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

1. Click on the Provider Bar to view the Restrict Appointment Times icon (red and white button).
2. 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
     
     
     • 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
     • 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.
   • Complete the entries for the remaining weeks of the Rotation if selected
3. Click OK to enter the blocks into the appointment book for the selected provider.