Time Blocks
What you'll learn: How to block time on the calendar for meetings, personal time, and other non-appointment activities.
What Are Time Blocks?
Time blocks reserve portions of the calendar that aren't available for patient appointments. Use them for:
- Lunch breaks
- Staff meetings
- Personal appointments
- Administrative time
- Vacation days
- Any non-patient activities
Creating a Time Block
From Providers View
- Switch to the Providers view
- Click the Block Time button
- Fill in the block details
- Save the block
Block Details
When creating a time block:
Date Range
- Select start and end dates
- Single days or multiple days
- Recurring patterns if needed
Time Range
- Set start and end times
- Leave blank for all-day blocks
Provider
- Choose which provider this block applies to
- Each provider can have their own blocks
Reason (Optional)
- Add a note explaining the block
- "Lunch," "Staff Meeting," "Vacation," etc.
Viewing Time Blocks
Time blocks appear on the calendar:
- Different visual style from appointments
- May show the block reason
- Clearly indicates unavailable time
In providers view:
- Blocks appear in the provider's column
- Shaded or marked differently than appointments
Editing Time Blocks
To change a time block:
- Click on the block
- Modify the details
- Save your changes
Changes apply immediately to the calendar.
Deleting Time Blocks
To remove a time block:
- Click on the block
- Choose delete or remove
- Confirm the action
The time becomes available again for appointments.
Recurring Time Blocks
For regular blocked times (like weekly staff meetings):
- Some systems support recurring blocks
- Check if you can set a repeat pattern
- Saves time compared to creating individual blocks
Time Blocks vs. Appointments
| Time Blocks | Appointments |
|---|---|
| Reserve unavailable time | Schedule patient visits |
| No patient attached | Has patient information |
| Prevents booking | Fills the schedule |
| Administrative purpose | Service delivery purpose |
Best Practices
Block lunch consistently — Prevent appointments during meal times.
Plan ahead — Add blocks for known meetings and events.
Be specific — Include a reason so others understand why time is blocked.
Review regularly — Remove outdated blocks to free up time.
Coordinate with team — Ensure blocks don't create coverage gaps.
Impact on AI Booking
When your AI phone assistant handles calls:
- It respects time blocks
- Won't book during blocked periods
- Offers alternative available times
- Keeps your blocked time protected
Next: AI-Booked Appointments | Previous: Provider Availability