You may proceed with creation of a schedule for all clinic specialists and a patient visit schedule when all the necessary schedule operational and displaying settings are completed.
The first thing you need to do while creating a clinic work schedule is to add work schedules of doctors because the added doctors’ shifts enable determination of time periods available to plan patient visits in the mini-calendar of the doctor ‘s work schedule. The doctors’ shifts are also required to follow up the load of doctors and clinic in the report Doctor’s load and Cabinet load.
Go to the section Schedule to add a new specialist shift and then put a cursor at the appropriate place in the schedule, click the right mouse button and select the option Create a doctor shift from the list. Fill in all fields (doctor, cabinet, date, time) in the window.
All doctor work shifts look as follows:
Herewith, the shifts marked in the mini-calendar with green dots are the shifts where there are free periods available to schedule patient visits. Administrators use the marks for a faster search of the appropriate time for visits in future.
A green dot is at the top of the date field if a doctor has free time available for visits during the morning. A green dot is at the bottom of the date field if a doctor has free time available for visits in the afternoon. There can be two green dots in the field if time for visits is available both during the morning and in the afternoon.
Activate the parameter Minimum allowed time available for visits in the schedule in Settings → Schedule to show the time available for visits in a doctor’s mini-schedule. When the option is activated, select a time period to be a minimum visit duration in your clinic, for example 30 or 60 minutes.
Assistant work shifts can be scheduled when all doctors' work shifts have already been added to the schedule.
Add assistant work shifts to the schedule to enable an automatic salary accrual for the specialists on the basis of the worked hours. More information on the salary accrual methods that can be applied in the clinics is available in Salary.
The same shift creation procedure is applied for assistants. The only difference is that the appropriate tab Assistants is filled in to create assistant shifts.
Herewith, the shifts of two and more assistants can be scheduled in every cabinet at the same time.
A doctors’ schedule that has already been made is shown in background in the tab Assistants to make the process of the assistant schedule setting up simple and fast.
Added assistant shifts look as follows:
A report on all worked assistant shifts is available in Reports → Assistant shifts.
Add the corresponding types of employees in Settings → Schedule → Types of employees if non-medical specialists, for example, administrators, marketing specialists, accountants, etc., work in the clinic. This is how you can add work schedules for the specialists in Schedule in the tab Administrators, etc.
An administrator work shift is added in Cliniccards in the same way as for any other specialist. Click the right mouse button (or double click) in the appropriate place of the schedule Administrators, etc. and fill in all the appropriate fields in a new window.
The report Administrator shifts is to follow up work shifts of administrators and other specialists and monitor their key performance parameters (KPI) (for example, the necessary number of visits booked per day, calls, etc.).
Go to Settings → Other → Administrator KPI to add key performance indicators to monitor them in future. The appropriate results for every shift will be available in the administrator shifts in the schedule or in the report Administrator shifts.
A salary of the employees is mainly based on the hourly rates to be set up in Settings → Specialist salary.
If a specialist hourly rate is set, Cliniccards automatically calculates the specialist salary on the basis of the total number of hours worked during the shifts that have been added to the schedule during the selected period.
Hotkeys are purposed to facilitate your work as they force performance of the main actions in the schedule. For example, you can change the duration of doctor shifts, patient visits and time reserves and move them within the schedule using a cursor.
Click the left mouse button on the appropriate object in the schedule to select it and then change the object duration by dragging one or another edge of the object or by dragging the object with the cursor to move it in the schedule.
The following hotkeys are recommended to be used as they are convenient to work with the schedule elements:
Moreover, there is a function Copy doctor work shifts for a fast filling of schedule in the clinics where doctors work according to the set up schedule and in the same cabinets.
