Room Bookings

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  • Idea
  • Updated 2 years ago
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We have 4 Rooms and 12 Psychologists.  Is there a way that we can show designated rooms on the appointment book so that it allows : 1-the psychologist to see easily which room they are in for their appointment/s and 2-enables an easy way to ensure there are no double bookings in a Room.
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Sue DuPlessis

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Posted 3 years ago

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Steven, Business Care

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Hi Sue

You can setup Appointment Resources in Front Desk to do just this.

Once set up, when creating an appointment simply use the Resource drop down to select which room the treatment will take place in. To prevent double bookings, Front Desk will not allow you to select a resource which is already assigned to another appointment during that time.



When booking an appointment you can hover over an empty appointment slot to see available rooms at that time. 



Your practitioners can also hover their cursor over an appointment on the dairy to see which room it is booked in. 



The resource will also appear in the Notes section of the Day List report.




We have previously produced an article detailing how to set this up in Front Desk, you can check it out here:  https://community.smartsoft.com.au/smartsoft/topics/managing-appointment-resources-in-front-desk
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Rachel Bruce

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Given that our practitioners stay in the same room for their shift, we put a casual note up on the top of their list for the day with their room number for the shift. No need to hover over anything to see where they are meant to be.
In fact, most of the time, they now just ask me as they walk in and I can just look at their column to be able to easily access this info to tell them.
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Sue DuPlessis

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thanks Rachel, that's a great idea.  Our Psychologists generally stay in the same room, but there are times when they do have to shift or a Psychologist has an appointment scheduled outside of their 'rule' times.  

Btw, what do you mean by a casual note on the top of their list?
(Edited)
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Andrew, Community Manager

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Hi Sue

Many people use Casual Appointments as 'notes' that can be placed on the Appointment Book.  It is useful for having key information available at a glance as Rachel mentioned.



As an alternative, some users choose to set-up their Appointment Book with Room columns instead of Practitioners. This would involve creating practitioner files named as the rooms, and adding appointment book columns as below.



As long as the room columns are set-up to allow appointments with any practitioner, you can then book under a room but with the correct servicing practitioner.



Please note this is an alternative for businesses who work on a strict 'rooms' based booking system, but it is purely a workaround and not our recommendation. The use of this workaround can affect appointment based reports and functions, as well as add-on product use such as the Patient Booking Gateway and iCalendar integration.

If you would like to explore this option, please open a support case to discuss your specific needs with one of our staff: www.smartsoft.com.au/support
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Sue DuPlessis

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further to this post - is it possible to enable the resources to be ticked in the rules section of the appointment book.  Alot of times the practitioners are staying in the same room for the day
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Steven, Business Care

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Hi Sue

We have made 2 suggestions which work in the existing system. One regarding resources, and the other using rooms as opposed to practitioners as columns. We believe both are valid and ask you to kindly revisit this.

As an alternative you can use the existing appointment book rules features to indicate with different colours and text which room a practitioner is assigned to, each rule can be set to repeat on different days/weeks.

More information on Rules in Front Desk can be found here: https://community.smartsoft.com.au/smartsoft/topics/creating-rules-in-front-desk


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Sue DuPlessis

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yes this is what I was going to do next.   thanks for the advice.
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Sue DuPlessis

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can I print reports based on resource usage?  I.e. we have started using the room numbers through resources and would now like to print out usage so I can get a good idea of how efficiently we are using the resources (rooms)
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Eric St Physiotherapy

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ALLOCATING RESOURCES TO RULES.
I also think that this would be a good idea to implement and would greatly increase the functionality of your online bookings platform and waitlist tool.  The main point stopping our practice from using the patient booking gateway is that resources cannot be allocated to a particular practitioner and time.
To use the booking gateway we would have to choose between which particular type of appointment to allow access to online and limit our other rules accordingly.  Limiting the other rules would also limit the functionality of the appointments scheduler which we do not want to do. 
If resources were able to be allocated to a rule then this problem could be avoided. 
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Celia Young

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Is it possible to have a default resource for an appointment type?  We have certain rooms that are needed for certain appointments.  We have to allocate a resource to make sure that the room is not double booked.  Sometimes this is forgotten and we end up with a double booking in the same room.  However, if the resource was automatically allocated when a certain appointment type was booked, if we went to book another appointment with the same resource automatically allocated and a warning came up, we wouldn't be able to double book.