EPIC

Dental Clinician Template Builds

Start with having your templates scheduled out in excel/word this will make it easier to build the schedule in the EHR (Electronic Health Record) and to verify that everything is built correctly. See Appendix A for example:

Helpful documents: 

ELLA:

From Hyperspace:

  • Select Edit Template
    1. You can set this in your primary navigation bar for quick access by selecting the wrench and modifying the available quick links.
    2. You can also access by:
      • Using the Search below the Log Out in the top right-hand corner
        • Search “Edit Template”
  • Enter Provider/Resource
  • Select the appropriate provide from the search (either double click or highlight and select accept)
  • The Edit Template activity opens for the provider. Select the Department you want to create slots for. (If a department does not appear in this list, contact your EHR Support Analyst to have the department added to the providers SER (PMF) record. )
  • Click Day or Week to change the view, and check Show weekend if the provider sees patients on the weekend.
  • Click the zoom button to make your template larger or smaller.

From the Settings Tab (tool icon)

  • Enter a Slot length equal to the shortest visit length for the provider in that department or the smallest common denominator of visit type lengths. For example, if the provider sees visit types of 15, 30, and 45 minutes, the slot length should be 15 mins. If a provider sees visit types of 40 and 60 minutes, the slot length should be 20 mins.
    1. For DENTAL this is 10 minutes
  • Indicate whether to Allow overbooks?for the provider’s template.
    1. Select Yes 

Create Slots

  • Click the Edit Slots tab of the toolbox.
  • Confirm the Department is correct.
  • Enter the Date manually or click on the date from the template or calendar that you want to create slots for.
  • Enter the Start and End time of the slot section.
  • The Slot length will default to what was entered in the Settings tab.
  • Enter the number of patients a provider can see at a time in the Openingsfield. 
    1. Openings will need to be entered as the number of slots available for each time slot that was determined on your template you built in Excel/Word. 
  • Select the block for the specified template time. 
    1. Only put the block in the first 10 minutes of the slot. 
      • Example:
    2. If there are no blocks need for the slot you can leave the block line empty. 
  • Click Apply
  • Click File to save your changes and make the template live to schedulers.

Continue adding in slots and blocks until the full day is built. See Appendix B and Appendix C.

Recur Slots (copy Monday’s schedule to another day that is the same)

  • Click the Recur Slots tab of the toolbox.
  • Confirm that the Department is correct.
  • Enter or click the Source date. This is the date you want to repeat in the template.
  • Define how often you want the recurrence to occur in the template. Choose from specific date, daily, weekly, or monthly.
  • Click Apply. The section appears repeated in your template at the indicated frequency.
  • Click File to save your changes.

Release Date

The release date is T+45 to automatically open a rolling 45-day schedule. 

 

Appendix A:

Example: Template shows the blocks, the length of the blocks and the number of slots that are needed to be available for each 10-minute slot.

Appendix B:

What a schedule in the edit template will look similar to after the template is built with the blocks and 10-minute slots:

 

 Appendix C:

Here is what a blank schedule will look similar too from the Schedule/Snapboard: