Prior to version 14.3 of OrthoTrac (released March 1st, 2019), if you wanted to add additional time or chairs to an existing schedule calendar day, it was necessary to print the schedule day out to note the appointments, cancel all appointments, delete the day, re-add the day from a standard which had additional time or chairs, and then reschedule the appointments. As of version 14.3 of OrthoTrac, this is no longer necessary because you can now add new schedule standards on top of existing days (if they do not conflict with the currently scheduled standard), while leaving the existing scheduled appointments intact. This article details how to use this functionality.
Adding New Standards On Top of Existing Schedule Calendar Days
1. From the main menu of OrthoTrac, select Functions, Maintenance/Setup, Schedule Maintenance.
2. Click the Add Days button. The following screen appears:
3. If you have multiple schedule offices or schedule doctors, select the schedule office and doctor for whom you want to modify the existing days.
4. From the "Standards" pull-down menu, select the new standard that you want to apply to the existing days, then click the Override Standard "OFF" button at the bottom to enable the option for overriding existing days.
5. The system will run a check against all currently added days for that schedule location and doctor. Days where the standard currently added on that calendar day conflicts with the new standard you have chosen will be displayed in gray, and you will not be able to apply that new standard on top of those days. Days where the standard currently added on that calendar day does not conflict with the new standard that you have selected will be marked in green and you will be able to apply the new standard on top of those existing days (skip to step 8). Days which have not yet been added for that schedule location and doctor are marked in white and can be newly added (skip to step 8).
6. If you want to know why a specific day is marked as conflicting, click the gray day in question and a message will appear advising why that day conflicts with the new standard.
7. If you would like a list of conflicting appointments, click "Export Conflicting Appointments". The following screen appears:
Enter the dates for which you want to export the conflicting appointments and click "OK". If you get a "No Record Found" message, that means that there were no conflicting appointments on the dates you specified; days that show as conflicting but not because of appointments are due to other reasons such as differences in the number of chairs or different start or end times.
8. Click on any green days where you want to apply the new standard. You may apply the new standard to multiple days at a time just as you would add new days more than one at a time.
9. When you have finished selecting days, click the Assign button. The following message appears:
10. If you are satisfied with the days you have selected, click "Yes" and then the Continue button.
11. A "Days Added Successfully" message will appear when all days have been assigned successfully. Click OK on that message.
12. If you wish to apply different standards to different days, begin again from step 3. Otherwise, click Cancel to close the Add Calendar Days function and then Close to close Schedule Maintenance.
The new standards will now be visible on the existing schedule days. Existing appointments on those days are unaffected.
