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How to create and manage provider availability

  • Updated

Availability time blocks specify the kind of visit a provider will accept during a specific period of time. For example, a provider can be available for scheduled visits only every Tuesday and Wednesday morning from 8:30 AM-11:00 AM, and both scheduled and See Now (on-call) visits the rest of the day.

Note: Some organizations have schedulers and administrators who manage their provider’s availability. Check with the organization to confirm if providers can modify their availability and schedule.

Before creating availability time blocks, consider the kinds of visits the provider will be available for. In eVisit, there are two main kinds of visits: Scheduled and See Now. There are also Express Visits and Quick Entry Visits (on-demand visits initiated from the provider's office), but availability is unaffected by these options.

Scheduled visits are standard appointments scheduled in advance by the patient or the practice.

See Now, on-demand visits are similar to a walk-in, where patients request a visit without scheduling an appointment.

How to create availability time blocks

To begin, open the user menu.

  1. Click My Account

    Fig. 1
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  2. From the menu on the left, choose Availability

    Fig. 2
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    The Set Availability calendar will display.

  3. Inside the calendar, click on the column of the day to create an availability time block

    Fig. 3
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  4. In the Availability window, adjust the start and end time in the Time field

    In this example, we have created an availability time block of 9:00 AM to 3:30 PM. We have also selected the availability options for both on-demand and scheduled visits (Fig. 4).

    Availability options:
  • On Demand Visits – Select to enable patients to request a See Now visit
  • Scheduled visits – Select to enable either the patient or staff to schedule a visit with the provider during this time
  • Select Repeat weekly to repeat this availability time block every week
  • Select All day if the provider needs to be available for a 24-hour period (Fig. 5)

    Fig. 4
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    Fig. 5
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Note:  Availability time blocks can be created throughout the day/week for schedulable visits, on-call visits, or both. In the example below:

Fig. 6
Fig._5.png

A) Monday = Appointments and on demand from 9:00 AM – 3:30 PM
B) Tuesday = Appointments and on demand from 7:00 AM – 11:00 AM, then from 1:15 PM - 7:15 PM
C) Wednesday = Appointments only from 7:15 AM – 10:30 AM then appointments and on demand from 10:30 AM - 4:15 PM
D) Thursday = On demand only from 7:00 AM – 8:30 AM then appointments and on demand from 11:15 AM – 4:30 PM

  5. Create more availability time blocks as needed

  6. Click Save after each availability time block is created

To edit or remove an availability block, click inside the block, make the necessary changes, and save the changes.

Enabling ON CALL availability

On call (See Now) visit availability can be managed by the toggle button next to the provider's name.

Fig. 7

mceclip4.png

To enable availability for See Now visits, click the toggle so it turns to green and displays the words ON CALL. Toggle it to make the provider immediately available to patients for See Now visits. Availability time blocks are not needed for this option. To disable this availability, click the toggle so it turns to red and displays the word UNAVAILABLE.

Fig. 8

mceclip5.png

Note: If a provider has an availability block with the “Put me on call” option enabled, toggling the ON CALL button to UNAVAILABLE will override that setting in the availability time block, and patients will not be able to see them for See Now visits.

 

Still have questions?

We’re here to help! Please contact eVisit Technical Support at (928) 297-2294 or email us at support@evisit.com.

 

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