residency scheduling guide - amion · pdf fileresidency scheduling guide ... that does not...
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Residency Scheduling Guide Introduction 1
CreatingSchedules 1Overview 1
Tutorials 2Icons 2CreateaNewSchedule 3GeneralSetup 3Services 3Stafftypes 4Staff 5Clinics 5
BlockSchedules 7AdjustScheduleDisplay 7SetRotationDates 8HowtoSetCalendarMonthRotationDates 8HowtoSetCustomBlocksofTime 9HowtoCustomizeStandardizedSplitBlocks 10
AssigningServices 11SplitShift 12CreateCrossCover 13HowtosetcrosscoverinOnCall 14SpecialRequests(Holiday,Familyleave,Personaldays…) 18HowtocreateSpecialRequestsinOnCall 18EnteringPhysicianContantInfo 20
CreateaCallSchedule 21EnterCallScheduleManually 22SetShiftPatternstoScheduleCallAutomatically 23
ScheduleContentBoxes 26HowtoCreateScheduleContentBoxes 26
ClinicSchedule 29Tally 32 IntroductionCreatingSchedulesThisdocumentprovidesreferenceinformationaboutcreatingrotation,callandclinicschedulesinOnCall.Youwilllearnhowtopublishyourschedulestothewww.amion.comwebsitewhichwillallowresidents,attendingsandotherstafftoviewschedulesonline.
OverviewTheAmionScheduler(“OnCall”)isusedtocreaterotation,callandclinicschedules.Youcantrackdutyhours,producetalliesandmuchmore.Thisguidecoversresidencyscheduling.
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Pleasenote:Ifyouplantoincludeattendingsinyourresidencyschedulebecausetheyareprovidingsupporttoresidentsyoumayaddthemasaserviceinyourresidencyschedule.Ifyouneedaseparateoncallscheduleforattendings,youwillneedaseparatelicenseandshouldusethecalendar‐yearimplementationofAmion.
Downloadedandinstalltheschedulertocreateanewscheduleorretrieveanexistingschedule.RefertoourHelpIndexandtheorderconfirmationmessageyouwillreceivefromouronlinestore.
TutorialsLaunchtheAmionscheduleronyourcomputer.Youcanwatchtheself‐runningtutorialsbeforecreatingyourfirstschedule.Note:Referencenumbersdisplayedonscreenshotsrelatetotheinstructionstepnumber.
1. SelectHelpfromtheBrowsermenubar2. SelectContents3. ViewtheResidencyProgramsOverview,Blockscheduling,CallandClinictutorials.
Note:Theselfrunningtutorialscanbestopped,continuedorpausedatanytime. IconsOnCallhasmanyIconsdependentupontheview.Theseiconsaredisplayedwhencreatingyourblockschedules.Clickontheiconstodisplaythefollowingviews: Icon descriptions
• HidetheToolbar• SelecttheviewbyStaffType:Chosefromsevendifferentcolorstorepresenteachofyourstafftypes.
Clickonthefollowingiconforthisview.
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o DisplaystheiconsforPGY2throughPGY5forthisexampleintheirrespectivecolors.YoucanviewPGY2sonly,PGY3sonly,PGY4sonlyorPGY5sonlybyclickingontheirrespectivenumberedicon.
• ViewallStaff(toggleonandoff)clickingonthisicon.
• SelectScheduletypebyclickingonthefollowingicons:
o BlockSchedule
o CallSchedule
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o ShiftSchedule
o ClinicSchedule• Selectviewformatbyclickingonthefollowingicons:
o TableFormat
o CalendarFormat
• GetStatisticsortalliesforCall,ClinicandDutyHoursbyclickingonthisicon.
• Getinformationabouttheschedulebyclickingonthefollowingicons:
o ScheduleContentInfoboxo Highlight&TallyCellsthatMatchtheCursorCell
• Gethelpbyclickingonthisicon.
o CreateaNewScheduleFollowthesestepsfrombeginningtoendintheorderinwhichtheyaredisplayedandyouwillsuccessfullycreateyourRotation,Calland/orClinicschedules.Iftherearefeaturesyoudon’tneed(e.g.splitdatesinblockschedules),skipthestepsandmoveontothenext.
