Doctor Sessions & Availability

Overview

The Doctor Sessions & Availability module in KiviCare enables healthcare facilities to manage doctor working schedules with specific time slots and break periods. This system handles weekly schedule configuration, time slot management, and integration with appointment booking.

How It Works

Core Functionality

• Weekly Schedule Management: Configure doctor working days and hours
• Time Slot Configuration: Set appointment duration intervals
• Break Management: Define break periods within working hours
• Session Splitting: Automatically split sessions around break times
• Doctor-Clinic Mapping: Assign schedules to specific doctor-clinic combinations
• Overlap Prevention: Prevent conflicting session times

System Architecture

1. Session Creation: Define working days with start/end times
2. Break Configuration: Add break periods that split main sessions
3. Time Slot Setting: Configure appointment slot duration
4. Appointment Integration: Provide available slots for booking

Settings & Configuration

Basic Session Settings

• Working Days: Select from Monday to Sunday
• Session Times: Set start and end times for each day
• Time Slot Duration: Configure appointment slot intervals (e.g., 30 minutes)
• Status: Enable/disable sessions

Break Management

• Break Periods: Add multiple breaks within working hours
• Break Validation: Ensure breaks are within session times
• Session Splitting: Automatically create separate sessions around breaks
• Minimum Duration: Enforce minimum 15-minute break duration

Advanced Features

• Select All Days: Quickly enable all weekdays
• Session Duration Display: Show total working hours per day
• Time Validation: Prevent invalid time configurations
• Overlap Detection: Check for conflicting sessions

Usage Guidelines

When to Use

• Initial Setup: Configure doctor’s weekly working schedule
• Schedule Changes: Update working hours or break times
• New Doctor Onboarding: Set up schedules for new doctors
• Clinic Assignments: Assign doctors to specific clinic schedules
• Break Management: Add lunch breaks or other unavailable periods

Best Practices

• Set consistent working hours across similar days
• Add appropriate break times for meals and rest
• Use standard time slot durations (15, 30, or 60 minutes)
• Validate session times before saving
• Regularly review and update schedules as needed

Features by Role

Administrator

• Global Schedule Management: Create and edit any doctor’s schedule
• Multi-Clinic Support: Manage schedules across multiple clinics (Pro)
• Bulk Operations: Delete multiple sessions at once
• Export Functions: Export session data in various formats
• Complete Access: Full CRUD operations on all sessions

Clinic Admin (Pro Version)

• Clinic-Specific Management: Manage schedules within assigned clinic
• Doctor Assignment: Set schedules for clinic doctors
• Schedule Oversight: Monitor doctor availability
• Session Updates: Modify existing schedules

Doctor

• Personal Schedule: Manage own working hours and availability
• Session Updates: Update personal schedule times
• Break Management: Add and modify break periods
• Schedule Viewing: View current schedule configuration

Receptionist

• Schedule Viewing: Access doctor schedules for appointment booking
• Availability Check: Verify doctor availability for specific times
• Session Information: View working hours and break times
• Clinic-Specific Access: View schedules for assigned clinic

Workflow Examples

Creating Weekly Schedule

1. User navigates to Doctor Sessions
2. Selects clinic and doctor (if not pre-selected)
3. Sets time slot duration (e.g., 30 minutes)
4. Enables desired working days
5. Sets start and end times for each day
6. Adds break periods if needed
7. Saves session configuration

Adding Break Periods

1. User opens existing session for editing
2. Enables a working day
3. Sets main session times (9:00 AM – 6:00 PM)
4. Clicks “Add Break” button
5. Sets break start time (1:00 PM)
6. Sets break end time (2:00 PM)
7. System automatically splits session into two periods
8. Saves updated schedule

Updating Session Times

1. User finds session in sessions list
2. Clicks Edit action
3. Modifies working hours or break times
4. System validates new times for conflicts
5. Updates session in database
6. Refreshes appointment availability

Session Management Logic

Session Creation Process

• Validates required fields (doctor, clinic, days)
• Checks for overlapping sessions
• Creates main sessions for enabled days
• Splits sessions around break periods

Break Handling

• Validates breaks are within session hours
• Prevents overlapping break periods
• Creates separate session records for split periods
• Calculates working time excluding breaks

Time Validation

• Ensures start time is before end time
• Validates minimum session duration (30 minutes)
• Checks minimum break duration (15 minutes)
• Prevents breaks outside session hours
• Detects overlapping time periods

Troubleshooting

Common Issues

• Session Overlap: Doctor already has session for selected day/time
• Invalid Times: Start time after end time or invalid format
• Break Conflicts: Breaks outside session hours or overlapping
• Missing Data: Required fields not filled (doctor, clinic, times)
• Permission Errors: User cannot access or modify sessions

Resolution Steps

1. Check for existing sessions on same day/time
2. Validate all time formats are HH:MM
3. Ensure breaks are within main session hours
4. Verify all required fields are completed
5. Check user permissions for session management
6. Review doctor-clinic assignments
7. Clear browser cache if form issues persist

Benefits

For Healthcare Providers

• Structured schedule management
• Automated time slot calculation
• Break period handling
• Conflict prevention
• Integration with appointment booking

For Patients

• Clear availability information
• Consistent appointment slots
• Accurate booking times
• Reduced scheduling conflicts

For Staff

• Easy schedule configuration
• Visual time management
• Role-based access control
• Export capabilities for planning
• Bulk operations for efficiency

Available Features by Version

KiviCare Lite

• Basic session creation and management
• Single clinic support
• Weekly schedule configuration
• Break management
• Time slot settings

KiviCare Pro

• Multi-clinic session management
• Advanced filtering and search
• Export functionality (CSV, Excel, PDF)
• Bulk operations
• Enhanced reporting

Conclusion

The Doctor Sessions & Availability system in KiviCare provides essential scheduling tools for healthcare facilities. With features like break management, time validation, and appointment integration, it ensures efficient doctor schedule management and seamless patient booking experiences.