> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Provider Schedule & Availability — User Guide

> Module: Practice Management (PM) Feature: PM-05 Provider Schedule & Availability Last Updated: 2026-02-20

**Module:** Practice Management (PM)\
**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

1. Click **Add Block**
2. Select the **provider** (if you have access to multiple)
3. Choose the **day of week**
4. Set **start time** and **end time**
5. 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
6. Optionally select a **location**
7. Set the **effective date** (when this block starts applying)
8. Optionally set an **end date** (when this block stops applying)
9. 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**.

1. Click **Request Time Off**
2. Select the **type of time off**: Vacation, Sick, Personal, Conference, or Other
3. Set the **start date** and **end date**
4. Optionally select a **coverage provider** (who will cover your patients)
5. Add any **notes** for the approver
6. Click **Submit Request**

Your request will appear with a **Pending** status badge.

### 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 the `pm.time_off.approve` permission:

1. Navigate to **Practice Management → Time Off**
2. Find requests with **Pending** status
3. Click **Approve** or **Deny**
4. Add optional notes explaining the decision
5. 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):

1. The system checks the provider's **recurring schedule blocks** for the requested day/time
2. It verifies the provider does not have **approved time-off** on that date
3. If the time falls outside any `appointments` or `telehealth` block, a warning is shown
4. 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](./provider-schedule-availability-admin-guide.md).