1. FindtheOnCallsoftwareonyourcomputerandopenit.2. SelectCreateanewschedule.3. SelectYes–useanacademicyear,July–June,&blockschedules.
AGeneralSetupboxwillpopupafteryouclickSelectYes–useanacademicyear,July–June,&blockschedules.
GeneralSetup
1. SelectGeneralSetupandtheInfoBoxwillshow.
Note:Youmustcreatethecomponentsoftheschedule,suchasservicesandstafftypes,beforecreatingtheschedule.YouentertheseintheGeneralSetupbox.ServicesEachservice,orrotation,mustbedefinedpriortousingitinaschedule.
1. ClickontheServicestab.2. Enterthenameoftheserviceorrotation.3. Determineiftheservicetakescallandselectcallornocallintheboxnexttotheservicename.
a. Ifno,clickonthedropdownboxtotherightofwheretheservicenameisenteredandselectNocall.
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b. Ifyes,clickonthedropdownboxtotherightofwheretheservicenameisandselectCallorVariablecall.
c. Ifyes,howmanypeoplewillbeoncallforthisservice?i. Clickonthedropdownboxtoaddupto80calllines.
General Setup: Enter Service that does not take Call
General Setup: Enter service that takes call. The call displayed will have two people scheduled to cover call for this service.
StafftypesStaffTypesreferstothetypeofindividualwhowillbeincludedintheschedule,suchas:
1. AttendingPhysicians2. PGYlevel(PostGraduateYear)3. Physician’sAssistants(PA)4. Nurses5. Otherhealthcareprofessionals
EnterStafftypes
1. ClickontheStafftypestab.2. Enterthestafftype.3. Selectcolorforthestafftype.4. Save.
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General Setup: Staff types
StaffStaffreferstotheindividualswhowillbeincludedintheschedule.
1. ClickontheStafftab.2. Enterthestaffname.3. Selecttheappropriatestafftypeafteryouenterthelastnameandfirstinitial.4. Save.
General Setup: Staff
ClinicsEnteryourClinicsifyouhaveany.
1. ClickontheClinicstab.2. Enterashortformoftheclinicname.3. Save.
Note that you choose the colors for Staff type. This makes it easier to sort by type and view at a glance (7 possible colors).
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Add Clinic Names
4. ClickFinish.
a. TheinitialsetupforthescheduleiscompleteandtheblockschedulepromptwilldisplayasshownassoonasyouclickFinish.
Finish
Note:AdditionalServices,Stafftypes,StaffandclinicsmaybeaddedintheGeneralsetupInfoboxatanytimeduringtheschedulecreationprocessbyselectingFile|GeneralSetup.
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BlockSchedulesTheboxdisplayedbelowwillpopupafterclickingFinishintheGeneralSetup:
1. ClickGotofirstblockschedule.
Go to first block schedule
AdjustScheduleDisplayToadjustthescheduledisplay,placeyourcursoronthedarklinesaroundthefirsthorizontalcellandthefirstcellinthefirsttwocolumns.Expandorcontractthecellsbyplacingyourcursoronthedarkblackhorizontalandverticallinesanddragwiththemyourmouse. Adjusting Display
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SetRotationDatesThescreenbelowwilldisplaywhenyouclickonGotofirstblockschedule: Set Rotation Block Dates
Thingstoconsiderbeforesettingtherotationdates:
1. Whatisthebegindateandtheenddateofeachrotation?2. DothesedatesvarybasedonStaffType?
HowtoSetCalendarMonthRotationDates
1. DisplayAllstaffifAllstafftypeshavethesamerotationdates.2. Placethecursorinthedateboxabovetheschedule.3. TheInfoboxwilldisplay.
a. TheInfoboxforthisscheduleshowsthatforJuly,therotationisJuly1,2004throughJuly31,2004.
b. Thisscheduleissetfor12blocks.
