Lumary AH - This article explains how to manage appointments using the new and improved features in the Appointment Scheduler.
We’ve provided a new and improved Appointment Scheduler to provide more information with fewer clicks. This means schedulers and other workers who use this calendar can quickly and easily find and interpret key scheduling information.
Required features, packages and permissions
Available with: Appointment Scheduler, Lumary 6.0 and later
Permission set: Lumary AH - Session Management
For the full benefits of this feature, we recommend setting up:
This articles covers:
- availability highlighting
- navigating and changing between daily and weekly views, and
- appointment filtering -
Get started
To get started with the Appointment Scheduler:
- Click on the App Launcher nine dot icon.
- Search for Appointment Scheduler and open it.
- We recommend that you add this tab to your nav bar by clicking on the drop-down arrow on the tab and selecting Add “Appointment Schedul…” to Nav Bar.
Appointment cards
We’ve designed the appointment card to provide rich, at-a-glance information about draft and scheduled appointments.
In this part of the article, we cover:
- how the appointment card communicates key information
- the legend
- hovering for more information, and
- viewing and cancelling appointments with a quick right click.
Anatomy of the appointment card
The following table explains how each element of the appointment card communicates key information.
| Field | Use |
|---|---|
| Appointment type colour coding |
We use colours on the left edge, status circle and background of the appointment card to help users identify different types of appointments. Billable appointments:
Non-billable appointments:
Cancelled Appointments:
|
| Status | Different appointment statuses are indicated by the circle in the top-left corner. The Legend shows what each status colour means. |
| Recurrences | Appointments that are a part of a recurring series of appointments have a blue circle with a white, spiralling arrow. This icon shows in the bottom-right corner of the card. |
| Clients |
If a single client is attending, their name will appear on the card. If multiple clients are attending, the card will show the text Multiple Clients followed by the number of clients in brackets. |
| Subject |
If the appointment session type does not allow a custom subject, the appointment type will show. If custom subjects are allowed on the appointment session type, the subject entered when creating the appointment will show. Find out how to set up a custom subject on an appointment session type. |
Back to article links | Back to card links
Legend
You can click on the Legend button to reveal the Legend panel.
The Legend panel shows a list of what each of the colour coded status circles means. It also shows the colour for each appointment type.
Click on the cross (X) to close the panel.
Back to article links | Back to card links
Hover for more information
Hovering your mouse pointer over an appointment card gives you quick access to more information. It displays a popup card that shows the:
- subject and status of the appointment
- employees and clients attending the appointment
- appointment location, and
- employee message.
Moving your mouse away from the appointment closes the popup.
Back to article links | Back to card links
View and cancel appointments with a quick right click
You can now save time digging into appointments or cancelling them by right clicking on the appointment card. A quick right click will reveal a drop-down list where you can select:
- View to open the appointment record, or
- Cancel to launch the Cancel Appointment popup and options.
Back to article links | Back to card links
Availability highlighting
A worker’s availability is shown as green highlighted blocks in the calendar. Text over the blocks shows:
- the name of the site where the worker is available if this has been included on the availability record
- a General label, if the availability hasn’t been limited to a specific site, and
- comments, which appear in brackets after the site name or the General label.
Unavailability is shown as a solid blue block marked Unavailable. Comments from the Description field are shown in brackets.
From the top of the calendar, you can select from two different views:
- Worker (Day) - shows appointments for the currently selected day, or
- Worker (Week) - shows appointments for the currently selected week. You may need to use the scroll bar at the bottom of the calendar to shuttle between the different days of that week.
You can use the:
- calendar field to navigate to a specific date
- forward and back arrows to move between days or weeks, or
- Today button to go back to today’s appointments.
Our team can apply additional settings to:
- show a different number of segments per hour, for example, 15 or 30 minute increments
- include or remove weekends, and
- set default start and end times for days.
To reach out to our team for adjustments to these additional settings, submit a support request through our Help Centre.
Appointment filtering options
If you schedule a lot of appointments, the calendar can quickly start to look a little crowded. Fortunately, the Lumary Appointment Scheduler has a large set of filters and display options to help you clean up the view. You can even save your settings for filters you use all the time.
Click on the Filter button to open the Appointment Filters panel.
The following tables explain each of the main sections of the panel:
It also explains the clearing, resetting and saving options.
Appointment filters
The first part of the panel shows the main filters for helping you find specific sets of appointments. The following table explains each filter and what it shows.
| Filter | Use |
|---|---|
| Appointment Location | Select the type of appointments to show based on where they’ll take place. For example, in clients’ homes or on site. If you select Site, the Site field appears to enable filtering to one or more sites. |
| Site | Search for and select one or more sites. Use this to only show appointments for a specific site or sites. |
| Appointment Region | If your organisation uses regions, use this to only show appointments in the selected region or regions. |
| Client | Search for and select one or more clients. Use this to only show appointments for a specific client or clients. |
| Worker | Search for and select one or more workers. Use this to only show appointments for a specific worker or workers. |
| Worker Role | Only show appointments for workers with a specific role. For example, physiotherapists. |
| Appointment Status | Only show appointments with a specific status. For example, Draft, Pending, Rostered or Cancelled. |
| Service Type | Only show appointments for a specific service type. For example, Occupational Therapy, Speech Therapy or Dietician. |
| Group / Individual | Select whether to show individual client appointments, group appointments with multiple clients, or both. |
| Appointment Type | Search for and select one or more appointment session types. |
Back to article links | Back to filter links
Worker filters
The worker filters provide extra options for showing workers in specific locations or with specific roles. The following table explains each filter and what it shows.
| Filter | Use |
|---|---|
| Worker Region | Search for and select one or more regions. Use this to only show appointments with workers in specific regions. |
| Worker Site | Search for and select one or more sites. Use this to only show appointments with workers who have selected that site as their primary or secondary site. |
| Worker Role | Only show appointments for workers with a specific role. For example, physiotherapists. |
Back to article links | Back to filter links
Display options
The display options affect how workers are grouped and sorted on the calendar. You can also hide some workers. The following table explains each option and what it does.
| Filter | Use |
|---|---|
| Group workers by |
Use this field to group rows of workers together based on their role, or the site or region where they work. Primary Site - Group workers based on the Primary Site field on the worker record. Role - Group workers based on the Role field on the worker record. Primary Region - Group workers based on the primary region on their worker record. To set a primary region:
|
| Sort workers by | Use the buttons to select whether to list the workers in alphabetical order by their Last Name or First Name. |
| Hide workers without sessions | Use the toggle to show or hide workers who don’t have any scheduled appointments. |
Back to article links | Back to filter links
Clear, reset or save
Once you’ve set up your filters, the buttons at the bottom of the panel allow you to:
- Clear all Filters, which resets all of the filters on the panel
- Reset to Saved Filters, which resets the filters to your saved settings, or
- Save Filters, which saves your settings so you don’t need to set up common filters every time you use the Scheduler.