Creating and Editing Providers Rotas

Rotas are used to identify the times a provider works. The Rota allows:

• A weekly cycle to easily be repeated for a specified number of rotations (e.g., a 3-weekly cycle repeated for one year)

• Additional daily ‘breaks’ in addition to lunches (e.g., for administration, maintenance, research, etc.)

To set up/edit a Rota:

1. Click on the Provider Bar to view the Restrict Appointment Times icon.

   For example:

   Result:

   

2. Click the Restrict Appointment Times icon to open the Restrict Appointment Times window, and then click the Create Block Rota button:

   

   The Create Block Rota window displays:

   

3. Rota Length (Weeks): Enter the number of weeks in the cycle.

   • To repeat the same hours every week the Rota Length would be 1.

   • If the provider worked different hours / different weeks then you can select the appropriate number of weeks in the rota.
     As the number of weeks is increased (up to a maximum of 6) extra Tabs will be added.

4. Start Date: Enter the date you want the rotation/cycle to begin.

5. Works On: Tick the check boxes beside each day to indicate when the provider is available.

6. Day Start: Enter the appropriate start times for each day, am and pm must be specified, unless using the 24 hour clock.

7. Day End: Enter the appropriate end times for each day, as mentioned above using the correct time format.

8. Include Lunch: If you wish to include a lunch break, tick the check box. You will then need to enter a start time for lunch, along with a length of the lunch break (not a time).

   EXACT will alert if you inadvertently enter a time rather than a duration:

   

    

9. Include Break 1/Include Break 2: If you wish to incorporate breaks into the day, tick the appropriate check box; enter a start time for the break along with a length for the break. If the check boxes are not ticked no breaks will be included.

   The same validation applies as for the Lunch Length.

10. Complete the entries for the remaining weeks of the Rotation.

11. Click OK to enter the blocks into the appointment book for the selected provider