Edit Resource Template

Templates provide a means to create a basic day-to-day schedule of resource availability. Using block and hold times, templates reserve time in resource schedules for nonpatient activities (block times) or for specific patient types of appointments (hold times). In a template schedule, any time that is not reserved by a block or a hold time during the normal hours of operation is viewed as “open” time. Traditionally, these schedules are maintained in Data Maintenance > Templates and Shift Schedules > Templates. However, the Edit Resource Template option on the right-click menu of grid columns offers an alternative workflow. Users may find that it fits more efficiently into their daily workflow, but are encouraged to review the maintenance topics for discussion of the features.

To begin:

Navigate to the grid and locate the resource-domain column assignment you wish to edit. If necessary, place the resource into a column.
Right-click over the column header to display the menu and select Templates and Shift Schedules > Edit Resource Template.

The Resource Templates screen will appear.

Complete the template parameters according to the following descriptions and definitions.

Template Description and Cycle Controls

Template for [resource last name, first name] in: Change the domain as needed.

NOTE – The resource-domain combination will automatically populate with the information from the column on which you clicked. However; if the resource is incorrect, you must exit and restart.

When the Resource Templates screen first appears, WellSky Resource Manager populates the template detail parameter with the most commonly used template.

If the resource has never used templates, then the program will populate the description with Template for [resource last name, first name] and populate the cycle parameters with the typical values.

Use the following controls as needed to manage your description and template cycle:

Info button: Use this control to determine whether any other domain or resource is using the template and will be affected by your intended modifications. Example messages are illustrated in the following screen shots:

The template and shift schedule Info screens are identical except for the schedule nomenclature.

Discard button: Use this option to clear any changes you have made to the current template.

New button: Use this option to create a new template. The description and day parameters will default to generic values. Change these as needed.

Rename: Use this option to change the description.

Description: Do one of the following to select an alternative template:

Click the description field once to display the search field.
Begin typing the description of the desired template. The templates that most closely match what you have typed will appear in a drop-down list. Simply click the one that you want to use. Note that if you double-click the description field, a list of all the templates in the database (domain) will drop down.
Click the description once to display the search field and then click the Search link. The Template Search screen will appear. Navigate the screen and select the desired item as you would in any standard search dialog.

Days: Enter the number of days on which the template cycle should repeat. The default is 7 days, or a standard week. Generally, choose multiples of 7 up to 28 days.

Start Day: Choose the starting day of the template cycle. The default is Sunday (a standard 7 day work week is counted as Sunday to Saturday). The options also include (any) for any day of the week.

Template Assignment

Once the appropriate template has been selected, you (a) simply select the days to which the template should be assigned and (b) click the Apply Selected button.

As an alternative, you can apply the template to a date range by completing the insert options. As an example, we'll look at applying the Week A template to September.

Click-and-drag across all of the days of September in the calendar.

Alternatively, click the month description (Sep in this example) to select the entire month.

Click the Apply Selected button.

The calendar will refresh and display the newly applied template in a color block (the color varies on the number of templates in the calendar). If you hover the cursor over any portion of the template, a tooltip will provide the description.

Note: Use the Alt key while clicking over an assigned template to select it. As an example you may be editing a resource that has two or three different templates in a calendar year and want to modify or apply one of them to a different date range. Alt + Click over any portion of the template to place it in context and then apply your changes.

Repeat steps 1–2 until the template has been applied to the necessary days.

Use the calendar controls according to the following as needed:

Clear Selected: Use this option to remove a template from the days that have been selected on the calendar. This is basically a reverse assignment: that is, you select the days for which the template should be cleared on the calendar and then click Clear.

Insert From/To: Use the date fields to establish a date range for which to apply a template. Use the dates in lieu of painting the days on the grid. Then click Apply Range below the date range to apply the selected template.

Arrow Controls: Click the left and right double-arrows bounding the year to move the year forward or backward.

Select All: Use this option (above the calendar) to quickly select the entire year.

Select None: Click this option to clear your current selection on the calendar.

Creating and Editing Template Schedules

Use the grid that appears in the lower half of the screen to create or modify the blocks and holds that form the template schedule.

To begin:

Click or use click-and-drag to select the time on the grid that corresponds to your desired block or hold.
Right-click over any portion of the selected time. A pop-up menu will appear.

Click either selection depending on your current need.

Add Block(s)
Add Holds(s)

The corresponding block or hold reason selection screen will appear.

Select the appropriate reason and color, etc.
Click Accept.
Repeat as necessary for additional blocks and holds.

NOTE – The reason selected for the last block time or hold time that was applied will appear in the pop-up menu so that you can quickly re-use it.

Once you have finished creating the schedule, click Save at the top of the screen. The screen will refresh and commit your changes.
Create or apply a new template, and then click Grid to return to the scheduling grid once you have finished modifying the resource's schedule.

Notes about Time Selection on the Grid

Some significant quick key features have been added to the template creation grid to enhance the users ability to select time. Use the following examples as a quick overview.

The right-click menu off the column headers provides two option for selecting an entire day:

Select Entire Day

Select Entire Day (inclusive)

The first option is a straightforward option to select an entire day to set blocks and holds. The second option allows uses to select additional days without losing context of the previous selections (i.e., the user isn't required to hold the Ctrl key down to select additional time). For example,

Right-click on Monday and choose the Select Entire Day option to highlight all of the time slots for Monday.
Right-click on Wednesday and choose the Select Entire Day (inclusive) option to select it as well.

Right-click on any of the selected times and choose either

Add Block(s)

Add Hold(s)

Complete the Reason screen as necessary.
Complete and save the Template.

Alternatively, you could select just a portion of one day and then right-click over a column header of another day to use the "inclusive" option to select that entire day as well. Note that Shift + Click is still a valid option for selecting large chunks of time.

To select specific time slots over several days, you must use the standard Windows feature of Ctrl + Click. For example,

Select time in which you want to place a hold on Monday.
Press and hold the Ctrl key down and select additional time over the rest of the template work week. You can click-and-drag over the desired time or click individual time slots.

Right-click on any of the selected time and choose either

Add Block(s)

Add Hold(s)

Complete the Reason screen as necessary.
Complete and save the template.

Keep in mind that whenever you aren't selecting an entire day from the column menu, you need to Ctrl + Click to maintain the context of the previous selected items.

To clear items from the grid (block, hold, Not Here time),

Right-click over the item you wish to clear (alternatively, use Ctrl + click to select multiple items) to display the menu.
Select Clear All Selected Block/Holds or the Clear All Selected Cells option according to your need. The grid will refresh to clear the items.
Proceed with modifying the template or shift schedule as you would normally.

This is the only method you have for clearing away items you applied in error or no longer require.

To replace items in the template schedule,

Right-click over the item you want to change. The right-click menu will appear.

Choose either of the following:

Change Selected Block(s): Click this option to pull up the reason screen and select and alternative.

Change Block(s) to: xyz block/hold: Choose this option to change the current block or hold to the named item in the menu (e.g., Staff Meeting in the example screen shot). Remember that this is the last block or hold that you used.

NOTE – Select Choose this Block/Hold as Selected Block/Hold to replace the block or hold listed in item 2 above. Then use it to replace or apply it to new times.