Resource schedules

Give chairs, rooms and equipment their own schedules

Resource schedules lets chairs, rooms, equipment and staff schedules be booked apart from the provider’s own time: Spravato and infusion chairs, a TMS chair, procedure rooms, physical therapy tables, an imaging room, a nurse or injection station, a group room. A visit type that needs one reserves a free one when it is booked, and each visit type can say how much of the provider’s time it takes: all of it, none, or only the first minutes.

Add your resources

Open Admin → Scheduling and, in the Schedule Manager under Organization, choose Resources. With nothing set up yet it says “No resources yet. Add one, or start from a template such as ‘Spravato chairs’.”

Start from a template

Add from a template lists specialty templates: Spravato chairs, Infusion chairs, TMS chair, Procedure room, Physical therapy tables, Imaging room, Nurse / injection station and Group room. Applying one adds its resources (with typical weekday hours) whose names you don’t use yet, and a rule for each of your active visit types whose name matches the template (for example a visit type with “Spravato” or “esketamine” in its name). It never overwrites a rule you already have, and it says what it did: “Added …”, “Kept the existing rules for …”, or that no visit type matched, so you add the rule once you create one. Everything it adds is an ordinary resource or rule you can edit.

Add or edit a resource

Add resource (or the pencil on a row) opens the resource:

The list shows each resource’s Type, Hours, Turnover, how many Upcoming bookings it has, and a Bookable switch. A resource with upcoming appointments can’t be deleted: move them to another resource, or turn it off instead.

Closures and different hours on one date

The calendar icon on a row opens Closures for …: “Close a single date, or keep different hours that day.” Pick the Date, then Closed all day or Open different hours, and an optional Reason (for example Chair serviced). Upcoming dates lists them, each with a remove button.

Practice settings

• When several are free: Pick the first free one in list order or Pick the one used least that day.
• Show the resource on calendar appointments: puts the reserved resource on each appointment in the calendar (hover: Reserved: …).
• Your own resource types: add names such as Infusion bay next to the built-in types.

Say what each visit type needs

“Which visit types need a resource, and how much of the provider’s time they take. A rule applies to every provider’s visit type of that name.” With no rules: “No rules yet: every visit type books as it does today.” Click Add rule, choose the Visit type, then:

The rules list reads, for example, Required: Spravato chair · First 15 min · Medical assistant · Staff only. A rule warns “No active visit type has this name.” or “No active resource matches.” when it can’t work yet. Deleting a rule asks “Remove this rule? The visit type books as before.”

Booking a visit that needs a resource

When the visit type has a rule and a time is picked, the booking window shows a Resource row:

• Auto (the default) lets Hero pick a free one when the visit is booked; it shows which, for example Auto: Spravato chair 2, or Auto: none free at this time.
• A specific resource can be chosen from the list instead; busy ones are marked (busy).
• A line underneath shows the provider time when it is less than the whole visit: “Takes the provider’s first 15 minutes.” or “Doesn’t take the provider’s time.”

When a needed resource isn’t free, the row warns “No Spravato resource is free; Book asks to book anyway.” Pressing Book then shows why, for example “Spravato chair 1 is already booked between 9:00 AM and 11:00 AM (including 15 minutes to turn it over).”, “… is closed on …” or “All 2 Spravato chairs are booked or closed between …”, and you can book anyway with the scheduling override; the visit is then booked without a resource. Two bookings can never both take the last free chair.

Rescheduling keeps the visit’s resource when it is still free at the new time, otherwise Hero picks another; if the current one can’t be used at all, it says “The visit’s current resource can’t be used for the new time; it will move without one.”

The Resources view on the calendar

On the calendar, choose Resources next to the other views. It shows the selected day with one column per resource, and an Unassigned column (Needs a resource) for visits whose type needs a resource but hold none; a count such as 2 need a resource sits above. Times are in your practice’s time zone, and “The darker band is the provider’s time.” Closed hours are shaded, and a closed resource reads Closed: … with its reason. With more than one location, a Location filter appears.

Click a visit to see its status, who supervises it and the provider time (for example provider time 15 of 120 min). Staff who can manage the schedule get Move to with a button for each other resource, and Unassign; everyone else sees “Ask someone who manages the schedule to move this visit.” A move that breaks a rule (the resource is busy, closed, or outside its hours) asks Move anyway?, lists why, and needs a Reason.

With no resources set up, the view says “No resources yet. An administrator can add chairs, rooms and equipment in Admin → Scheduling → Resources.”