One of the most important metrics is provider's Production per Hour. For Analytics to be able to calculate this number, we need to know how many hours each provider is available to be chair side with patients, hence Clinical Hours!
ACTION: Assign a team member to update Clinical Hours daily!
Note: Only team members with the Limited/Full permissions to Settings can add or adjust Clinical Hours
Here is a quick and easy video tutorial:
Best Practice
On the first day of the week and the first day of the month review and ensure the providers scheduled hours are correct for the coming week or month.
Go To Step 3 - Set your Goals
Need additional info? See the information below:
How to Pull Providers into your Clinical Hours List
Step-by-Step Instructions:
Navigate to Settings by hovering over your Initials in the bottom left hand corner
Then click on Clinical Hours
Note: If you do not see Clinical Hours as an option, you do not have the Settings permission enabled, refer to an admin team member to complete this task or enable access for you
If no providers appear or the provider you are looking for does not appear immediately, you can add the needed provider to the Clinical Hours list by selecting the All Team Members drop down menu
Select Not Tracked
Click Track Provider Hours under the name of the needed team members, this will add them to the All Team Members list
Click the drop down menu again and select All Team Members when you have finished adding your team members. They will now appear in the list
Next add their Scheduled Hours using the steps listed below
Add Clinical Hours
Step by Step Instructions:
To add Scheduled Hours, find the provider whose hours you are entering in the list
Click on Schedule button to set the scheduled hours for that day
Add the total number of hours & minutes then set the reoccurrence or how often this Repeats (This Occurrence Only, Every Other Weekday, or Every Weekday)
Click Set Scheduled Hours button
Click the Off button if that provider is off for that day of the week and add the reoccurrence as needed (this will set the scheduled hours to "0")
Click Update Hours
Each day for each provider must have hours scheduled ("0" for days off, and hours scheduled for the days working).
To edit existing Scheduled Hours, click on the entered hours on a day and add in the new hours as done before, then click the Set Scheduled Hours button
Complete this for all users and you're done!
Note: When editing clinical hours, if the clinical hours were set using This Occurrence Only, the only way to overwrite that day's hours is using This Occurrence Only
Actual Hours Vs. Scheduled Hours
The reason we have Scheduled Hours is so that we can set accurate production per hour goals for each provider. Then we can automatically calculate daily, weekly, monthly production goals.
If a provider comes into the office at 8:00 am and leaves the office at 5:00 pm, that is a 9 hour day. Yet, this provider had a 1 hour lunch and a 2 hour meeting with the team. The provider is available for 6 Clinical Hours.
Enter in the number of hours that each provider is available for production. Every day must be scheduled or set to zero hours.
Actual Hours are intended to be updated day to day if there were differences in the time scheduled and the actual hours worked. This helps to ensure metrics and statistics are as accurate as possible.
To learn how to update to Scheduled Clinical Hours or Actual Clinical Hours, refer to this article!
DO NOT CHANGE SCHEDULED HOURS (unless the provider is scheduled for different hours on that particular day).
Helpful Tip: To get a good idea of your past performance, add the previous three months of scheduled hours.
Congratulations on entering Clinical Hours! The next step is Entering Provider's Goals.