The "Staff timetables" functionality is used to plan of staff’s timetables of work in particular clinics / wards of the healthcare facility. Timetables are planned for each clinic / ward separately. There are the following types of timetables:

• template timetables - weekly scheme of work of medical worker in clinic / ward
• version of template timetable - snapshot of the template timetables from a particular moment
• current timetable - real timetable of medical worker

Template timetables represent the schemes of work of medical staff (dates of visits repeated cyclically in the coming weeks). Template timetables does not determine the dates, but only days of week. State of template timetable can be saved at any time in the form of version of the template timetable. Dates of visits from any version of the template timetable can be copied to the current timetable somehow duplicating what has been planned in this version of the template timetable for the upcoming weeks of work of staff. In this way there is created a real timetable of work of the staff in a particular period. Exceptions to the work of the staff (absences, holidays, changes in hours of work on specific days) are introduced already in the current timetable.

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

• first name – beginning of first name of medical worker (capitalization does not matter)
• surname – beginning of surname of medical worker (capitalization does not matter)
• PESEL – PESEL number of medical worker
• Right to practice a profession – NPWZ number of medical worker

After entering the search criteria and pressing the "Search" button there is displayed a list of employees that meet the search criteria and for each of them - the "Timetables list" button that allows to display a list of timetables of this person.

After pressing the "Timetables list" button at the selected staff there is displayed a list of clinics / wards where this person is working and at each of them:

• A selection list of template timetable or one of its versions lets you see this timetable / version
• "Enter" button allows you to view the current schedule
• "Clear from given date" button allows to remove all planned visits in timetable from any specified date in the future (if at any of the deleted dates had been planned visit, then this visit will receive status "visit to cancel")
• "Delete" button allows to remove timetables (template, versions and current) in the clinic / ward (if at any from removed dates had been planned visit, then this visit will receive status "visit to cancel")

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

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

• Highlight surgery - allows you to select the surgery from a list of surgeries functioning in the clinic and then it marks on the timetable (bright orange color) hours in which the office is already taken - this is an indication for the person who plans the timetable when he can use that surgery and when not.
• Change timetable - lets you switch between template timetable and versions of template timetable (if any were created)
• Change clinic - Views the template timetable of staff in another clinic (if the employee works in several clinics)
• Submit template - saves the current state of the template timetable as the version of the template timetable
• Back to staff timetables list - returns to the list of timetables of the employee
• 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, staff’s availability period to take the patients / carry out the surgeries or break in the work of the staff):

• 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 staff availability (for taking patients / carrying out surgeries / realizing rehabilitation surgeries), or is it a break in work of staff (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 tyApe 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 term / 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)
• visibility on the ZnanyLekarz website - determines whether a given term / set of terms is to be visible on the ZnanyLekarz website (patients will be able to arrange visits to such terms on their own via the ZnanyLekarz website)
• 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 staff has different work 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. In addition, if at the copying will be any conflicts between the current timetables of the staff/equipment from different clinics, the system also displays information about the existing conflicts - such conflicts have to be removed manually in the current timetables.

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 absences) 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 absences) 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:

• Highlight surgery - allows you to select the surgery from a list of surgeries functioning in the clinic and then it marks on the timetable (bright orange color) hours in which the office is already taken - this is an indication for the person who plans the timetable when he can use that surgery and when not.
• Go to clinic - allows to view the current timetable for the staff working in another clinic (if the employee works in several clinics)
• Absence (with „Add”, „Delete”, “List” buttons) – allows to add, remove and browe staff’s absences (opposed to the breaks, absences 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 staff timetables list - returns to the list of timetables of the employee
• Help - enables to display a window explaining the meaning of each color on schedule

To add absence you should indicate start day of absence, end day of absence (in both cases by clicking the field and selecting a date from the calendar), type of absence (from drop list) and confirm by "Add" button. Absence will appear in timetable as yellow highlight of columns corresponding to the days of absence. To delete an absence you should indicate start day of absence, end day of absence (in both cases by clicking the field and selecting a date from the calendar) and confirm by "Delete" button. You can also delete some absences in case of a few days absence indicating a shorter period in the form. To see the list of scheduled absences of the doctor, click the "List" button - a list of planned absences of the doctor 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
• red – slots in this color are planned terms but the surgery room in which they are planned is occupied by another staff at the same time
• green – slots in this color are planned periods of availability of staff
• yellow – slots in this color are planned breaks in staff work
• pink - slots in this color indicate the work of staff in other clinics and the time necessary to move staff between clinics / units, such slots are displayed only informatively (they result from other staff timetables so they can not be added, edited or deleted), after clicking on such a slot there appears a window with information about the workplace of the staff at that time or with information that this is the time needed to move staff between clinics / units, if the clinic which corresponds to the pink slot is in another address then before the pink slot corresponding to the work time in another clinic / unit there appears an additional pink slot with a duration such as the time needed to move staff to this clinic / unit (from the clinic / unit for which the timetable is displayed) and after pink slot corresponding to the work time in another clinic / unit there appears an additional pink slot with a duration such as as the time needed to move staff from this clinic / unit (to the clinic / unit for which the timetable is displayed), these times are defined as described in the chapters “Cells distance” and "Units distance", wherein the rule is that if the time needed to move between clinics has been defined, then this time is taken into account in the schedule, if the time needed for transfer between clinics has not been defined, but the time needed for transfer between units, where clinics are located, has been defined, then the time needed to move between units is taken into account, if the time needed for transfer between clinics nor the time needed for transfer between units has not been defined, then the system assumes that the time needed for transfer between clinics / units is zero.

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 absence of staff
• 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