the My Calendar List tab, while in the Manage Calendars.
   

2. Check the checkbox next to your calendar name and any others you want to view in the Add to My Schedule column. You may need to refresh your browser for the changes to appear.
   

3. Click Save.

WebPT Scheduler | Calendar Settings and Calendar User Permissions

Calendar administrators can set access permissions and calendar settings using Manage Calendars.
 

1. Click View Schedule from the Schedule Actions tab.
   

2. Click Manage Calendars from the Schedule Actions tab.
   

3. Click on the Calendar Settings and User Permissions tab to view and set permissions for individual calendars. This tab is only visible to Calendar Admins, discover more about User Permissions.
   

4. Select the desired calendar from the Calendar Selection drop-down.
   

5. You can change the Calendar Name and mark the Active checkbox if the calendar should be available for scheduling. Marking the Public checkbox will make the calendar available to view by others.
   

   Disabling Calendars

   • If you need to make the calendar unavailable for scheduling ensure Active is NOT checked.
   • To remove a calendar from the view of anyone else ensure Public is not checked.

6. You can also assign and determine ownership of the calendar, using the Calendar belongs to: drop-down.
   

   Providers working at multiple locations

   Clinics that have therapists working at multiple locations will need to be linked to the correct Therapist.

7. Below the Calendar Selection options, you'll see the User list (individual clinic users). Set the individual user permission access level for each user that needs access to the selected user's calendar.

   • For example, you'll see the Set Access Level link for Allie Saldana and Allison Certosimo in the image below. To grant Allie and Allison access to Amber's calendar, you'll need to click the Set Access Level link for both Allie and Allison in addition to any other users in the list that may need access

   

   EMR Administrators

   Administrators will automatically have full permissions to all calendars by default.:::

   • Set each individual user permission access level, using one of the three permission options:
   • Unset, removes access to the calendar.
   • Read-Only, prevents the user from making any changes to the information on the calendar.
   • Read & Write, allows the individual to view and make edits to the calendar.

   

8. Be sure to click Save to finalize your changes and set access.

WebPT Scheduler | Set up Calendar Business Hours

You can update Scheduler settings to reflect your clinic's days of operation and hours of business. Setting the duration for appointments and time intervals for each hour allows you to easily manage all calendars in the Scheduler.
 

1. Click View Schedule in the Scheduler tab.
   

2. Click Settings from the Schedule Actions menu.
   

3. Make your selections from the Scheduler Settings:
   

• Week Starts On - Choose Sunday or Monday to start your calandar week
• Display Work Week - Choose your calendar week of 5, 6, or 7 days.
• Expanded Calendar View - This is the default Calendar View. Select No if you prefer a Compressed View. Discover more about the various Calendar Views.
• Date Format - Select the date format you prefer.
• Time Format - Select the time format you prefer.
• Start of Day - Set the time you prefer to start your calendar day.
• End of Day - Set the end of day time for one hour past your last appointment time. For example, if you schedule your last appointments at 5:00pm, set the end time to 6:00pm.
• Time Interval - Set the time interval for how many minutes you want to break up each hour.
• Default Duration - Set the default duration for the length of your appointments. When you create an appointment on a calendar, it will default to this duration. We recommend setting to the standard time for Follow Up appointments.
• Zoom Level - Select the zoom level you prefer for viewing the Scheduler.