Build & Apply Templates: Edit

athenaCollector + athenaClinicals

athenaOne for Hospitals & Health Systems

Important: This article refers to a legacy schedule building workflow related to the Build & Apply Templates page. For information on the new Schedule Builder, released in Spring 2023, refer to this user guide.

 

At this time, you can still use the legacy Build & Apply templates page to manage your practice’s calendars. Anything applied using the Schedule Builder will also be visible and editable from Build & Apply templates. All the templates you apply using the legacy admin pages will appear in the Schedule Builder. Expect communication from athenahealth before these legacy workflows are deprecated.

This page allows you to edit an existing schedule template.

 

On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Build & Apply Templates > edit

 

 

 

You must have the Schedule admin user permission.

 

 

 

Note: Changes to appointment types and schedule templates may have unintended effects on the Live Operator and Web Scheduling features. If your practice uses the Live Operator or Web Scheduling feature, create a case for the CSC (by selecting Support > Create Case or Call in the Main Menu) before you make changes to appointment types or schedule templates.

 

 

Important: Updating a template does not automatically change the provider schedule where the template is used. Any slots you created using the former version of the template still exist. To modify the provider's schedule, use the Manage Applied Templates page.

  1. Display the Build & Apply Templates: Existing Templates page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Build & Apply Templates.
  2. In the list of templates at the bottom of the page, locate the template that you want to apply to a provider's schedule. You can use the Department and Provider multi-select filters to limit the list. To view templates not associated with a specific department, select "Any" from the Department filter.
  3. Click the edit link to the left of the template. The Build & Apply Templates: Edit page appears.
  4. You can make changes using a drag-and-drop method to add new slots, remove slots, or rearrange slots. You can also change the provider, department, or name of the template using the fields provided.
    1. To remove a slot, click and drag it off the schedule grid.
    2. To add a new slot, select an appointment type from the Select Appointment Type: list, and then drag the box surrounded in blue onto the schedule grid.
      Note: If you need to add slots to the beginning or end of the day, you must change the start and end times to display open space on the schedule grid.
    3. To add a "waved" slot (that is, two or more appointment slots in a single time slot), drag an appointment type into the small gray shaded area to the right of the existing slot until a red outline appears. Drop the slot next to the existing one.

 

 

Important Note: Deleting a template does not automatically change the provider schedule where the template is used. Any slots you created using the former version of the template still exist. To modify the provider's schedule, use the Manage Applied Templates page.

  1. Display the Build & Apply Templates: Existing Templates page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Build & Apply Templates.
  2. Click the edit link to the left of the template you want to delete. The Build & Apply Templates: Edit page appears.
  3. Scroll down to Select an action, and click Delete.

 

 

 

Updating a template does not automatically change the provider schedule where the template is used. Any slots you created using the former version of the template will still exist. To modify the provider's schedule, use the Manage Applied Templates page.

 

Templates can be applied across departments. If a provider uses the same template across multiple departments, you can create one template, leave the Department drop-down selection blank, and then use that template across all applicable departments. This reduces the need for duplicate templates.

 

 

After you drag an appointment type instance to the schedule grid, there are several handy options available:

  • Click the blue box at the lower right corner to drag the appointment type down to fill the empty time slot below with the same appointment type.
  • Add any number of appointment slots to the same time slot. This is called a "waved" schedule. The "click and drag down function" noted above also works for waved slots.
  • Remove a slot using the drag-and-drop method: drag the blue box off the schedule grid and drop it anywhere outside the grid (so that it disappears).

 

 

Filter Templates
Department

Select one or more departments to include in the list of templates at the bottom of the page.

To view templates not associated with a specific department, select "Any-" from the Department filter.
Provider

Select one or more providers to include in the list of templates at the bottom of the page.
Existing Templates
Action

Links to apply, edit, and copy the template.
Name

The name of the template.
Provider

The username of the provider who used the template.
Department

The name of the department where the schedule template is applied to the schedule. Providers may see patients in different departments, so this is the department of the appointment slots in the schedule, and not necessarily the provider's home department.
Start

The start time of the first appointment slot in the template. (The start and end date may not span more than 12 months.)
End

The end time of the last appointment slot in the template. (The start and end date may not span more than 12 months.)
Created

The date the template was created.

 

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