Duplicating an existing block schedule saves time and ensures consistency when configuring rotations for a new academic year.
Step-by-Step Instructions
Step 1: Navigate to the Organization Level
Ensure you are operating at the organization level rather than within a specific team. This provides access to the complete list of block schedules available across your institution.
Step 2: Access the "Block Schedules" Tab
Locate and click on the "Block Schedules" tab in the left-hand menu to display all schedules associated with your organization.
Step 3: Select the Target Schedule
Find the block schedule you wish to copy. Click on the three vertical dots (the "more options" menu) next to its name.
Step 4: Duplicate and Rename
Select "Duplicate Block Schedule" from the drop-down menu to generate a copy. When prompted, enter a new name to easily identify the schedule by academic year, department, or other relevant criteria.
Step 5: Apply Modifications
Open the duplicated schedule to adjust rotations, dates, or associate assignments as needed. Any changes made here will not impact your original schedule.
Recommended Settings for Block Schedules
To ensure optimal system functionality and full visibility, we recommend keeping all checkboxes selected when duplicating a previous block schedule (e.g., Copy blocks, Copy rules).
New Block Schedule Setup Process
When creating a brand-new block schedule, carefully follow the structured 5-step setup workflow:
Block Definition
Rotation Definition
Rotation Limits
Associate Selection
Rule Definition
1. Block Definition
Start by entering the total number of blocks, along with the specific start and end dates for the academic year.
2. Rotation Definition
In this step, you can configure the following parameters for each rotation:
Set the Name: Clearly identify the rotation across all schedules and reports.
Choose a Color: Visually distinguish the rotation within the calendar view.
Define Associate Requirements: Specify assignment criteria, including the minimum and maximum number of associates required for the rotation.
3. Rotation Limits
In this section, you can define the maximum number of times an associate can be scheduled for a specific rotation within a given academic year.
Fair Distribution: Ensures an equitable workload across all team members.
Prevent Over-scheduling: Safeguards against excessive assignments to demanding clinical rotations.
4. Associate Selection
In this step, add the residents or associates who will be included in the block schedule.
Click on "Add Associates".
Use the search bar to locate team members by name.
Select the individuals you want to include in the schedule.
5. Rule Definition
In this final step, you can view and manage the constraints governing your block schedule to ensure compliance with your program's specific requirements.
View Existing Rules: Review current scheduling constraints already applied, such as rotation limits or PGY (Post-Graduate Year) restrictions.
Create New Rules: Establish new custom rules to align the automated schedule with your department's unique operational and training guidelines.
Completing the Setup
Once you have reviewed all five steps and confirmed your configurations, click the blue "Continue" button located at the bottom right of the screen.
Your new block schedule is now fully configured and ready for use! 🎉