For use with NexHealth Scheduling
Note on terminology: Operatories are sometimes called "columns," "chairs," or "rooms" depending on your practice and EHR. This article uses operatory; the same instructions apply to chairs and columns.
Overview
Configure provider details
Setting up provider details configures the appointment types available to patients to schedule appointments with that provider.
NexHealth should automatically sync your providers from your health record system.
To add new providers within NexHealth, first add the provider to your health record system (EHR). Then, NexHealth will sync the new provider from your EHR.
If you don't see the right providers, please contact NexHealth support at [email protected].
1. Navigate to Online booking, then Availability.
Click Online booking in the left sidebar under Scheduling; then click Availability in the top-right.
2. Search for the Provider at the top.
Use the search bar, or scroll to find the provider.
You can toggle Set availability by operatory to set availability by operatory, rather than by provider. Changing this will change your online booking format, and will require you to setup your online booking again.
3. Edit providers’ Roles, Default appointment types, and Default insurances.
Within each provider, you can edit their Role, Appointment types, and Custom insurances. You can also upload an image of the provider by clicking on their profile picture.
Edit RoleSelecting the Provider's Role will open a dropdown to identify the Provider’s Role (e.g. - Dentist, Hygienist…)
Edit Appointment typesSelect Edit next to Default appointment types to change which appointment types the provider is available for via online booking. Check each type, and click Customize appointment durations to change durations.
Edit custom insurancesSelect Edit next to Default insurances to add individual custom insurances or to Upload CSV. | 
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Configure provider availability
Setting up provider availability configures the times available to patients to schedule appointments.
1. Navigate to Online booking, then Availability.
Click Online booking in the left sidebar under Scheduling; then click Availability in the top-right.
2. Edit availability slots with the edit icon.
Use the pencil and paper icon to edit an availability slot.
3. Select +Add time to manually create availability slots.
Click + Add Time on the provider’s schedule to manually create availability slots. You’ll then be able to edit the Date, Start and End times (be sure to specify AM or PM!), set the slot to Custom repeat, and select Operatory and Appointment types. |  |
NexHealth can also sync availability slots directly from a practice’s health record system, for a limited number of systems. This feature is only supported for eClinicalWorks, Open Dental, Orthotrac, Dentrix Enterprise, and Eaglesoft.
To edit the time of synced availability slots, change the slots within your health record system.
4. Toggle on Status to Active.
You can set each provider’s availability to be Active or Inactive. Make sure each provider is toggled to a green Active setting if you want patients to be able to book them online.
Duplicate availability within a provider
You can duplicate availability within a provider and then edit that slot to quickly create new slots.
1. Click Clone for the original availability slot.
Click the doubled sheet icon to Clone the original availability slot.
2. Edit the availability slot.
Change the day, time, appointment types, or any other value of the availability slot.
3. Click Save.
Save the availability slot for that provider.
How to close an Operatory (chair or column)
If you need to take an operatory out of service for online booking - for example, when a chair is being repaired, when a room is temporarily unavailable, or when you want to stop accepting bookings into a specific column - you can do so from your availability settings.
Prerequisite: availability must be set up by operatory
Closing a specific operatory requires that you have Set availability by operatory toggled on. You can enable this from Online booking → Availability (see Step 2 of "Configure provider details" above).
If your availability is set up by provider rather than by operatory, you'll need to switch to operatory-based availability first. Note that switching will require you to set up your online booking again.
1. Close an operatory (ongoing)
Go to Online booking → Availability.
Find the operatory you want to close.
Toggle it off within the availability settings.
The operatory will no longer be bookable online until you toggle it back on.
2. Close an operatory for a specific time
To take an operatory out of service for a specific date or time period (rather than ongoing), update the availability slot for that operatory on the same Availability page. Adjust the time range so the operatory is unavailable for the period you want to close it.
FAQ
How do I close a chair?
"Chair" is another name for operatory in NexHealth. To close a chair, see How to close an operatory above.
How do I close a column?
"Column" is another name for operatory in NexHealth. To close a column, see How to close an operatory above.
How do I block off a chair for a specific day?
Update the availability slot for that operatory on the Online booking → Availability page to make it unavailable for the date in question.
Can I temporarily close an operatory without permanently removing it?
Yes. Toggle the operatory off within the availability settings to close it on an ongoing basis, or update its availability slots to close it for a specific time period. The operatory will not be deleted, and you can re-enable it at any time.
Why don't I see a way to close a specific operatory?
You need to have Set availability by operatory toggled on first. If your availability is configured by provider, you won't see operatory-level toggles. See the prerequisite section above.