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Set up Calendar Month Rotations
HowtoSetCustomBlocksofTime
1. ClickonStaffTypeicon(PGY5,e.g.,asshownbelow).2. ClickontheAllStafficontoseeallPGY5staff.3. PlacethecursorinthedatefieldandtheInfoboxwillpopupasseenabove.4. HowmanyblockswillthePGY5shave?
a. Forthisexampletheirrotationslastthreemonthssotheywillhavefourblocksintheirschedule.
5. Changetheblocksto4Customblocksbyclickingonthedownarrow.6. Lookattheactualrotationdates.Arethesecorrect?
a. Thesedatesneedtobechangedtomeetthecustomizedblockdates.
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Setting Custom Blocks
7. Placethecursorinthedateblockthatneedsadjusting.8. Clickontheupordownarrowsnexttothebeginningandendingdatesandadjustthedatestomeet
yourprogramneeds.9. Movetothenextsetofdatestoadjustuntilyouhavesetallofthedates.
a. Continuethisprocesswithallthestafftypes.
Adjusting the Dates on Custom Blocks
HowtoCustomizeStandardizedSplitBlocksIfresidentssometimesspendhalfoftherotationblockononeserviceandhalfonanother,youcanfurthercustomizeyourrotationblocksbydefiningtheSplitDateforeachrotationperiod.
1. PlacethecursorinthedatefieldandtheInfoboxwillpopupasseenbelow.2. Clickontheupordownarrowsnexttosplitdateandadjustthedatestomeetyourprogramneeds.
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Setting split rotations on Custom Blocks
AssigningServicesServicescanbeassignedfromtheAllStaffVieworindividualStaffTypeview.
1. PlacethecursorinablankcellandtheInfobox–Selectionlistdisplayslistofservices.2. Selectaservice.
a. Theservicewillbeappliedtothespotthecursorisplaced.Select services from the Infobox by Staff Type
3. Inthisexample,thePGY3viewwaschosenandserviceswereaddedtotheindividualPGY3sschedule.Theyhaverotationsbasedonthecalendarmonths.
4. VacationshavebeenselectedoutoftheInfoboxandenteredintotheschedule.a. Dreierisonvacation10/1through10/31.b. Reighleyisonvacation11/1through11/30.
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2. Click on a service and it will be placed in the box that is yellow high-lighted.
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PGY3 Block Schedule Complete
SplitShift
1. Placecursorinthecellwhereyouwanttosetupasplitshift.a. TheInfoboxwillopen.b. Determinewhichservicewillfillthefirstpartoftherotationperiodandwhichservicewillfill
thesecondhalfoftherotationperiod.2. Holddownthe“Ctrl”keyonyourkeyboardandatthesametimeclickonthetwoservicesinthe
Infoboxwithyourmouse.a. ChoosetheservicesinthedateorderthattheStaffmemberwillbeperformingtheservices(the
firsthalfofthemonthisspentonANGIOandthesecondhalfofthemonthisspentonCHEST).3. Thecellwilldisplaytwoservicessidebysideandcoloredinred.Asplitshiftwillsplitthemonth
basedonthesplitdateyousetonyourcustomshifts.(See“HowtoCustomizeStandardizedSplitBlocks”above.)Forthisexample,theresidentisonAngiofrom7/1/04through7/16/04andthenisonChestfrom7/17/04through7/31/04.
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Creating a split shift
CreateCrossCoverCrosscoverallowslayeringofprimaryandsecondaryassignmentsinthemasterschedule.Theblockschedulewilldisplaytheprimaryassignmentswiththesecondaryassignmentsindicatedbysmallmarkersinthecornerofthecell.Thingstoconsiderbeforesettingcrosscover:• Whatspecificservicesarecross‐covered?• Willallattendingsforthisservicebeonthecrosscoveredservice?• Isthecrosscoverspecifictoanindividualandnotallphysiciansontherotation?SetupPreferencesfirstsothatthecross‐covermarkerswillbedisplayedforthoseviewingthescheduleonline.
1. FromtheOnCallmenubar,SelectFile.2. SelectPreferences.
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Setting Preference for cross-cover markers
3. SelectWebposting.4. SelectX‐covermarkersonblockpages.5. ClickOK.
a. Themarkerswillnowbeviewablebyyourselfandthoseviewingthescheduleonline.Setting Cross Cover Markers
HowtosetcrosscoverinOnCall
1. Makesuretheprimaryserviceisenteredintheblockscheduleandhighlightthiscell.2. FromtheOnCallmenubar,clickWindow.3. SelectCrosscover.
