[Navigation] Global Search > Utilities > Scheduling Group Setup
[Accordion] Overview
ClinicTracker allows you to create predefined groups of patients who share appointments, making scheduling and documentation more efficient. This form streamlines group scheduling by allowing you to view, manage, and enroll patients in multiple groups without adding them individually.
With Scheduling Groups, you can:
- Schedule appointments or add notes for an entire group instead of each patient
- Set a maximum group size to control how many patients can be included
- Maintain a waitlist of patients who are pending entry into a group
- Quickly move patients between the active group and the waitlist
[Permissions] The staff member must have Full access to the Patient Info module [Staff > Staff Info > System Permissions > Patient Info]
[Accordion] Getting Started: Utilities → Scheduling Group Setup
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Schedule Group Details:
- Group Name (required): Assign a unique name that helps you identify the group
- Status (required): Indicates whether the Scheduling Group is enabled or disabled
- Max Group Size: The maximum number of patients allowed in the group. Additional patients will be added to the Waitlist
- Group Collection: Allows you to organize multiple Scheduling Groups under a single collection for easier data entry and management
- Description (required): Enter details about the Scheduling Group
- Start Date-End Date: Specify the duration of the group’s schedule
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Patients in Group:
- Click/Tap the [[img:add >> lbl:Add New Patient]] button to add patients
- Click/Tap the [[img:delete >> bg:white]] icon to remove them
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Wait List:
- Click/Tap the [[img:add >> lbl:Add New Patient]] button to add the patient to the waitlist if the maximum group size has been met
- Use the [[img:arrow_upward >> bg:white]] [[img:arrow_downward >> bg:white]] Up/Down arrows to move patients between the active group and the waitlist
- Linked Staff (required): Assign staff members to manage the group. Use the [[lbl:Select Staff >>img:more_vert]] to add staff from Global or your Personal Distributions Lists. You can also create a Scheduling Group with all staff members.
[Note] Each Scheduling Group has a Max Group Size limit that defines the maximum number of patients allowed in that group. Any additional patients added beyond the Max Size will be placed on the waitlist and remain pending until a slot becomes available.
[Accordion] FAQs
[Q] Can I edit an already created and enabled Scheduling Group?
[A] You can edit Scheduling Group members at any time, but changes will apply to all past Group Appointments as well.
[Q] What if I exceed the Max Group Size?
[A] If the group exceeds its maximum size, you’ll see a warning that the group has reached full capacity.
- Choosing [[img:check >> lbl:Yes >> bg:#73AF5E]] will add the patient to the group
- Choosing [[img:close >> lbl:No]] will add the patient to the Wait list
[Q] What is Group Collection?
[A] A Group Collection lets you organize multiple Scheduling Groups together for easier data entry. For example, you can group all Monday sessions into a “Monday Group Collection.”
Create one by navigating to: Utilities → Scheduling Group Collection Input. This form can be accessed from the [[img:settings >> lbl:|>> img:more_vert >> bg:lightgrey]] three-dot menu button found on the Schedule Group Details section header.
[Q] Can I delete a scheduling group?
[A] No. Scheduling Groups cannot be deleted, in order to preserve existing records. However, you can disable a group by setting its status to Disabled. Disabled groups can be re-enabled if needed.
[Q] Why do I see new members in the actual Schedule Event but not in the Group?
[A] If members are added directly in the Schedule Event instead of the Scheduling Group Setup form, they will only appear in that specific event and not as part of the Scheduling Group.
To add new members to the group, go to: Global Search > Utilities > Scheduling Group Setup, select the relevant group, add the patient, and click/tap Save.
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