Freezing Provider Schedules and Forcing Slots

Review: Schedule freezes and forced appointment slots (if outside normal template) need to be confirmed with the AOMs first. Freezing slots will be done for numerous reasons when the provider is unavailable. Forcing slots will be used if a provider is accommodating a patient outside normal opps hours or when filling a no show/late cancel appointment slot.

      Freezing Slots:

                  1.     On the AthenaOne task bar select the settings  icon

                  2.     Under “Admin” select “Schedule”

                  3.     The Schedule Admin will pop up to the far left of the screen. Select “Manage appointments” under “Scheduling”.

                  4.     On the Manage Appointments screen, select the filters for the day, time, and provider needing to be froze. NOTE: Will not need to use the “Appointment type” filter.

                  5.     Select “Filter Appointments”.

                  6.     Scroll to check mark the necessary appointment slots.

      a.    If freezing a whole day or all filtered slots, select “Check all Slots for All Providers.”

      b.    If freezing only at certain times, check only those boxes associated with the time slot. IMPORTANT: Pay attention to the duration of the slots. The slot selected will freeze the start time of that slot and the duration. For example: Therapist X needs 9AM-10AM frozen. The only slot needing to be frozen is the 9AM slot. That will freeze the schedule from 9AM to 10AM since the duration of the slot is 1 hour. Selecting the 10AM slot will freeze the schedule until 11AM.

      Forcing Slots:

                  1.     In the AthenaOne task bar select “Calendar” > “View Calendar”

                  2.     Select the provider from the providers tabs and then the date needing a slot forced from the calendar to the left.

                  3.     Next to the day on the select the three dots > “Create new slot”.

                  4.     Fill in the appropriate patient details and appointment details.

                    5.     Select “Review” > “Book appointment.”