[Navigation] Schedule > Find Available Timeslot
[Accordion] Overview
The Find Available Timeslot tool makes scheduling easy by instantly finding open gaps in a clinician's calendar. Instead of searching manually, you can quickly filter by location and schedule event type to see exactly when a provider is free to be scheduled.
Click or tap the Find Available Timeslot icon [[img:calendar_clock]] on the Schedule toolbar. The system will then scan the schedule to locate the best openings, helping you book scheduled events faster and keep the clinic running on time.
[Permissions] The staff member must have Full permissions to the Scheduling Module [Staff > Staff Info > System Permissions > Schedule]
[Accordion] Conditions for Find Available Timeslot to Work
For a staff member to appear in the Find Available Timeslot results, having schedule permissions alone is not sufficient. Staff visibility can be ensured by the following steps:
[Q] 1. Schedule Availability Must Be Configured
[A] Staff must set up their schedule availability to define when and where they can accept scheduled events
[Staff > Staff Info > Additional Options > Scheduling Settings > Scheduling Availability]
Only staff with defined availability appear in Find Available Timeslot results; without it, they will not be searchable, even if permissions are granted.
[Q] 2. Schedule Permissions Must Be Granted
[A] In addition to setting availability, staff must grant other users permission to view and edit standard (and optionally private) events on their schedule for timeslots to be searchable.
[Staff > Staff Info > Additional Options > Scheduling Settings > Schedule Settings] (Note: You can use the Grant Permissions menu to grant permissions in bulk).
This permission enables other staff to:
See the available scheduled event slots
Book scheduled events on behalf of the staff member
View private availability where applicable
[Note] Without these permissions, the staff member’s availability remains hidden from other users, even if availability has been configured correctly.
[Accordion] Getting Started
When you open Find Available Timeslot, you’ll first see the Search Filters dialog. This dialog allows you to define the criteria used to locate available scheduled event times that best meet your scheduling needs.
The utility can also be used to match patient(s) with providers based on availability, event duration, required credentials, and other applied filters.
Use one or more of the filters below to refine your search results
- Favorites: Save and reuse applied search filters. You can add, update, or delete favorite views to load predefined search criteria quickly
- Date: Defines the date range within which to search for available scheduled event slots
- Time: Specifies the time window during which the system looks for available scheduled event slots
- Duration: Specifies the length of the scheduled event you’re searching for (for example, 20 minutes, 30 minutes, etc.)
- Event Types: Filters results based on the type of scheduled event (e.g., Therapy). If left blank or set to All Events, all schedule Event Types will be included
- Staff Filter: Selects which staff members to include in the search from the Staff Lookup. Only staff who have given you permission to view or edit their schedules will appear in this list
- Credential Required Payor: Lets you choose a payor that requires credentialed providers. This ensures that only staff with the necessary credentials/qualifications appear in the results
- Gender Identity: Allows filtering by staff gender identity, which can be useful when matching patient preferences or requirements
- Building: Specifies the location or facility to search within. You can choose “All Locations” or a particular building
- Patient Filter: Lets you filter availability for a specific patient. Typically used to find suitable slots for one individual’s scheduled event
- Limit Results To: Restricts the search results to a specific day/days of the week
- Show Time Slot Breakdown: View detailed staff availability by individual time slots. Select the checkbox to divide the full time range into your preferred slot intervals. The slot length can be set using the Duration filter. (Example: For a 20-minute Duration, a one-hour time range from 9:00 AM to 10:00 AM will breakdown into three slots: 9:00 to 9:20 AM, 9:20 to 9:40 AM, and 9:40 to 10:00 AM, rather than just showing one opening from 9AM to 10AM)
After applying your filters and clicking/tapping [[img:search >> lbl:Search]], a table lists all available scheduled event slots that meet your selected criteria.
Available Time Slots
[[img:calendar_add_on >> bg:white]] Click/Tap to create a scheduled event for the selected time slot
[Accordion] FAQs
[Q] Why can’t I see certain staff members in the available timeslot results?
[A] Only staff who have granted you permission to view or edit their schedules will appear in the list. If someone is missing, check your permission settings. [Staff > Staff Info > Additional Options > Scheduling Settings > Schedule Settings]
[Q] What does the “Show Timeslot Breakdown” option do?
[A] When enabled, it divides the total available time range into smaller intervals based on the Duration filter. This lets you see each slot (example: a 1-hour range with a 20-minute duration displays three separate slots as opposed to just one for the full hour duration).
[Q] Can I search for availability across multiple buildings or clinics?
[A] Yes. Set the Building filter to “All Locations” to search for available slots across all assigned facilities.
[Q] How does the scheduled event length affect the results?
[A] Only time slots that are long enough for the selected scheduled event length will appear.
[Q] Why am I not seeing any available times?
[A] This usually means the selected date, time, location, or Event Type doesn’t match the staff member’s availability, or their schedule is already full.
[Q] Are private scheduled events included when searching?
[A] Yes. Private scheduled events are considered when finding open times, as long as you have permission to view them.
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