Scheduler Navigation: Filters and Views

The all-new Scheduler provides robust scheduling functionality not available in the legacy Calendar. Let’s review the available filters, functionality, and views.   

Accessing the Scheduler 

Navigate to the Schedules tab and choose Scheduler.  

User Not Authorized Error

The User Not Authorized error occurs if you have not completed the required email authorization process or if you do not have a resource schedule configured. Click here to learn how to resolve this error.

Scheduler Options 

These are the different elements of the Scheduler.  

Left Sidebar 

The sidebar contains various options for selection and filtering. Selecting nothing is equivalent to selecting all. The sidebar is persistent even as you change the views.  

Minimize Sidebar: Click the arrow at the top of the sidebar to hide.   Calendar Date Selection: View a specific date by selecting it from the calendar.   Time Zone: Set the time zone for the calendar to Location (your facility’s time zone) or to Browser (the time zone of the user’s browser). This functionality is helpful for users who work in a different time zone than the facility or while traveling.   Location Selection: No locations are selected by default. Use the checkboxes to view scheduling data for specific locations.   Resources Selection: No resources will be selected by default. Use the checkboxes to view scheduling data for specific Resources. Remember, only Resources with existing Resource schedules can be viewed on the Scheduler. If you click on the icon next to the Resource's name, you can view their resource schedule. Super Admins and users with the Manage Scheduler Settings permission view all resource schedules. Users with resource schedules will be able to open their own resource schedule. Users with view only access to Scheduler will not see the icon at all. Click here for more information on editing resource schedules. If a Working Timezone has been assigned to the resource's schedule, it will appear here.  Rooms Selection: All rooms will display by default. Use the checkboxes to view scheduling data for specific rooms. Remember, only rooms with Resource schedules can be viewed on the Scheduler.  Availability: These stats are designed to help you understand your scheduling capacity and maximize appointment utilization. The Location, Resource, and Room sections all contain color indicators helping display availability at a glance.   Green: Available  Red: Unavailable  Gray: Breaks (as added to the Resource schedule)

Top Filter Menu 

Your filters appear across the top of the calendar. This menu is persistent across all Scheduler views. 

1. Appointment Status: Filter by the status of the appointment (e.g., Cancelled, Waitlist, etc.). Select one or more statuses. 
   1. Important
      You can view waitlisted appointments by selecting the Waitlist status from the Appointment Status filter in any of the views if the waitlist has been enabled in your Scheduler Preferences. 
2. Appointment Type: Filter by the type of appointment. Appointment types may be different across locations, depending on how they are configured.  
3. Patients: Filter by one or more patients. You can search this field by name, date of birth, MRN, and phone number. 
4. Group Session: Filter Group Sessions by selecting one or more Group Session Names. This drop-down is only enabled when the Group Sessions icon is selected.
5. Appointment Filters: Use these filters to choose which appointments are visible. Check out the Scheduler Views section below for more information.
   
   1. Patient Appointments: Click on this icon to view all individual patient appointments. 
   2. All Group Sessions: Click on this icon to view all group sessions. You can use this filter with the other three filters.
   3. Non-Patient Appointments: Click this icon to view all non-patient appointments.
   4. Telehealth: Click on this icon to view all telehealth appointments. You can use this filter with the other three filters. 
   5. In Person: Click on this icon to view all in-person appointments. You can use this filter with the other three filters.
6. Clear: Use this button to remove all filters.   
7. Date Range: Use the arrows to choose the date range you want to view.
8. Past Appointments: Use this toggle if you want to enable or disable your ability to view past appointments.
9. Scheduler Views: Use the views buttons to determine how you see your appointment details. The filters available in the left sidebar and across the top of the calendar will also filter any of these views. 
   
   1. Calendar View: The original default view, can be viewed by day, week, or month.  
   2. List View: Displays all appointments in a columned list, which can be sorted alphabetically by several categories. 
   3. Workflow View: Allows you to view all appointments by workflow and move patients from one status to another.
   4. Resource Day View: Displays the schedules of all resources so that you can see all their appointments at a glance.  
10. Day/Week/Month: Use this drop-down to change how much of the schedule you'd like to see.
11. Find Availability: Click on this button to use the Find Availability feature. 
12. Add: Click on this button to create an appointment, or use the carrot to create a group session. 

Scheduler Views

Use the views buttons to determine how you see your appointment details. The filters available in the left sidebar and across the top of the calendar will also filter any of these views.

Calendar View 

The Calendar view is the original default standard calendar view for all users. 

• If you hover over an appointment, you will see the appointment name, appointment type, patients, location, and resources. If you double-click on it, you'll open the edit window.
  

Important
While Calendar is the default view when you first log in, Scheduler will remember which view you left off in during your last session and will return you to that window.

List View 

View appointment or group session information in a convenient list format.

1. Delete Appointment: Check the box for the appointment, or appointments you’d like to delete, then click the trash icon. Group Sessions cannot be deleted. 
   
    
2. Bulk Status Change: Select the appointments whose matching statuses you wish to change.
   • Then use click on the calendar and pencil icon.
      
   • Then choose the desired status from the drop-down.
     
      
   • The icons will change to indicate the chosen status.
3. Print: Use the related icons to print or export the appointment list. This is particularly helpful for printing out the patient's upcoming schedule. Simply filter by the patient and select the desired date range. 
4. Export: Click on the Export icon to download as a PDF, CSV file, or Excel document.
5. Settings: Click on this icon to open the Customize Table Columns widget. Any customizations made here are unique to the user. 
   
   1. Search: Search for the desired column
   2. Select All: Use this toggle to enable or disable all column options
   3. : Click and drag this icon to move the column options into your desired order
   4. Toggles: Use the toggles to enable or disable individual column options.
   5. Click Cancel to close the window without making any changes.
   6. Click Save to preserve your changes.
6. Check Boxes: Click on the box to select the appointment.

7. Columns: The following are all available columns in the List View. 

   Details	Day	Date	Time
   Duration	Appointment Subject	Appointment Type	Participants
   MR#	Phone Number	Email	Resource
   Location	Room	Notes	Cancellation Reason

8. Choose how many rows you wish to display at a time
9. Use the navigation arrows to view other results if there are more than can appear in the number of selected rows.

Workflow View 

This view is designed to provide a visual overview of appointments sorted by their respective statuses. This view displays appointments for a single date only. If you have a hard time viewing all columns without scrolling, reduce the number of columns in your Scheduler Preferences.

Resource Day View 

View the daily availability for individual Resources. From this view, you’ll be able to see the scheduled appointments for the resource and resource schedule activities. Select the Resources to display in this view from the left sidebar.

Appointments Waitlist 

The number of waitlisted appointments for the provider and time will display as a number on the waitlist icon in the List View or as a clock icon in the Scheduler and Resource views.

To view waitlisted appointments, select Waitlist from the Appointment Status.

In this example, there is only one waitlisted appointment for that provider/date/time combination.

Adding Patients to the Waitlist 

If you attempt to schedule an appointment with a Resource who is already booked for that timeslot, you will receive a warning message asking if you’d like to add the appointment to the waitlist. 

 

Click here to learn more about waitlisted appointments. 

Master Instances 

From the My Locations view, you will see all Locations and Resources in your Kipu EMR in the Scheduler.

Selecting an individual Location will automatically filter the Scheduler to only that location’s information. 

Users with access to only one location will only see the appointments/schedules for patients and resources in that location.