Nervecentre V9.0 Help for Users
Creating and managing templates for clinics
Adding and editing appointment slots
You can create templates for your clinic resources. Templates define the times, durations, and services for appointment slots.
Clinic resources can have one or more templates. For example, you might have one template for weekdays and another template for weekends. The clinic resource must have an active date range for the templates to apply.
Read more about adding an active date range for a clinic resource
Creating and managing templates for clinics on a mobile
You can't do this on a mobile.
Creating and managing templates for clinics on a desktop
Creating a template of repeating appointment slots
You can create a template of repeating appointment slots. You can apply this template every time you need new appointment slots, or you can make Nervecentre automatically apply the template to create new future appointment slots.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, select New Repeating.
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Edit the template using the table below.
Code
Select to enter a code for the template.
Description
Select to enter a description of the template.
Clinic
Select to choose a different clinic.
Resource
Select the clinic resource for these appointment slots.
Start date
Select a date to choose when appointment slots become available.
End date
Select a date to choose when appointment slots are no longer available.
Frequency
Select a frequency to choose when appointment slots are available.
To make appointment slots available on:
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Specific days on specific weeks, select Daily.
For example, every week on Tuesday and Thursday.
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A specific date on specific months, select Monthly by date.
For example, the first day of the month every 2 months.
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Specific days on specific months, select Monthly by day.
For example, on the first and third Monday of every month.
Days of the Week
Only for the frequency 'Daily'.
Select one or more days of the week when appointment slots are available.
For example, every weekday, or only Tuesday and Thursday.
Repeat weekly
Only for the frequency 'Daily'.
Select the weeks when appointment slots are available.
For example, every week, or every 6 weeks.
Day of the Month
Only for the frequency 'Monthly by date'.
Enter a day when appointment slots are available.
For example, enter 1 if you want appointment slots on the first day of the month.
Repeat monthly
Only for the frequencies 'Monthly by date' and 'Monthly by day'.
Select the months when appointment slots are available.
For example, every month, or every 6 months.
Occurrence
Only for the frequency 'Monthly by day'.
Select when appointment slots are available.
For example, on the first and third occurrence of the month.
Day of the Week
Only for the frequency 'Monthly by day'.
Select a day of the week when appointment slots are available.
For example, on the first and third Wednesday of the month.
Public Holidays
Select an option to choose if appointment slots are available on public holidays.
Reporting category
Select a category for reporting purposes.
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Add slots.
If you add two sets of slots with a gap in between, the gap is highlighted in green.
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Optional: edit, copy, and delete slots.
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Select Save.
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Apply your template.
Creating a new template that runs once
You can create a template of appointment slots that runs once. For example, you might do this to schedule an ad-hoc clinic. You apply this template when you need to create new appointment slots. You can't make Nervecentre automatically apply this template.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, select New Run-Once.
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Edit the template using the table below.
Code
Select to enter a code for the template.
Description
Select to enter a description of the template.
Clinic
Select to choose a different clinic.
Resource
Select the clinic resource for these appointment slots.
Start date
Select the date the ad-hoc clinic starts.
End date
Select the date the ad-hoc clinic ends.
Frequency
Select a frequency to choose when appointment slots are available.
To make appointment slots available on:
-
Specific days on specific weeks, select Daily.
For example, every week on Tuesday and Thursday.
-
A specific date on specific months, select Monthly by date.
For example, the first day of the month every 2 months.
-
Specific days on specific months, select Monthly by day.
For example, on the first and third Monday of every month.
Days of the Week
Only for the frequency 'Daily'.
Select one or more days of the week when appointment slots are available.
For example, every weekday, or only Tuesday and Thursday.
Repeat weekly
Only for the frequency 'Daily'.
Select the weeks when appointment slots are available.
For example, every week, or every 6 weeks.
Day of the Month
Only for the frequency 'Monthly by date'.
Enter a day when appointment slots are available.
For example, enter 1 if you want appointment slots on the first day of the month.
Repeat monthly
Only for the frequencies 'Monthly by date' and 'Monthly by day'.
Select the months when appointment slots are available.
For example, every month, or every 6 months.
Occurrence
Only for the frequency 'Monthly by day'.
Select when appointment slots are available.
For example, on the first and third occurrence of the month.
Day of the Week
Only for the frequency 'Monthly by day'.
Select a day of the week when appointment slots are available.
For example, on the first and third Wednesday of the month.
Public Holidays
Select an option to choose if appointment slots are available on public holidays.
Reporting category
Select a category for reporting purposes.
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Add slots.
If you add two sets of slots with a gap in between, the gap is highlighted in green.
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Optional: edit, copy, and delete slots.
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Select Save.
Copying a template
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Templates, select Copy.
You can copy an active template, or a past template.
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Select the type of template you want to make.
