This tutorial shows you how to manage resource availability. It covers : holidays, planned and unplanned absences, irregular or occasional service providers.
A. Understanding how tuOtempO manages resource availability
The tuOtempO platform starts from the base of a standard working week to define resource availability. In practice, not all weeks are standard for a variety of different reasons, most commonly: expected absences, unexpected absences or irregular working hours. The tuOtempO platform has three ways of managing exceptional circumstances:
- Blocking out availability from the standard week
- Adding availability to the standard week
- Alerts for unexpected absences
B. Defining the standard week of your resource
As a general rule it is quicker to block out existing availability than to adding extra availability. In most cases therefore, it is best to begin by defining all the possible hours that your resource might work and using this as their week. From this basis you will modify their availability by blocking out the time during which they do not work.
By default the available hours of a resource are the same as the opening hours of the establishment in which they work.
You can modify the schedule of an individual resource either from the Set Up menu.
Go to > Tuotempo > Center > Manage Doctors > Schedule
Or from the Agenda view :
Go to > Tuotempo > Agenda > [Name of Doctor] > Schedule
Edit the standard schedule to include all the possible times of the day in which the resource generally works.
Example: A Doctor works Monday to Friday and one Saturday morning per month. Set their schedule as Monday to Saturday. A resource is a part-time worker who works occasionally on Thursdays and Saturdays and on Tuesdays only once every few months. Set their schedule as Thursdays and Saturdays
C. Managing absences and irregular working hours
1. A planned absence of less than one day
In the Week View of the Agenda click on the starting time of the unavailability.
In the pop-up window, change the duration of the unavailability to the length of time that you wish to block by setting the to value to the end of the unavailable time.
Without assigning a patient, click on Save and the period will be blocked out.
2. A planned absence of a day
To block out a day, in Week View click on the first available slot of the day. In the pop-up window, change the duration of the unavailability to the full length of the day by setting the to value to the end of the working day. Without assigning a patient, click on Save and the day will be blocked out.
3. A planned absence of more than a day - for example holidays
To block out an absence of several days, in Week View click on the first available slot of the first day of the planned absence. In the pop-up window, change the duration of the unavailability to the full length of the day by setting the to value to the end of the working day. Click on Repeat Appointment, select the frequency of repetition Every 1 day and select the day on which the absence will end.
Without assigning a patient, click on Save and the days will be blocked out.
4. Working alternate weeks
If a resource works alternate weeks, include all days on which they work in their weekly schedule. In Week View, click on the first available slot of the first day of a week in which they do not work. In the pop-up window, change the duration of the unavailability to the full length of the day by setting the to value to the end of the working day. Click on Repeat Appointment, select the frequency of repetition to Every 2 weeks and choose a date on which to end the sequence.
Without assigning a patient, click on Save and the absence on alternate weeks will be blocked out.
5. Working irregular hours
If a resource works irregular hours on a changing basis, include the days of the week on which they might potentially work in their schedule. Limit the duration of the schedule to the last date on which you already know their planning.
Example: A resource changes their planning from month to month and their working days are only known six weeks ahead of time. Limit their schedule to the end of the last week for which their planning is known. When their planning for subsequent weeks becomes known, extend their schedule accordingly.
Use the procedure for blocking out a day (see C2 above) to block out the days on which the resource does not work.
6. Last minute unexpected unavailability
If a resource is unexpectedly unavailable at short notice and appointments need to be cancelled, you can use the Delay or Cancel feature to notify patients.
D. Managing exceptional availability
1. A resource exceptionally works on a day on which he or she does not usually work
If a resource is available exceptionally (for example, the resource does not work on Wednesday normally, but exceptionally decides to work on one specific Wednesday), create an additional schedule to cover the day in question.
Go to > Tuotempo > Agenda > [Name of the Resource] > Schedule > Add
In the resource work time, fill out the From - To dates for the exceptional availability and add the start and end time for the day in question.
2. A resource exceptionally wishes to accept an appointment at a time at which he or she does not usually work
To book an appointment outside regular hours, click on any available slot within the working day. In the pop-up dialogue change the start time of the appointment to the time of your choice. You will be allowed to save the appointment even though it is not within normal working hours.
3. A resource exceptionally wishes to accept simultaneous appointments
To allow two appointments to be booked simultaneously, click on the name of the resource in the Agenda view and select add a line.
4. A locum worker exceptionally replaces an existing worker
If a locum worker exceptionally replaces a regular worker, create the locum worker as a new resource. Edit their schedule and define both the start date and the end date of their presence.