Availability and time blocks
Provider availability controls which slots show up as bookable in the calendar — for both you and for patients self-booking through the portal.
Set weekly availability
- From 👤 Staff Dashboard, open the provider.
- Click Availability.
- For each day of the week, set the start and end time (or mark it Closed).
- Save.
A typical clinic looks like this:
- Mon, Tue, Wed, Thu: 9:00 AM – 5:00 PM
- Fri: 9:00 AM – 1:00 PM
- Sat, Sun: Closed
Add a lunch break (or any recurring break)
Inside a day's availability, click + Add break. Set the start and end times (e.g. 12:00–1:00). Breaks repeat every week until you remove them.
Block off a specific date
For one-offs like vacation, a conference, or a holiday:
- On the Availability page, click Date overrides.
- Pick the date.
- Mark it Closed all day or set custom hours for that date.
Date overrides take precedence over weekly availability.
Buffer time between appointments
If you need a fixed gap between visits (charting time, room turnover), set it once at the appointment type level rather than the availability level. See Calendar setup.
Multiple locations
If you see patients at more than one location, you can:
- Treat each location as its own appointment type
- Use date overrides for clinic days at each location
A native multi-location feature is on the roadmap — email support@apexmentum.com if this is critical for your practice.
Hiding a provider from online booking
Sometimes a provider exists in the system but you don't want them showing up in the patient-facing booking flow:
- Open their profile.
- Toggle Show in online booking off.
They'll still show up in your internal Schedule and you can book them manually. Patients just won't see them as an option.
Group bookings and back-to-back patients
ApexMentum schedules one patient per slot per provider. If you run group sessions (e.g. a workshop), create the slot manually and add each attendee as a note for now. A native group-booking feature is on the roadmap.