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Creating Cross cover
4. Thecrosscoverboximmediatelyopens.5. NoCrosscoveriscurrentlysetforNEURO,asNEUROisthehighlightedserviceinthisexample.6. ClickonSetupandtheSetupboxpopsup.
Cross cover box
7. All services are listed in the center column.
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8. SelectaservicefromthecentercolumnastheRotationthatoffersxcovertostaff.9. ClickontheleftfacingarrowstomovetheserviceNEUROfromthecentercolumntotheleftcolumn.
Cross Cover
10. SelectCTtoxcovertoNEURO.11. ClickontherightfacingarrowstomovetheserviceCTfromthecentercolumntotherightcolumn. Service moved to Left Column
12. ClickOKtoindicatethatthephysicianworkingontheserviceNEUROcrosscoversCT.
Cross cover set up complete.
13. TheboxdisplayedinbelowpopsupafterclickingOK.
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a. NoticethatCTissetasthecrosscovertarget;asmallpinkcircleisthecrosscovermarker.
14. IfthecrosscoverageappliestoallstaffworkingontheNEUROservice,clickonApplytoall.
Continue with Cross Cover
15. HighlightCT.
a. Applytoall…allNEUROi. WillthiscrosscoverbeappliedtoallNEUROstaffintheschedule?
b. Applytoall…AttendingNEURO.i. WillthiscrosscoverapplyonlytoAttendingsontheNEUROservice?
1. Forthisexample,thiscrosscoverwillapplyonlytoAttendingsontheNEUROservice.
16. ClickAttendingNEURO.To Whom Does This Rule Apply?
17. AllAttendingNEUROrotationshavecrosscovermarkersforCT.18. ContinueaddingtothecrosscoverSetupboxuntilallcrosscoverageisset. Cross Cover Set
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SpecialRequests(Holiday,Familyleave,Personaldays…)ThingstoconsiderbeforecreatingSpecialRequests:
1. Youhavefour‐colorchoicesforspecialrequests.Determinehowyouwouldbestliketousethesecolors.
2. Examplesofcoloruse:• ChooseGreenforfamilyleave.• ChoosePinkforconferences.• ChooseBlackforboardexaminations.• ChooseMustardforvacation.
HowtocreateSpecialRequestsinOnCall1. PlaceyourcursorinthecellthatspansthedatesfortheSpecialRequests.
Preparing for Special Requests
2. Rightclickonthehighlightedblock.3. SelectAddarequest…fromthemenu.Turn Special Requests On
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Special Requests Box
4. TheSpecialRequestssetupboxwilldisplay.Anewrequestwillbecreatedforthedateinterpolatedfrom
thelocationofthecursor.Ifarequestfallsnearthebeginningofblock2,putthecursornearwheretherequestwillgobeforehittingtherightmousebutton.
5. Selectoneofthefourcolorsbyclickingonacoloredquadrantofthecolorbox.6. Thedateforyournewrequestisdisplayed.Forthisexample,thecursorisplacedinthecenterofthe
Septemberblock.Thestartdateforthespecialrequestdisplaysas9/16/2004.Date settings
7. Enterthespecialrequestinthetextfield. Text Description of Special Request
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8. ToChangeDates:Usetheleftandrighthorizontalarrowstomovethebegindateforwardorbackwards. Forward and Backward Date Arrows
9. Usetheupanddownarrowstodefinetheenddate.
Up and Down Date Arrows
10. SpecialRequestsdonothaveaseparatesavefeatureastheSpecialRequestmarkersarecreatedasyouenterthedateinformation.
EnteringPhysicianContantInfo1. SelecttheBlockSchedule.2. ClickonaStaffmember’sname.3. Enterpager,TelephonenumberandEmailaddress.
