Module: Practice Management (PM)Documentation Index
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Feature: PM-05 Provider Schedule & Availability
Last Updated: 2026-02-20
Overview
The Provider Schedule & Availability feature allows your organization to manage provider weekly schedules, time-off requests, and caseload capacity. This ensures accurate appointment availability and prevents scheduling conflicts.1. Managing Provider Schedules
Viewing Schedules
Navigate to Practice Management → Provider Schedule to see the weekly recurring availability blocks for each provider.- Blocks are displayed grouped by day of week (Sunday–Saturday)
- Each block shows start/end time, block type, and location
Creating a Schedule Block
- Click Add Block
- Select the provider (if you have access to multiple)
- Choose the day of week
- Set start time and end time
- Select a block type:
- Appointments — Available for patient appointments
- Telehealth — Available for virtual visits
- Admin — Administrative time (not schedulable)
- Break — Break period
- Meeting — Reserved for meetings
- Optionally select a location
- Set the effective date (when this block starts applying)
- Optionally set an end date (when this block stops applying)
- Click Save
Editing or Deleting Blocks
- Click the pencil icon on any block to edit
- Click the trash icon to delete a block
- Deleting a block does not affect past appointments already scheduled during that time
2. Time-Off Requests
Requesting Time Off
Navigate to Practice Management → Time Off.- Click Request Time Off
- Select the type of time off: Vacation, Sick, Personal, Conference, or Other
- Set the start date and end date
- Optionally select a coverage provider (who will cover your patients)
- Add any notes for the approver
- Click Submit Request
Viewing Request Status
| Status | Meaning |
|---|---|
| 🟡 Pending | Awaiting manager approval |
| 🟢 Approved | Time off confirmed; dates blocked from scheduling |
| 🔴 Denied | Request was not approved |
Canceling a Request
You can cancel a pending request by clicking the cancel button. Approved time-off cannot be canceled without manager intervention.3. Approving Time-Off Requests (Managers)
If you have thepm.time_off.approve permission:
- Navigate to Practice Management → Time Off
- Find requests with Pending status
- Click Approve or Deny
- Add optional notes explaining the decision
- The provider is notified of the outcome
4. Viewing Provider Caseloads
Navigate to Practice Management → Caseloads to see each provider’s current patient load.Panel Status
| Status | Meaning |
|---|---|
| 🟢 Open | Provider is accepting new patients |
| 🟡 Limited | Provider has limited availability for new patients |
| 🔴 Closed | Provider is not accepting new patients |
Capacity Indicators
- Active patients: Current number of assigned patients
- Max caseload: Maximum capacity set by the organization
- Progress bar: Visual indicator of capacity utilization
- Over-capacity warning: Red alert when active patients exceed maximum
5. How Availability Affects Scheduling
When scheduling appointments (PM-03) or group sessions (PM-04):- The system checks the provider’s recurring schedule blocks for the requested day/time
- It verifies the provider does not have approved time-off on that date
- If the time falls outside any
appointmentsortelehealthblock, a warning is shown - Schedulers can see at a glance which providers are available
FAQ
Q: Can I set different schedules for different weeks?A: Use the effective date and end date fields to create time-bounded schedule blocks. For example, a summer schedule could run from June 1 to August 31. Q: What happens to existing appointments if I add time-off?
A: Existing appointments are not automatically canceled. Your organization should review and reschedule any conflicting appointments. Q: Who can change the panel status?
A: Users with the
pm.caseload.view permission can see caseloads. Administrative users can update panel status and max caseload values.
Need help? Contact your system administrator or refer to the Admin Guide.