Availability for Locations, Resources, and Appointment Types

Overview

From the Settings widget, you can configure Notice, Direct Scheduling, Appointment Request, and Scheduled Appointment Display availability for Locations, Resources, and Appointment Types. In addition, your practice can associate resources to specific locations thereby providing patients a more targeted selection when scheduling or requesting appointments through the Portal. Notice availability settings are only available for practices with Greenway Patient Messaging. Additionally, Direct Scheduling is only available for Prime Suite customers on v17.10 and above and Intergy practices on v12.00 and above.

How to Get Here

Select either LocationsResources, or Appointment Types from the Settings widget.

You will only see the settings that apply to your products (Portal, Messaging) or platform (Intergy, Prime Suite). For practices with Greenway Patient Portal only, settings related to Greenway Patient Messaging will not be displayed.

For additional appointment request settings, see Appointment Preferences.

Location Availability

You can configure a location's availability in two ways:

  • By editing an individual location and marking it as available or not available, or
  • Using the Set Availability window to select which locations are available.

Edit an Individual Location's Availability

1. Select Locations from the Settings list and choose a location.
2. From the location's information card, select Edit.
3. In the Edit screen, select the Availability option.

Prime Suite Customers

Select one or more of the following:

  • Notices - Makes the location available for use in Notices.
  • Direct Scheduling - Makes the location available for direct scheduling in the Portal.
  • Appointment Requests - Makes the location available for appointment requests in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this location to display in the Portal.

When finished, select Save.

If the location you are editing is currently being used in a notice, it cannot be made unavailable for a notice. The Notices option will be grayed out.

For practices with Greenway Patient Portal only, not all of the functionality in the graphic above will be visible.

Intergy Customers

Intergy customers on version 12.00 and below are be able to select from the following:

  • Notices - Makes the location available for use in Notices.
  • Appointment Requests - Makes the location available for appointment requests in the Portal.
  • Allow New patients to Request Appointment - Allows new patients to request appointments at this location in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this location to display in the Portal.

Intergy customers on version 12.00 and above will be able to select from the following:

  • Notices - Makes the location available for use in Notices.
  • Appointment Requests - Makes the location available for appointment requests in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this location to display in the Portal.
  • Allow New patients to Schedule Appointment - Allows new patients to schedule appointments at this location in the Portal.
  • Allow New patients to Request Appointment - Allows new patients to request appointments at this location in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this location to display in the Portal.
  • Secure Messaging - Makes this location available for secure messages in the Portal (Limited Availability: Only available for Early Adopter Program customers)

Set Availability Window

To configure a location's availability using the Set Availability window:

1. Select Locations from the Settings list.
2. Select the icon at the top of the Locations list.

3. Select Set Availability.

4. In the window that appears, select the checkbox next to the locations that you want to make available. For example, you can make locations available en masse for Notices, Direct Scheduling, Appointment Requests, or Scheduled Appointment Display. Deselect those that you do not.

Depending on your product (i.e., Intergy or Prime Suite) or version (e.g., Intergy v12) you may see different options. For example, Intergy v12 customers will also have the option to set availability for Secure Messages.

5. You can also click the Select/Unselect All boxes to make all your locations available.
6. Select Save when finished.

You are unable to change a location’s notice availability if that location is currently being used in a draft or active notice.

Resource Availability

You can configure a resource's availability in two ways:

  • By editing an individual resource and marking it as available or not available, or
  • Using the Set Availability window to select which resources are available.

Edit an Individual Resource's Availability

To configure a resource’s availability by individual resource:

1. Select Resources from the Settings list and choose a resource.
2. From the resource's information card, select Edit.
3. In the Edit screen, select the Availability option.

Prime Suite Customers

Select one or more of the following:

  • Notices - Makes the resource available for use in Notices.
  • Direct Scheduling - Makes the resource available for direct scheduling in the Portal.
  • Appointment Requests - Makes the resource available for appointment requests in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this resource to display in the Portal.

When finished, select Save.

If the resource you are editing is currently being used in a notice, it cannot be made unavailable for a notice. The Notices option will be grayed out.

For practices with Greenway Patient Portal only, not all of the functionality in the graphic above will be visible.

Intergy Customers

Intergy customers on version 12.00 and below are be able to select from the following:

  • Notices - Makes the resource available for use in Notices.
  • Appointment Requests - Makes the resource available for appointment requests in the Portal.
  • Allow New patients to Request Appointment - Allows new patients to request appointments at this resource in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this resource to display in the Portal.

Intergy customers on version 12.00 and above will be able to select from the following:

  • Notices - Makes the resource available for use in Notices.
  • Direct Scheduling - Makes the resource available for direct scheduling in the Portal.
  • Appointment Requests - Makes the resource available for appointment requests in the Portal.
  • Allow New patients to Schedule Appointment - Allows new patients to schedule appointments at this resource in the Portal.
  • Allow New patients to Request Appointment - Allows new patients to request appointments at this resource in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this resource to display in the Portal.