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Physician Contact info
CreateaCallSchedule
1. Opentheblockschedule.2. Clickontheredhalfmoonsymbol(CallSchedule).3. Thecallschedulewilllistallrotationsthatwereidentifiedastakingcallwhentheblockschedulewas
created.a. Note:Thisexampleusesadifferentschedulefromthepreviouspagesforvariety.Forthis
example,thefollowingserviceswereassignedcall:i. FMR1withonecalllineintheschedule.ii. FMR3withthreecalllinesintheschedule
Service Names on Call Schedule
4. Ifdesired,changetheservicenamestomatchyourcallnames.a. Placethecursorinthecellwiththeservicenamethatwillbechangedtoacallnameand
typethecallnameintothecell.
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Enter Call Names
EnterCallScheduleManually
5. Placethecursorinthefirstcellwhereyouwillenterapersontocovercall.a. TheInfoboxlistsavailablestaffalphabetically.
How to Add Staff to Call
6. Withthecursorintheblankcell,typeinafewlettersofthestaffnameasitislistedintheInfobox,or
clickthestaffnamefromtheInfoboxlist..Thestaffnamewillappearinthecellafteryoutypeafewletters.Continueaddingstaffuntilthecallscheduleiscomplete.
Adding Staff to Call
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SetShiftPatternstoScheduleCallAutomaticallyIfyouhaveacallschedulethatfollowsaspecificpatternoveraperiodoftime,youcansetthispatternratherthanenterthecallschedulemanually.
1. Opentheblockschedule.2. Clickontheredmoonicontoopenthecallschedule.3. SelectWindows.4. ClickonCall&ShiftPatterns.
Select Call & Shift Patterns
5. TheCall&ShiftPatternsboxpopsup.
Call & Shift Patterns box
6. Highlightthecallnameforwhichyouwillcreateashiftpatterninthecallschedule.7. Highlightpattern1andgiveityourpatternnamebyplacingyourcursoroverthewordPattern1and
keyingyourpatternnameintothebox(FMR3,e.g.).8. Specifytheperiodoftimethispatternoccurs(inthisexample,16days).9. NowusingWorker1,highlightthedaysthatworkerone’spatternwouldbe.
a. WorkeroneworksWednesdays,SaturdaysandMondays.b. Worker2worksTuesdaysandSundays.c. Worker3worksTuesdaysandFridays.
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Setting Shift Pattern Worker 1
Setting Shift Pattern Worker 2
Setting Shift Pattern Worker 3
10. Returntoyourcallscheduleandselectthefirstcalllinethatincorporatesthepattern.11. TheInfoboxprovidesthedetailsofthecallwhereCall&Shiftpatternswereset.
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Infobox lists Call & Shift Pattern
12. AssignthecallpatterntotheselectedcallservicebyclickingonthedropdownboxwherethecallpatternsarelistedintheInfobox
13. Selectthecallpatterncreatedforthiscall.
Assign the Call Pattern
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14. Enternamesinthecallschedule.Thefirstnameenteredwillgeneratethepatternforthatperson
basedonthetemplateyoujustcreated.
Call & Shift Patterns Set Automatically
15. ContinuecreatingCall&Shiftpatternsandcompletethecallschedule. ScheduleContentBoxesScheduleContentBoxesallowyoutocustomizeyourviewofRotation,CallandClinicschedules.Thislimitsyourviewtoasubsetoftheschedulewithoutchangingtheschedule.
Forexample:YouwanttocreateaScheduleContentboxtoviewonlytherotationschedulesofattendingsthattypicallyworkatonehospital.YoumaywantoneviewoftheAttendingStafftypepagethatlistsallattendings,oneviewthatlistsallattendingswhorotateattheUniversityHospital,andoneviewofallattendingsatChildren’sHospital.
Forexample:YoumaywanttocreateaScheduleContentviewforPGY3sonaspecificrotationthatrequires360evaluationsofthePGY3s..
