Part 1: Administration – Setup
Setup is the section within Administration in which scheduling administrators can create the building blocks of their schedule. Within this section of Lightning-Bolt, there are some terms you need to understand:
First, let’s talk about departments. A department contains everything that makes up your schedule, including the building blocks of your schedule and your schedule data. Then, your department may or may not be broken into multiple templates. A template in Lightning Bolt is a division of your department. It is used to schedule specific information over a given period of time. Examples include Call vs Clinic templates, MD vs Nurse templates, or regular call schedules vs. holiday schedules.
Next, a holiday is any day in Lightning Bolt where you have different workflows, assignments, or scheduling needs than your day-to-day functioning. Holidays are denoted in your schedule with a star on that day. Next up is the personnel profile: In the personnel tab, you can create and edit personnel profiles. A personnel’s profile includes their contact information, schedule type, which groups they are a part of, and assignments they work. Please note this is different from setting up a personnel’s account!
Now let’s talk about assignments. Assignments are instances of work, or shifts, that personnel work. Examples include day call, clinic, or vacation. Within assignments, you need to set eligibility, which determines which personnel are able to work which assignments. Also, setting compatibility is important. Two assignments are compatible with each other if they can be worked on the same day by the same provider. They are not compatible if a provider cannot work those two assignments on the same day. It’s critical to set eligibility and compatibility correctly so you can avoid scheduling errors.
Groups can be created for both assignments and personnel. Groups organize similar information according to location, type, or time of day, and they can be used in building scheduling rules. For example, you could create a personnel group just for MDs, or assignment groups for day clinic assignments and night clinic assignments.
Also, there are tallies. A tally is a way to count shifts or instances of work within Lightning Bolt. These tallies can be used in reports to track which personnel are working which shifts. For example, you could create a tally that tracks holidays or weekends worked, and use that tally in a report.
Lastly, you can set up scheduling rules to automatically populate your schedule. There are many different types of scheduling rules, so be sure to reach out to your consultant if you want more information, or want help learning about using scheduling rules to meet your scheduling needs.