Residency Scheduling Guide - Amion · PDF fileResidency Scheduling Guide ... that does not take Call General Setup: ... clinics may be added in the General setup Infobox at any time

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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.



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



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.



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.



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



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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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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Documents

Residency Scheduling Guide - Amion · PDF fileResidency Scheduling Guide ... that does not take Call General Setup: ... clinics may be added in the General setup Infobox at any time