How to use the Clinical Calendar

A. One-time setup — the ⚙ Setup panel

1. Roster tab. Techs are added from the Directory — the list shows people whose department (primary or second department) is Clinical, and their name and email stay in sync from there. Someone from another team helping with setups? Give them Clinical as their second department in the Directory and they'll appear here without leaving their own team. Pick a person, click + Add, then set their scheduling details: Full-time or Partial, home metro, whether they see patients in-office (and in which cities), whether they run group classes (and where, and how many patients fit). For partial techs, set the virtual/day cap. To schedule yourself, add yourself from the list too — you'll appear on the calendar like any other tech.
2. Work email matters. The email shown for each tech (from the Directory) is what links them to their My Schedule page, where they see their own appointments. If it's wrong or missing, fix it in the Directory.
3. Assumptions tab. The shape of every workday: appointment lengths, day start time, shift length, lunch (up to 60 minutes, placed after noon), rest breaks (total minutes, split into a mid-morning and mid-afternoon pause), an admin block reserved at the end of each day, and optional buffers after in-office, virtual, and class appointments. Change these, then publish the week again — open days rebuild with the new day shape. For Working days/mo, use the month + year dropdowns under the field — the calendar counts that month's weekdays and fills the number in for you (you can still type over it, e.g. to subtract a holiday). First appointment start (under Day start) sets the earliest a regular virtual, in-office, or flex appointment can begin — leave it blank to use Day start. Classes ignore it and follow their own start times.
4. Week template tab. This is each tech's typical week. For every weekday pick one: flex (office or virtual — the scheduler decides per patient), virtual (telehealth only), class (pick the city), or off. You can also shorten a day's hours or add extra evening virtuals on specific days. On class days you control the timing: set the class's start time (leave it blank to start the class at the beginning of the shift), and you can add a second class on the same day — give it its own start time and, if it's in a different city, its own metro. Two classes per tech per day is the maximum, both are the same length, and the second must start after the first one ends. The calendar fills the gaps around the classes with regular appointment slots automatically.

B. Every week — press Publish week

1. Use the arrows next to the date range to move to the week you want to open up (usually next week).
2. Click Publish week and confirm. Use the Apply to dropdown in the dialog to publish the template for up to 8 weeks in one go, starting with the week on screen — days that already have bookings are always left untouched. The calendar turns each tech's template into real, bookable time slots — for example a flex day becomes eight 55-minute openings starting at 8:00 AM.
3. That's it. The scheduling team can now book patients into those slots.

Safe to repeat: if you change the template mid-week, publish the same week again. Days that already have patients booked are never touched — only open days are rebuilt.

C. During the week

Someone's out (PTO, sick): find their column, click the ⋯ in the corner of that day, and mark it off. If patients are already booked that day, the calendar will ask you to move or cancel them first — click each booking and use Move, then pick any highlighted open slot (even another tech's).

Practice safely: the 🧪 Sandbox button (managers only) flips the calendar into practice mode on a copy of the real schedule — publish weeks, book, move, change Setup, break things. Nothing is saved. You can't miss it: the whole page gets an orange dashed frame, a striped warning banner, an amber tint, and a SANDBOX badge next to the title. When the orange is gone, you're live. Click Exit sandbox to come back to the live calendar.

Print run sheets: 🖨 Day sheets now opens a preview window first — you see exactly what will print (each tech's daily list: time, patient label, visit type, city, phone, note) before clicking Print. Only slots with active bookings appear; if the week on screen has none, the preview says so plainly. Sheets printed from Sandbox carry a "SANDBOX — practice data" stamp so they can't be mistaken for the real schedule.

My Schedule: every booking shows up on the tech's My Schedule page the moment it's made — cancels and moves update it instantly. Encourage techs to start their day there.

Reading the numbers across the top: Bookable seats is how many patients the team could see this week; Booked is how many are scheduled; Utilization compares that to the weekly share of your monthly target. If utilization is low, the scheduling team has room — if seats run out, consider an extra virtual block or class in the template.

What the colors mean

To book a patient

1. Get to the right week with the ‹ › arrows, Today, or the 📅 calendar button — it opens a date picker so you can jump straight to any date while the patient is on the line. Use the dropdowns above the calendar to narrow to a city or a specific tech if the patient needs in-person care near them.
2. Click any open (light-colored) slot at a time that works for the patient. Each weekday header has its own color, and on desktop the date row stays pinned to the top as you scroll — in month view it swaps to the week you're looking at.
3. Search for the patient by name — add a date of birth to separate two people with the same name, click Search, and pick the right person from the matches. Medigy Pulse captures their NikoHealth ID behind the scenes and shows a short initials · DOB label; no full name is saved. Then pick the visit type. Picking New Pt Setup asks two more questions: the device brand (ResMed or React) and the exact device model, so the tech shows up with the right machine. If it asks, choose the appointment type: In-office or Virtual. Tick Bilingual needed? when the patient needs a Spanish-speaking visit, and add the patient's email, phone number, and any notes the tech needs. The window always shows where you're scheduling ("Scheduling in: Fort Worth") — that location is locked and comes from the clinical manager's setup. Click Book. Done — the tech sees it all on their My Schedule page right away.

To change something

Click the booking (the solid blue chip), then:

1. ✓ Done — the visit happened.  No-show — the patient didn't come.
2. ✎ Edit — fix or add details without rebooking: the patient, visit type, device brand and model, bilingual flag, email, phone, notes. Opens the same window as booking, pre-filled — change what you need and click Save changes.
3. Move — the patient needs a different time. After you click Move, every slot you're allowed to move them to gets a teal outline — just click the one you want. A bar at the top of the board shows who you're moving, with a View month button that expands the board to four stacked weeks so you can drop the patient anywhere in the month (it snaps back to one week when the move finishes). A Confirm move window then shows the patient, where they're coming from, and where they're going before anything changes. (Press Esc to change your mind.)
4. Cancel — removes the booking and frees the seat for someone else.

To find a patient you already booked: type their initials or date of birth in the Find patient… box — everything else fades out except their bookings.

If something looks wrong