Equipment timetables The "Equipment timetables" functionality is used to plan timetables of equipment’s work in particular clinics / wards of healthcare facility. Equipment timetables are planned in a situation when it is not important who will be handle the device (eg. X-ray apparatus), but when it will be possible to do a surgery on this device. Timetables are planned for each clinic / ward separately. There are the following types of timetables:

• template timetable – weekly scheme of work of medical equipment in clinic / ward
• version of template timetable – snapshot of template timetable at a specified moment
• current timetable – actual timetable of work of medical equipment

Template timetables are for planning repetitive (cyclically in the coming weeks) dates of work of medical equipment. Template timetable’s state at any time can be saved in the form of a version of template timetable. Dates of work, from any version of template timetable can be copied to the current timetable somehow duplicating what has been planned in this version of template timetable for the upcoming weeks of equipment’s work. In this way creates a real timetable of equipment’s work in a particular period. Exceptions in the work of equipment (unavailability due to maintenance or repairs, alterations of hours of work on specific days) are entered already in the current timetable.

After selecting the "Equipment timetables" functionality in the "Staff" menu, there is displayed a search engine of medical equipment. Searching can be done by any combination of the following criteria:

• unit name - part of the name of the unit (capitalization does not matter)
• unit address - part of the unit’s address (capitalization does not matter)
• clinic / ward name - part of the name of the clinic / ward (capitalization does not matter)
• clinic / ward address - part of the clinic’s / ward’s address (capitalization does not matter)
• instrument name - part of equipment’s names (capitalization does not matter)

After entering the search criteria and pressing the "Search" button there is displayed a list of equipment matching search criteria and at each of them:

• selection list of template timetable or one of its versions allows to see such a timetable/version (if for the equipment in the clinic / ward timetable has already been created)
• the „Enter” button allows to view the current timetable (if for the equipment in the clinic / ward timetable has already been created)
• the „Create timetable” button allows to create timetable of equipment’s work in the clinic / ward (if for the equipment in the clinic timetable has already been created)
• the „Delete timetable” button allows to delete timetable of equipment’s work in the clinic / ward (if for any of the dates had been planned visit, then such a visit will receive status "visit to cancel"). (if for the equipment in the clinic / ward timetable has already been created)

If for a particular equipment there is still not any timetable of work in the clinic / ward then simply click the "Create timetable" button at the equipment to create such timetable. Similarly, you can remove already created timetable by clicking on the "Delete timetable" button at the equipment.

After selecting an item of the "Template timetable" name from the drop list visible in the "Template timetable" column, the system displays a grid for planning template timetable. The grid has seven columns corresponding to the days of the week (Monday to Sunday). The rows correspond to the possible working hours (the grid is limited to working hours of clinic / ward and every hour is divided into 12 parts for 5 minutes).

Above the grid there is a form where are following options:

• Change timetable - lets you switch between template timetable and versions of template timetable (if any were created)
• Change clinic - Views the template timetable of equipment’s work in another clinic (if the equipment is functioning in several clinics)
• Submit template - saves the current state of the template timetable as the version of the template timetable
• Back to instruments search - returns to the search engine of equipment
• Help - enables to display a window explaining the meaning of each color on schedule

Creating a template timetable is done by dragging the mouse (with the left mouse button) under the timetable’s grid. At the time of release the left mouse button there is shown window with the parameters of the slot (a set of planned visits, equipment’s availability period to handle the patients / carry out the surgeries or break in the work of the equipment):

• start time – filled with value, where planned slot starts on the grid. This time can be changed
• end time - filled with value, where planned slot ends on the grid. This time can be changed
• type - determines whether it is the time-frame for a visit, whether it is a time of equipment’s availability (for handling the patients / carrying out surgeries using it / realizing rehabilitation services using it), or is it a break in work of equipment (visit is selected by default)
• availability for rehabilitation - if as a type of slot has been selected availability then there is the "availability for rehabilitation" field for specifying which conditions of realization of rehabilitation services the availability is relevant (as far as accessibility is concern the realization of rehabilitation services); Only the availabilities for which there was filled the "availability for rehabilitation" field will be visible at planning the rehabilitation services
• visit type - specifies the type of visit possible to choose among types defined for the clinic (if the clinic has specified default type of visit then it is selected instantly)
• kind of visit (NFZs, commercial) - It determines how it will look the process of signing up for a visit; selection options are available depending on the type of visit assigned to the clinic:
  • if the clinic has assigned NFZs or commercial type of visit then there is available only this kind of visit
  • if the clinic has assigned mixed type of visit then there is available both kinds of visit - NFZs and commercial
• surgery - surgery where visit will take place (if there is only one surgery in the clinic and default type of visits required to determine surgery then this surgery is selected by default)
• visibility within internet – defines whether the given ter / set of terms is to be visible within internet portal for patients (patients will be able to register themselves for visits within these terms using internet)
• number of visits - determines how many visits will be planned in a given period of time (if the time period can be divided into parts for as many minutes as long is the default duration of the visit in the clinic, then such number of visits will be selected by default)

After filling / verifying the parameters of the slot they have to be confirmed with the "Add" button. Then the window with the parameters disappears and the planned slot appears on the grid. If the type of visit that you selected at adding slot has defined color of highlighting, then in the upper right corner of the slot there is displayed spot in this color.

