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Adit can automatically calculate your practice’s real-time availability using the following settings:

• Availabilities configured in Adit

• Operatories and Providers synced from your EHR

• Adit App Business Hours

This article explains what each of these settings means and how to configure them to ensure your online scheduling works seamlessly for your practice.

What is an Availability?

Availability is a feature in Adit that is used to set up designated time periods on the schedule where you would like to accept certain types of appointments. Availabilities are associated with providers, operatories, and appointments.

Click Here to learn how to create an availability in Adit. 

What are Operatory/Provider Hours?

Operatory and Provider Hours are the working hours configured in your EHR. These determine when each provider and operatory (treatment room) is available for appointments.

When syncing with your EHR, Adit typically pulls the following scheduling data:

1. Provider working hours
   
2. Operatory working hours
   
3. Holidays
   
1. These function similarly to Availabilities in Adit, but originate from your EHR instead.
   

Alert: Not all EHRs offer "Availabilities", and the name may vary depending on your system.

1. In RevolutionEHR, these are called Appointment Slots
   
2. In Crystal PM, these are called Schedule Templates
   

What are Adit App Business Hours? 

Adit App Business hours refer to when your practice will be open or closed. 

Alert: Adit does not sync business hours from your EHR. If you want Adit to factor your business hours into real-time appointment availability, you’ll need to set them up directly within Adit.

Click Here to learn how to configure your business hours.

How Does the Formula Work for Real-Time Availability? 

In your Online Scheduling settings, you can configure Adit to calculate availability using a combination of the three main data points described above.

To Set the formula:
Navigate to the Online Scheduling Module

1. Go to the Scheduling Page

2. In the Formula For Availability section, you will see three checkboxes 

1.  select the data points you want Adit to use.

Different Configurations:

1. When only one checkbox is selected, this means Adit will ONLY use that data point to calculate your real-time availability. 

2. When Availabilities and Operatory/Provider Hours from your EHR are selected, Adit determines available times using an “OR” formula. This means that any time that is open in either Adit’s availability OR your EHR schedule or will be shown as available for booking.

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Example Scenario:

• In your EHR, Dr. Tim Smiles is scheduled to work on:

•  Monday, Oct 15 from 10 AM to 12 PM and 1 PM to 5 PM

• In Adit, Dr. Tim Smiles has availabilities set for:

•  Monday, Oct 15 from 8 AM to 1 PM

Result:

• Patients will see Dr. Tim Smiles as available on:

• Monday, Oct 15 from 8 AM to 5 PM

3. When Availabilities and Business Hours are selected, Adit calculates available times using an “OR” formula. This means that any time that is open in either Adit’s availability OR your Adit App Business hours will be shown as available for booking.king.

Example Scenario:

• In Adit, Dr. Tim Smiles has availabilities set:

• Monday, Oct 15 from 8 AM to 1 PM.

• In Adit, your practice’s business hours are set to be open:

• Mondays from 9 AM to 4 PM. 

Result:

• Patients will see Dr. Tim Smiles as available:
  

• Monday, Oct 15 from 8 AM to 5 PM
  

4. When Provider/Operatory Hours from EHR and Business Hours are selected, Adit calculates available times using an “AND” formula. This means only the hours that overlap between a provider’s availability and the practice’s business hours will be shown as available for booking

Example Scenario:

5. When Availabilities, Provider/Operatory Hours from EHR, and Business Hours are selected, Adit calculates available times based on this formula:

(Availabilities in Adit) OR (Provider Hours AND Business Hours)

Example Scenario:

First, Adit will look at availabilities:

• Availabilities: Monday, Oct 15, 8 AM to 1 PM
  
  

Second, Adit will look at the overlapping times between the Provider/Operatory hours and Adit App Business Hours

• EHR Provider Hours: Monday, Oct 15 10 AM to 12 PM & 1PM to 5 PM

• Business Hours: Mondays 9 AM to 4 PM

Result:

Available Time Shown: Monday, Oct 15, 8 AM to 4 PM