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To create repeating appointment slots, select New Repeating Template.
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To schedule an ad-hoc clinic, select New Run-Once Template.
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Edit the template using the table below.
Code
Select to enter a code for the template.
Description
Select to enter a description of the template.
Clinic
Shows the clinic for the appointment slots. You can't edit this.
Resource
Select the clinic resource for these appointment slots.
Start date
Only appears for New Run-Once Template.
Select the date the ad-hoc clinic starts.
End date
Only appears for New Run-Once Template.
Select the date the ad-hoc clinic ends.
Frequency
Select a frequency to choose when appointment slots are available.
To make appointment slots available on:
-
Specific days on specific weeks, select Daily.
For example, every week on Tuesday and Thursday.
-
A specific date on specific months, select Monthly by date.
For example, the first day of the month every 2 months.
-
Specific days on specific months, select Monthly by day.
For example, on the first and third Monday of every month.
Days of the Week
Only for the frequency 'Daily'.
Select one or more days of the week when appointment slots are available.
For example, every weekday, or only Tuesday and Thursday.
Repeat weekly
Only for the frequency 'Daily'.
Select the weeks when appointment slots are available.
For example, every week, or every 6 weeks.
Day of the Month
Only for the frequency 'Monthly by date'.
Enter a day when appointment slots are available.
For example, enter 1 if you want appointment slots on the first day of the month.
Repeat monthly
Only for the frequencies 'Monthly by date' and 'Monthly by day'.
Select the months when appointment slots are available.
For example, every month, or every 6 months.
Occurrence
Only for the frequency 'Monthly by day'.
Select when appointment slots are available.
For example, on the first and third occurrence of the month.
Day of the Week
Only for the frequency 'Monthly by day'.
Select a day of the week when appointment slots are available.
For example, on the first and third Wednesday of the month.
Public Holidays
Select an option to choose if appointment slots are available on public holidays.
Reporting category
Select a category for reporting purposes.
Named Clinician
Only appears for New Repeating Template.
Not in use.
Auto-create days ahead
Only appears for New Repeating Template.
Enter a number of days. Nervecentre automatically creates appointment slots this number of days ahead.
For example, if you enter 30, Nervecentre checks every night that it has appointment slots for the next 30 days, and if it doesn't Nervecentre creates more appointment slots.
Start date
Only appears for New Repeating Template.
Select a date to choose when appointment slots become available.
End date
Only appears for New Repeating Template.
Select a date to choose when appointment slots are no longer available.
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Add slots.
If you add two sets of slots with a gap in between, the gap is highlighted in green.
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Optional: edit, copy, and delete slots.
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Select Save.
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Apply your template.
Editing a template
You can only edit a template before you apply the template.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, double-click on a template.
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Edit the template using the table below.
Code
Select to enter a code for the template.
Description
Select to enter a description of the template.
Clinic
Shows the clinic for the appointment slots. You can't edit this.
Resource
Select the clinic resource for these appointment slots.
Start date
Only appears for templates that run once.
Select the date the ad-hoc clinic starts.
End date
Only appears for templates that run once.
Select the date the ad-hoc clinic ends.
Frequency
Select a frequency to choose when appointment slots are available.
To make appointment slots available on:
-
Specific days on specific weeks, select Daily.
For example, every week on Tuesday and Thursday.
-
A specific date on specific months, select Monthly by date.
For example, the first day of the month every 2 months.
-
Specific days on specific months, select Monthly by day.
For example, on the first and third Monday of every month.
Days of the Week
Only for the frequency 'Daily'.
Select one or more days of the week when appointment slots are available.
For example, every weekday, or only Tuesday and Thursday.
Repeat weekly
Only for the frequency 'Daily'.
Select the weeks when appointment slots are available.
For example, every week, or every 6 weeks.
Day of the Month
Only for the frequency 'Monthly by date'.
Enter a day when appointment slots are available.
For example, enter 1 if you want appointment slots on the first day of the month.
Repeat monthly
Only for the frequencies 'Monthly by date' and 'Monthly by day'.
Select the months when appointment slots are available.
For example, every month, or every 6 months.
Occurrence
Only for the frequency 'Monthly by day'.
Select when appointment slots are available.
For example, on the first and third occurrence of the month.
Day of the Week
Only for the frequency 'Monthly by day'.
Select a day of the week when appointment slots are available.
For example, on the first and third Wednesday of the month.
Public Holidays
Select an option to choose if appointment slots are available on public holidays.
Reporting category
Select a category for reporting purposes.
Named Clinician
Only appears for repeating templates.
Not in use.
Auto-create days ahead
Only appears for repeating templates.
Enter a number of days. Nervecentre automatically creates appointment slots this number of days ahead.
