How Availability Works

Availability defines when a provider is working and able to see patients. It creates the time window where appointments can potentially be scheduled.

Booking rules then add additional controls that determine whether an appointment can actually be booked within that window.

In simple terms:

Availability defines when a provider can work.
Booking rules define what can be scheduled during that time.

Provider Availability

Availability is configured at the provider level (Settings > Organization > Providers).

Each provider can have availability assigned based on:

• The clinic location where they treat

• The services they provide

• Their working hours and days

For example, a provider might have availability:

• Monday–Friday

• 9:00 AM – 5:00 PM

• At a specific clinic location

This availability creates the outer boundary of bookable time. If a provider is not available during a time window, appointments cannot be scheduled there.

Availability vs Bookability

Just because a provider has open time on their schedule does not always mean the slot is bookable.

For example, a clinic may have rules around:

• Double booking under certain circumstances

• Limits on evaluations per day

• Restrictions on specific insurance types

• Limits on certain services

These rules determine whether a slot within a provider’s availability can actually be scheduled.

This is where booking rules come into play.

How Booking Rules Fit In

Booking rules sit on top of availability and act as scheduling controls.

They allow clinics to manage things like:

• Double booking policies

• Limits on certain appointment types

• Insurance case mix

• Provider workload balance

Together, availability and booking rules determine whether an appointment can be scheduled.

Availability defines the time window. Booking rules define the conditions for booking within that window.