Set Availability Window

To configure a resource’s availability using the Set Availability window:

1. Select Resources from the Settings list.
2. Select the icon at the top of the Resources list.
3. Select Set Availability.
4. In the window that appears, select the checkbox next to the resources that you want to make available. For example, you can make resources available en masse for Notices, Direct Scheduling, Appointment Requests, or Scheduled Appointment Display. Deselect those that you do not.

Depending on your product (i.e., Intergy or Prime Suite) or version (e.g., Intergy v12) you may see different options.

5. You can also click the Select/Unselect All boxes to make all your locations available.
6. Select Save when finished.

You are unable to change a locations’ notice availability if that location is currently being used in a draft or active notice.

Appointment Type Availability

You can configure an appointment type’s availability in two ways:

  • By editing an appointment type and marking it as available or not available, or
  • Using the Set Availability window to set availability for all appointment types.

Edit an Individual Appointment Type's Availability

To configure an appointment type’s availability by individual type:

1. Select Appointment Types from the Settings list and choose an appointment type.
2. From the appointment type's information card, select Edit.
3. In the Edit screen, click the Availability option.

Prime Suite Customers

Select one or more of the following:

  • Notices - Makes the appointment type available for use in Notices.
  • Direct Scheduling - Makes the appointment type available for direct scheduling in the Portal.
  • Appointment Requests - Makes the appointment type available for appointment requests in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this appointment type to display in the Portal.

When finished, select Save.

If the appointment type you are editing is currently being used in a notice, it cannot be made unavailable for a notice. The Notices option will be grayed out.

Intergy Customers

Intergy customers on version 12.00 and below are be able to select from the following:

  • Notices - Makes the appointment type available for use in Notices.
  • Appointment Requests - Makes the appointment type available for appointment requests in the Portal.
  • Allow New patients to Request Appointment - Allows new patients to request appointments for this appointment type in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this appointment type to display in the Portal.

Intergy customers on version 12.00 and above will be able to select from the following:

  • Notices - Makes the appointment type available for use in Notices.
  • Direct Scheduling - Makes the appointment type available for direct scheduling in the Portal.
  • Appointment Requests - Makes the appointment type available for appointment requests in the Portal.
  • Allow New patients to Schedule Appointment - Allows new patients to schedule for this appointment type in the Portal.
  • Allow New patients to Request Appointment - Allows new patients to request appointments for this appointment type in the Portal.
  • Schedule Appointment Display - Allows scheduled appointments for this appointment type to display in the Portal.

Set Availability Window

To configure an appointment type’s availability using the Set Availability window:

1. Select Appointment Types from the Settings list.
2. Select the icon at the top of the Appointment Types list.
3. Select Set Availability.

4. In the window that appears, select the checkbox next to the resources that you want to make available. For example, you can make resources available en masse for Notices, Direct Scheduling, Appointment Requests, or Scheduled Appointment Display. Deselect those that you do not.

Depending on your product (i.e., Intergy or Prime Suite) or version (e.g., Intergy v12) you may see different options.

5. You can also click the Select/Unselect All boxes to make all your locations available.
6. Select Save when finished.

You are unable to change an appointment type’s notice availability if that location is currently being used in a draft or active notice.

Associating Locations to a Resource

After associating locations and resources, your patients will be able to request appointments that more closely aligns with your resources' and locations' availability. For example, if patient Mary Jones selects Dr. Kim from the Physician drop-down menu when requesting an appointment in the portal, then she will only see those locations that you have added to Dr. Kim's availability. Likewise, if Mary Jones selects a location from the Location drop-down menu, then only those physicians available at that location will display.

To configure the available appointment locations of your resource:

1. Select Next when finished with the previous option, or select Appointment Locations.
2. Select the checkbox next to a location to add it to the list of available locations or select the box next to Select/Unselect All.
3. When finished, select Save.

For more information on additional settings for Resources and Locations, see the topic Message Settings for Locations, Resources, and Appointment Types.

Archiving Locations, Resources, and Appointment Types

In order to archive an item all availability settings (notices, direct scheduling (Prime Suite only), appointment requests) must be set to Not available and the archive icon must be selected in the item's information card. After selecting the archive icon, you will get the following message if one of the settings is not disabled:

Information Cards

Rather than going into the edit screen to view a location's, resource's, or appointment type's availability status, you can easily view this information on the information card. For resources, you will also see the locations where a resource is available. In the example below, the information card for Dr. Dawson shows that she is available for appointment notices and appointment requests, and available at two locations.