Planned slots in the timetable can be modified: lengthen, shorten, move, copy and delete. To modify or remove slot you have to click it the mouse – there is shown the window of slot’s parameters - then you can modify parameters and save them by clicking "Save" button or remove the slot by pressing the "Delete". If you put the mouse’s cursor over the bottom edge of the slot, then by holding down the left mouse button, you can change the length of the slot (lengthen it or shorten) - the change will be approved after releasing the left mouse button (the slot can be extended or shortened only in multiples of visit’s time specified in slot’s parameters) . If you put the mouse cursor on the header of slot then by holding down the left mouse button you can move the slot to another place in the grid (to another hour, another day) - the change will be approved after releasing the left mouse button. But if you put the mouse cursor on the header of slot and hold down the shift key on the keyboard while holding down the left mouse button, you can copy a slot in another place of grid (to another hour, another day) - the change will be approved after releasing the left mouse button.

To create current timetable on the basis of a template timetable it should be approved by button visible in the form under the timetable (then will be created a version of a template timetable with the date and time of creation), and then from the "Change timetable" list in the same form select the version you’ve created. There will be displayed the selected version of template timetable and over this there will be a form to copy data from this version to the current timetable. Slots in versions of a template timetable cannot be modified or deleted - you can only get a preview of slot’s parameters by clicking on this slot by left mouse button. Form under the version of template timetable lets you copy (duplicate) slots planned in this version to the current timetable for the specified period (full weeks), with the possibility of copying every week, every two weeks, every three weeks, etc. Copying for a specific number of weeks can be useful if the equipment has different accessibility patterns used alternately in the following weeks - then one should create different versions of the timetable template and each copy for other weeks.

To copy data from a version of template timetable to the current timetable, in the form on the top of the page should be indicate the scope of weeks (and possibly select for how many weeks copying has to be done) and then click "Copy" button. The system will ask for confirmation yet - request for confirmation will be displayed on the form of copying (which has to be confirmed by using the "Yes" button or canceled by using the "No" button). When copying is complete, the system will inform about it in the relevant message.

The consequences of copying are as follows:

• in all the weeks in the current timetable where has not been made any manual changes (add / modify / delete single slots for specific days, add unavailabilities) during the period when it was copied, all the previously existing visits are removed and new ones are created, such as in the version of template timetable
  • if as a result of copying is removed any visit from the current timetable and in its place there is new one, it does not have any effect on appointed visits
  • if as a result of copying is removed any visit form the current timetable and in its place there is new one, then planned visits at this time is marked as "visit to cancel" - the task of registering workers is to inform patients and to cancel such marked visits
• in all the weeks in the current timetable where manually changes were done (adding / modifying / deleting of single slots for specific days, adding of unavailabilities) there are not entered any changes at copying - such weeks are dropped when copying, because that handmade changes in current timetable (usually they are emergency situations) have a higher priority than the repetitive scheme

View of the current timetable is similar to the view a template timetable except that we are already dealing with specific dates and under the timetable’s grid there is displayed information about a particular week - whether it was copied from the version of a template timetable or whether it was created / modified manually. There is also another form under the timetable.

In the form above the timetable there are following options:

• Go to clinic - allows to view the current timetable of equipment’s work in another clinic (if the equipment functions in several clinics)
• Unavailability (with „Add”, „Delete”, “List” buttons) – allows to add, remove, browse equipment’s unavailabilities (opposed to the breaks, unavailabilities apply to whole days)
• Change week – allows to move between different weeks of the current timetable (to move to another week, click on the date field, indicate in the calendar any day of the week for which you want to move and press the "Enter" button; to go to the previous week from the currently displayed one, one should press the "Previous" button; to go to the next week from the currently displayed one, one should press the "Next" button)
• Back to instruments search - returns to the search engine of equipment
• Help - enables to display a window explaining the meaning of each color on schedule

To add unavailability you should indicate start day of unavailability, end day of unavailability (in both cases by clicking the field and selecting a date from the calendar) and confirm by "Add" button. Unavailability will appear in timetable as yellow highlight of columns corresponding to the days of unavailability. To delete an unavailability you should indicate start day of unavailability, end day of unavailability (in both cases by clicking the field and selecting a date from the calendar) and confirm by "Delete" button. You can also delete some unavailabilities in case of a few days unavailability indicating a shorter period in the form. To view the list of planned equipment unavailability, click the "List" button - a list of planned equipment unavailability in a given clinic will open in a new window.

The rules of adding, editing, deleting, lengthening, shortening, moving or copying slots in current timetable are identical as in template timetable.

Slots within timetables can have the following colors:

• blue – slots in this color are correctly planned terms to arrange visits
• green – slots in this color are planned periods of availability of equipment
• yellow – slots in this color are planned breaks in equipment usage

Background of columns in timetable can have the following color:

• violet – background in this color means current day (today)
• peach – background in this color means free day
• light yellow – background in this color means unavailability of equipment
• light orange – background in this color shows where surgery room chosen above the timetable is occupied
• gray – background in this color is used in basic health care clinics and means that no staff and no equipment is working in this clinic at that time
• dark green – background in this color is used in basic health care clinics and means that some staff or some equipment is working in this clinic at that time