How to Set Up Time Schedules in Office Ally

Time Schedules is a feature found under the Manage Office tab in Practice Mate or EHR. It allows you to define your office hours and set specific availability for providers, staff, and resources. Follow the steps below to configure your scheduling settings.

Before You Begin

Setting up Time Schedules ensures appointments can only be booked during available hours for your office, staff, and resources. Verify with your account's Security Administrator that all Providers and Staff have usernames created in the account, as this is required before you can manage their schedules.  

Steps to Access Time Schedules

Note: Modifying schedules for other Providers and Staff will require the user to have administrative rights.

1. Log in to Practice Mate or EHR

• Use your Office Ally username and password to log in.

2. Navigate to Time Schedules

• Click on the Manage Office tab at the top of the screen.

• Under Appointment Settings, click Time Schedules.

Setting Up Office Hours

This section allows you to define the general operating hours for each office location in your practice.

1. Select the Office

• Use the Office drop-down to choose the location. If only one office exists, it will be selected by default.  

2. Choose Office Days

• Under the Days section, check the boxes for the days your office is open.

3. Set Operating Hours

• Use the left drop-down to set the opening time and the right drop-down to set the closing time for each day selected.

4. (Optional) Add a Second Session

• If your office is closed mid-day and reopens later (e.g., for lunch breaks), check the 2nd Session box for the appropriate day(s), then enter the additional hours.

5. Set Default Time Interval

• This determines how often appointments can be scheduled (e.g., every 15 minutes). Select your preferred interval from the drop-down.

Adding Providers and Staff to the Schedule

This section allows you to assign individual availability for Providers, Staff, or Resources at a selected office.

1. Choose the User  

• From the Type drop-down, select Provider or Staff.

• If Provider is selected, continue to Step 2.

2. Select the Provider

• Click the ellipsis (...) next to the Provider ID box to open a selection window.

• Choose the correct provider from the list.

3. Add the User

• Click the Add button to place the selected user into the availability list.

4. For Staff Members

• When selecting a staff member, simply click the ellipsis button (…) and select them from the pop-up window. Click Add.

5. Edit an Individual Schedule (if different from office hours)

• Click the person’s name in the list and then click Edit Schedule.

• A schedule editor will populate at the bottom of the page where you can define unique availability.

Adding Resources

Resources can include rooms, equipment, or any other schedulable entity in your office.

1. Select Resource Type

• From the Type drop-down, choose the type of resource.

2. Name the Resource

• Enter a name that clearly identifies the resource.

3. Add the Resource

• Click the Add button to place it into the schedule.

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