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Setting your availability

This article will guide you through creating and editing availability holds to manage your schedule in AdvancedMD's EHR. It includes how availability affects patient scheduling, guided steps on creating initial visits and follow-up holds, creating recurring holds, and using your calendar to manage your caseload. It provides a video and a resource on how to best set up your schedule.

Note: Patients can book appointments on your calendar anywhere from 25 hours to 28 days before the appointment. However, provider availability slots will only be bookable to patients if they are set on the hour or half hour. We advise against setting up your availability on the 15-minute or 45-minute mark, which means these slots are not bookable to patients. We also strongly recommend keeping your availability up to date and continuing to monitor your calendars closely for new, upcoming appointments.

Video demonstration

Guided steps

Creating initial appointment holds

To create an initial visit hold:

  1. Log in to AdvancedMD and navigate to your calendar

    Screenshot 2024-02-28 at 3.20.42 PM.png

  2. Find an available calendar slot for the initial appointment
  3. Click on the blank white space
  4. Choose New Hold

    Screenshot 2024-04-12 at 11.48.53 AM.png

  5. Under Appointment Type select INITIAL PSYCH VISIT

    Screenshot 2024-04-15 at 2.53.10 PM.png
  6. Under Hold Reason select Online Scheduling 

    Screenshot 2024-04-15 at 2.54.23 PM.png
    1. Note: It's really important that the Appointment Type and Hold Reason match these settings so that Rula can correctly identify the hold and book new patients for you.
  7. Do not adjust the time for the hold. Leave it as the default 60 minutes.

    Screenshot 2024-04-15 at 2.54.23 PM.png

  8. If you would like this hold to repeat, click the down arrow by "Does not repeat" and select a recurring cadence. Also, be sure to adjust the end date for this recurring hold.

    Screenshot 2024-04-15 at 3.00.19 PM.png

  9. Leave the Patient Online Booking field blank.



  10. Click Save.
  11. The Initial Visit Hold will now appear on your calendar in yellow.

Screenshot 2024-04-15 at 3.03.25 PM.png

Creating follow-up holds

To create a follow-up hold:

  1. Log in to AdvancedMD and navigate to your calendar
  2. Find an available calendar slot for the follow-up
  3. Click on the blank white space
  4. Choose New Hold
  5. Under Appointment Type select FOLLOW UP PSYCH

    Screenshot 2024-04-12 at 11.50.01 AM.png
    1. Note: If you select FOLLOW UP the hold will read as a therapy slot in our systems and not as psych

  6. Under Hold Reason select Follow up Visit Online Scheduling

    Screenshot 2024-09-20 at 4.03.03 PM.png

  7. Do not adjust the time for the hold. Leave it as the default 30 minutes.

    Screenshot 2024-04-12 at 11.53.15 AM.png

  8. If you would like this hold to repeat, click the down arrow by Does not repeat and select a recurring cadence. Also be sure to adjust the end date for this recurring hold.

    Screenshot 2024-04-12 at 11.58.56 AM.png

  9. Under Telemedicine visits, click Only
  10. Under Patient Online booking, click Allow
  11. Click Save.

    Screenshot 2024-09-20 at 4.04.03 PM.png

  12. The Follow Up Hold will now appear on your calendar in purple.

    Screenshot 2024-04-12 at 12.06.05 PM.png

Additional tips on schedule building

If you need help setting your schedule:

  1. Click our Schedule Building Tool
  2. Click File > Download > Microsoft Excel

    Screenshot 2024-02-28 at 1.53.37 PM.png

  3. Open the file and editing the cells in yellow

    Screenshot 2024-02-28 at 1.55.59 PM.png

  4. The chart will auto-update based on the preferences you input Screenshot 2024-02-28 at 1.57.18 PM.png
  5. Open this tool side-by-side as you create your availability in the EHR

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