Manage Applied Templates

athenaCollector

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 view information about when, how, and by whom schedule templates were applied to a provider's schedule. Each item listed is a "template application"; that is, each item shows how one template was applied to one provider's schedule.

 

On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Manage Applied Templates

 

 

 

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.

 

  1. Display the Manage Applied Templates page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Manage Applied Templates.
  2. You can use the filter fields to help you locate the template application that you want to roll back. Click the select link for the template that you want to roll back. The template application details appear at the top of the page to help you determine the impact of the roll-back.
  3. Review the details before you proceed.
  4. When you are satisfied that you want to roll back the template application, click Roll Back.
    This action deletes the appointment slots that were created when the template was applied from the provider's schedule.
    1. If the slot is empty (whether frozen or unfrozen), the slot is deleted.
    2. When filled appointments on a rolled back template are merged with the new template, they keep their existing appointment type and duration. However, if you cancel any one of those appointments, they revert to the type and duration of the most recently applied template.
    3. When the roll-back is successfully completed, athenaOne displays a confirmation message.
  5. Reschedule or cancel the appointments that appear on the Workflow Dashboard in the Appointments to Reschedule column.

 

  1. Display the Manage Applied Templates page: On the Main Menu, click Settings > Schedule. In the left menu, under Practice Links — Scheduling, click Manage Applied Templates.
  2. You can use the filter fields to help you locate the template application that you want to modify. Click the select link for the template that you want to modify. The template application details appear at the top of the page.
  3. Review the details before you proceed.
  4. When you are satisfied that you want to modify the template application, click Modify. The update fields appear at the top of the page.
  5. You can modify the dates, recurrence type, and whether holidays are skipped. You cannot modify the provider or department.
  6. Click Preview Changes to view the result of the modifications. The following information appears:
    1. Deleted Slots: The number of empty slots that will be deleted.
    2. Created Slots: The number of new slots that will be created, or inserted, into the schedule.
    3. Appointments to be Merged: The number of empty or filled slots that overlap the new template and will be merged. "Merged" means that no change or rescheduling is required for booked slots.
    4. Appointments to Require Rescheduling: The number of frozen slots and slots marked scheduled where the new recurrence does not overlap.
  7. Carefully review the information. You can click Cancel to cancel your changes.
  8. When you are satisfied that you want to modify the template application, click Apply. A confirmation message appears, summarizing the changes. 
    Note: The appointment slots are modified and existing appointments are merged or marked as requiring rescheduling. Appointments that are marked as requiring rescheduling appear on the Workflow Dashboard in the Appointments to Reschedule column.
  9. Reschedule or cancel the appointments that appear on the Workflow Dashboard in the Appointments to Reschedule column.

 

 

 

You can click Filter to search quickly for templates using the current defaults.

  • The Applied date range defaults to six months.
  • The Department field defaults to the department that you are currently logged in to.

This page also allows you to roll back (undo) a template application and to modify how a template is applied to a provider's schedule. You can modify a template without cancelling appointments that have already been scheduled into the template's appointment slots.

 

If you need to make extensive changes to a schedule, athenahealth recommends that you roll back the application and reapply the template using the Build & Apply Templates: Set Recurrence page. Reschedule or cancel any appointments that appear on the Workflow Dashboard in the Appointments to Reschedule column.

 

If any template applications are missing from the list, they may have been created using the Manage Appointments page. In that case, you can use the Manage Appointments page to edit them.

 

 

If you need to make extensive changes to a schedule, athenahealth recommends that you roll back the template application and then reapply the template via the Build & Apply Templates: Set Recurrence page. Make sure to reschedule or cancel any appointments that appear on the Workflow Dashboard in the Appointments to Reschedule column as a result of your changes.

 

Note: If any template applications are missing from the list, they may have been created using the Manage Appointments page. In that case, you can use the Manage Appointments page to edit them.

 

 

 

Filter Templates
Applied:

The date range when the template was applied.

Defaults to 6 months.
Applied By:

The username of the user who applied the template.
Provider:

The provider for whom the template was applied.
Department:

The department of the provider's schedule.

Defaults to your current department of login.
Template Name:

The name of the template.
Affected Day:

The date on the provider's schedule that is affected by the template application.
Include Rolled Back?:

Select this option to include template applications that have been rolled back.
Column Headings for Applied Templates
Provider

The provider for whom the template was applied.
Dept

The department of the provider's schedule.
Template

The name of the template.
Applied

The date when the template was applied.
Description

The description of the template application.
Sched

The number of appointment slots scheduled.
Total

The total number of appointment slots within the template application and the percentage of booked slots.
Rollback

The date that the template application was rolled back.

Blank indicates that the template application was not rolled back.
Modify Template Recurrence
Department

Select the department of the provider's schedule where the template will be applied.
Date Range

Enter or select the date range when the template should be applied to the provider's schedule.
Schedule On Holidays

Select Yes to create appointment slots on holidays; select No to omit appointment slots on holidays.

Holidays are administered via the Holidays page.

Recurrence Type

Select the frequency of the recurrence: Daily, Weekly, Monthly, or Yearly. Use the additional fields to define the recurrence.
Preview Results
Deleted Slots:

The number of empty slots that will be deleted.

Appears only if slots will be deleted as a result of the template application.
Created Slots:

The number of new slots that will be created, or inserted, into the schedule.
Appointments to be Merged:

The number of empty or filled slots that overlap the new template and will be merged.

"Merged" means that no change or rescheduling is required for booked slots.

Appointments to Require Rescheduling:

The number of frozen and marked scheduled slots where the new recurrence does not overlap; the affected appointments will appear on the Workflow Dashboard in the Appointments to Reschedule column.

 

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