ThingstoconsiderbeforecreatingScheduleContentviews:
• Whydoyouneedaseparateviewthanwhatiscurrentlyonyourblockschedule?• WhatwillyounametheScheduleContentboxes?• Willallphysiciansbeincludedinyourcontentboxes?
o Ifnot,besureandexcludethemfromScheduleContentboxlist. HowtoCreateScheduleContentBoxes
1. OpentheRotation(Block)schedule.i. MakesuretheViewAllStaffbuttonisnotselected.
2. ClickonView.3. ToggleAllStafftoturnitoff.
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Turning off all staff
4. SelectthestafftypeforwhichyouaresettingtheContentboxbyclickingontheStaffTypeicon
(typesA,5,4,3,2,e.g.).5. ClickonWindow.6. ClickonScheduleContent.7. TheScheduleContentboxpopsupafterclickingonthewordSchedulecontentinthedropdownbox.
Schedule content
Schedule Content Setup Box
8. ClickonthesecondIconfromtheleftintheInfobox sothatShowAll(PGY3s)isselected.
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Show All (attendings)
9. NoticetheeightcombinationsofdotsontherighthalfoftheScheduleContenttoolbar.
ThefirstdotisyourBlockScheduleandshouldnotbechanged.YoucancreateuptosevendifferentviewsbasedoninformationfromyourcompletedBlockSchedule.
10. Movetothesecondsetofdots(2dots)andclickonthisicon.
2 dots
11. ReviewthecontentoftheScheduleContentboxanddetermineifyouwillremoveanyofthe
physiciansinthislistfromtheScheduleContentBox.Removingaphysicianfromthisparticularpageviewdoesnotremovethephysicianfromtheschedule.
12. Clickonthephysician’snameyouwishtoremoveandtheirnamewillbetoggledoffforthisview.
Turning Reighley off from this View
13. ClickontheScheduleHeadingtitleatthetopoftheBlockSchedulepage.Highlightanddeletethecurrentschedulename.The2dotswillnotrepresentyourBlockSchedulesoyouwillneedtocreateanameforthenewview.
Schedule Heading
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Reighley, A is now toggled off from this view. 12
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14. Changethetitleofthisscheduletoreflectthesubsetyouhavecreatedbytypingdirectlyoverthenameyoujustdeleted.NamethenewviewbytypingdirectlyintothespaceyoujustdeletedandforthisexamplewewilltitlethenewSchedulecontentscreenPGY3360Evaluations.Theoriginalscheduleisstillleftintactandwillbetherewhenyouclickonthesingledot.
Change Schedule Heading
15. Youcantogglebackandforthbetweenthesepagesbyclickingonthecombinationofdots.Continuetobuilduptoeightviews.
16. SchedulecontentboxesarealsoavailableintheCallschedule.Ratherthanselectingindividualsby
stafftype,theCallScheduleContentboxallowsyoutoselectdifferentCalllinesfordifferentviews.ClinicSchedule
1. OpentheRotation(Block)schedule.2. ClickontheClinicIcon(theblueC)intheOnCallmenubar.
Select Clinic Schedule
3. Clickonthestaffnametowhomaclinicwillbeassigned.4. ClickontheClinicsiconintheInfobox.5. ThereddotsindicateCallscheduled.
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Select Staff Name
6. SelecttheAMorPMicon ,whichopensthenextboxwhereclinicsareaddedforthespecificstaffmember.
7. Addclinicsforstaffmember.a. SetAM,PMorEveb. DesignateiftheclinicisAllyearoraspecifictimeframe.
i. IfsoidentifyWhenonAllyear.8. Clearyearofexistingclinics:Warning:usethisoptiononlywhensettingupaclinicschedule.9. Cliniclist
a. ClickthedropdownboxfortheClinicList.b. IfyoudidnotenterclinicsintheGeneralSetupboxpriortosettingupclinics,aboxwillpop
uptellingyouthattherearenoclinicsentered.ClicktheOKbuttonandGeneralSetupwillopenforyoutoenterclinicnamesbeforegoinganyfurther.
10. SelectClear&applytoapplyyourclinicschedule.
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Setting Clinic
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TallyTallywillidentifynumberoftimesonCall,inClinicanddutyhoursforeachmonthforthefullyear.
1. OpentheRotation(Block)schedule.2. Clickonthestatisticsicon.3. SelectCall,ClinicsorDutyHoursinthedropdownmenuboxandtallieswilldisplay.
Tallies
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