For example, if you enter 30, Nervecentre checks every night that it has appointment slots for the next 30 days, and if it doesn't Nervecentre creates more appointment slots.
Start date
Only appears for repeating templates.
Select a date to choose when appointment slots become available.
End date
Only appears for repeating templates.
Select a date to choose when appointment slots are no longer available.
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Add slots.
If you add two sets of slots with a gap in between, the gap is highlighted in green.
-
Optional: edit, copy, and delete slots.
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Select Save.
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Apply your template.
Adding new slots
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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Create a new template, or copy a template.
Read more about creating a new template of repeating appointment slots
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Select Add Slots.
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Enter a time when appointments start.
For example, appointments start from 9:00.
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Enter a duration in minutes for each appointment slot.
For example, enter 30 if appointment slots are 30 minutes long.
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Enter the number of slots you want to add.
For example, your start time is 9:00, and each appointment slot is 1 hour long. If you enter 6, you add six appointment slots between 9:00 and 15:00.
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Enter the number of appointments for each appointment slot.
For example, you might have three separate appointments for each appointment slot.
Depending on your organisation, some clinic resources might run group clinics. If a clinic resource runs group clinics, the number you enter is the number of patients you can book into the group appointment.
For example, you might allow twelve patients in a group appointment.
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Select the delivery method for the appointment slots.
For example, if you choose face-to-face only, you can only book face-to-face appointments in those slots.
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Select the minimum priority for the appointment slots.
For example, if you choose urgent, you can only book appointments with the priority urgent or higher in those slots.
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Select one or more services you can book in those appointment slots.
For example, initial consultation, or follow-up consultation.
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Select Add.
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Optional: edit and delete slots.
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Select Save.
Copying slots
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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Create a new template, or copy a template.
Read more about creating a new template of repeating appointment slots
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Select a slot.
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Select Copy Slot.
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Enter a start time for the new slot.
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Select Confirm.
Editing slots
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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Create a new template, or copy a template.
Read more about creating a new template of repeating appointment slots
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Edit the slots using the table below.
Appts/slot
Double-click to enter a number. This is the number of appointments for each appointment slot.
For example, you might have three separate appointments for each appointment slot.
Depending on your organisation, some clinic resources might run group clinics. If a clinic resource runs group clinics, the number you enter is the number of patients you can book into the group appointment.
For example, you might allow twelve patients in a group appointment.
Priority
Double-click to select the minimum priority for the appointment slots.
For example, if you choose urgent, you can only book appointments with the priority urgent or higher in those slots.
Services
Double-click to select one or more services you can book in those appointment slots.
For example, initial consultation, or follow-up consultation.
Delivery
Double-click to select the delivery method for the appointment slots.
For example, if you choose face-to-face only, you can only book face-to-face appointments in those slots.
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Select Save.
Deleting slots
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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Create a new template, or copy a template.
Read more about creating a new template of repeating appointment slots
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Select one or more slots.
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Select Delete Slots.
Applying a template
After you create or edit a template, you must apply the template. When you apply a template, Nervecentre creates and deletes appointment slots to reflect your template.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, select a template.
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Select Apply.
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Select a start date to choose when appointment slots become available.
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Select an end date to choose when appointment slots are no longer available.
The end date must be within 90 days of the start date.
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Select Apply.
A list appears that shows the appointment slots that Nervecentre plans to create or delete.
If a new appointment slot overlaps with an existing appointment slot, Nervecentre shows you a warning.
Select + to expand the list.
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Select Apply.
Nervecentre creates the new slots and deletes any old slots.
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Select Close.
If you applied a template that runs once, that template moves to Past Templates.
If you applied a template of repeating appointment slots, that template stays in Active Templates.
Automatically applying a template
You can only do this for repeating templates.
You can make Nervecentre automatically check that it has future appointment slots, and if it doesn't have enough future appointment slots, Nervecentre automatically creates them.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, select a template.
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Select a start date to choose when appointment slots become available.
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From Days Ahead, enter a number of days. Nervecentre automatically creates appointment slots this number of days ahead.
For example, if you enter 30, Nervecentre checks every night that it has appointment slots for the next 30 days, and if it doesn't Nervecentre creates more appointment slots.
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Select an end date to choose when Nervecentre stops automatically applying the template.
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Select Save.
Deleting a template
If you created a template, but you haven't applied it yet, you can delete the template. You can't delete a template after applying it, but you can stop the template.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, select a template that you haven't applied.
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Select Delete.
Stopping a template
You can stop templates that you have applied. This stops Nervecentre automatically applying the template to create more appointment slots, but it doesn't remove any appointment slots that are already created.
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From Outpatients > Manage > Clinic Details, select a specialty, clinic, and clinic resource.
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From Active Templates, select a template that you have applied.
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Select Stop Template.
The template moves to Past Templates.
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