Creating and editing providers rotas
In EXACT a rota is the regular working hours a provider at the practice is scheduled to work. This can be a simple Monday to Friday rota with a lunch break, or a rota spanning different hours over different weeks with various set "break" times for work not involving patients.
Setting up or editing a provider's rota
- Click on the Provider Bar to view the Restrict Appointment Times icon (red and white button).
- Click the Restrict Appointment Times icon
to open the Restrict Appointment Times window.
- Then click the Create Block Rota button
- The Create Block Rota window will open
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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 works 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 Weekly tabs will be added - Start Date: Enter the date you want the rotation/cycle to begin
- Extend To: The hours you select below will apply up until this date
- Works On: Tick the check boxes beside each day to indicate when the provider is available
- Day Start: Enter the appropriate start times for each day, am and pm must be specified, unless using the 24 hour clock
- Day End: Enter the appropriate end times for each day, as mentioned above using the correct time format
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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 the end of the lunch time)
EXACT will alert if you inadvertently enter a time rather than a duration -
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.
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Rota Length (Weeks): Enter the number of weeks in the cycle
- Complete the entries for the remaining weeks of the Rotation if selected
- Click OK to enter the blocks into the appointment book for the selected provider.
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