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manual:calendars_manage

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Manage Calendars

At the bottom of the list of available calendars, click on Manage Calendars.

The Manage Calendars window displays a list of all calendars that have been created at your organisation.

You will see the following columns:

  • Calendar Name:
    • Calendars listed alphabetically by Name.
  • Type:
    • Custom - calendar has been given a name, this type of calendar is usually used by a particular service eg Cardiology, Diabetes Clinic etc
    • User - calendar is named for a specific user.
  • Visible:
    • True - the calendar can be seen (in the check-box list at the side of the general calendar view) by the Organisation's users
    • False - the calendar cannot be seen by the Organisation's users
  • Waiting List:
    • A Waiting List is available for this calendar
  • Owner:
    • The Person who created the Custom Calendar, or the named user, of a user calendar.

And three buttons:

Calendars can be sorted by clicking on each column title.

Create a New Calendar

In Manage Calendars, click on Add New Calendar

Custom Calendar

In the Title box, enter the name of the calendar you wish to create. A custom calendar may define Clinics, or Rooms, depending on the type of service you provide and how you manage your appointment bookings and consultations. Click Add Calendar.
The Update Calendar window will open automatically to allow you to modify the Calendar properties.

Practitioner Calendar

From the drop down list, select the user for whom you wish to create the calendar. Click Add Calendar.
A line of green text will display to indicate successful creation of the calendar.

To modify the Calendar properties, you will need to click Back to return to the Manage Calendars page, locate the user in the list of calendars and click on Modify to access the Calendar properties.

Calendar Properties

From this window, you can set the Calendar's properties and manage individual calendar settings for:

  • SMS Reminders
  • Email reminders
  • Referring Doctor
  • Waiting List
  • Calendar Use Permissions

SMS & email Reminders

SMS
From the SMS Provider menu, select your organisation's provider- MMEx currently supports SMSGlobal, Esendex and Telstra. SMS needs to be set up at an organisation level, see Organisation Settings - SMS for further details.

In the SMS Reminder Hours box, enter the number of hours, as a numeral, before the appointment that you want the SMS reminder to be sent.

  • Minimum of 24 hours prior
  • Whole numbers (hours) only

SMS Reminder Template
From the drop down menu, select the template you want to use for the SMS reminder. This template may be created or modified through the Manage Templates page. See Manage Templates for further details.

Email
In the Email Reminder Hours box, enter the number of hours(24 hours or greater), as a numeral, before the appointment that you want the email reminder to be sent.

Currently there is no specific email reminder template. You will need to create an SMS template in “Manage Templates” and select this reminder here. At this time, autofills in an SMS template do not function in email reminders. We are currently reviewing this function to make improvements.

Click Update to save these settings.

Click here for information about sending SMS & email reminders.

Referring Doctor

 From the Drop down menu select:

  • Hide - to not show the Referring Doctor field in appointments for this calendar
  • Show - to show the Referring Doctor field in appointments for this calendar.
    • When you select Show, you will be given the option to make the field Mandatory

The Referring Doctor field will now show in the Appointment booking screen. the user should click on the magnifying glass to select the referrer from the MMEx user list / organisation address book or click on Add Address Book Entry to create a new address book entry for a new referrer.

Click Update to save these settings.

Waiting List

From the Enable Waiting List drop down menu, select Yes to activate the Waiting List for this calendar. New fields will be displayed.

Referring Doctor: Select options Hide or Show

  • Hide - to not show the Referring Doctor field in the Waiting List for this calendar
  • Show - to show the Referring Doctor field in the waiting List for this calendar.
    • When you select Show, you will be given the option to make the field Mandatory

The Referring Doctor field will now show in the waiting list entry screen. the user should click on the magnifying glass to select the referrer from the combined organisation / MMEx address book.

Priority:

  • Hide - to not show the Priority field in the Waiting List for this calendar
  • Show - to show the Priority field in the waiting List for this calendar.
    • When you select Show, you will be given the option to make the field Mandatory

In the Priority entry box you can define the priority categories that will apply to this waiting list. Enter a priority in the text box and click Add.

You can reorder and delete the priority entries by highlighting one and using the buttons to the right of the list box.

Click Update to save these settings.

More information about the Waiting List can be found here.

Calendar Use Permissions

This feature enables you to assign permissions to a specific user or to all users of an organisation to view or edit a calendar.

To add a permission, type a name into the User text box to select the person/organisation from the MMEx Address Book. You may open the address book to search by region or category by clicking on the magnifying glass, or select the user from the short list that will display underneath.

If you would like this person to be able to view the calendar but not edit it, leave the Can Edit check box unchecked. If you would like this person to be able to edit the calendar, ensure the Can Edit check box is selected. Select the Grant to Organisation checkbox to grant permission to every user at that organisation.

To save this person/organisation's permissions click the Add button.

manual/calendars_manage.txt · Last modified: 2019/07/01 01:02 by sarahb