Urgent care scheduling for physicians, APPs and nurses
Staff every day the clinic is open, with physician, APP and nurse shifts on one schedule. Saving checks every assignment for role, overlapping shifts, minimum rest and approved time off.
Harbor Urgent Care
Sample department, minimum rest 10 hours
Week of Oct 12
Swipe the board sideways to see the whole week.
| Shift | Mon12 | Tue13 | Wed14 | Thu15 | Fri16 | Sat17 | Sun18 |
|---|---|---|---|---|---|---|---|
| Clinic physician08:00 to 20:00 | Watanabe | Lane | Laurent | Watanabe | Lane | Laurent | Watanabe |
| APP 108:00 to 20:00 | Kelly | Lindqvist | Vargas | Demir | Whitfield | Kelly | Lindqvist |
| Clinic nurse08:00 to 20:00 | Moreau | Delgado | Hughes | Moreau | Delgado | Hughes | Moreau |
| APP 210:00 to 20:00 | Demir | Whitfield | Kelly | Lindqvist | Vargas | Demir | Whitfield |
- Day
- APP
- Nurse
- Sample names. +1 means the shift ends the next morning.
The shifts in the urgent care template
A physician, two APPs and a nurse for a clinic open 08:00 to 20:00, every day.
- The clinic is open 08:00 to 20:00, seven days a week.
- A physician, an APP and a nurse work the whole day.
- A second APP starts at 10:00.
| Shift | Group | Hours | Who works it |
|---|---|---|---|
| Clinic physician | Physician | 08:00 to 20:0012 hours | Shared by the team |
| APP 1 | APP | 08:00 to 20:0012 hours | Shared by the team |
| Clinic nurse | Nurse | 08:00 to 20:0012 hours | Shared by the team |
| APP 2 | APP | 10:00 to 20:0010 hours | Shared by the team |
Set it up in Capillary
- 1
Create the department
Name it, then set its time zone and minimum rest. When clocks spring forward, back-to-back 12-hour shifts leave 11 hours of rest, so a 12-hour minimum blocks that save.
- 2
Add the template
In Build schedule, pick Urgent care under Start from a department template. It fills an empty month with these 4 shifts a day, ready to assign.
- 3
Add your clinicians
Add physicians, APPs and nurses one at a time, or import them from a CSV file.
- 4
Add your other clinics
Give each clinic its own schedule. One account can belong to several, and saving checks each person's published shifts at the other clinics too.
- 5
Publish
Everyone sees the published month, and each person can add their shifts to a phone calendar.
Every save is checked
Saving stops at the first assignment that breaks a rule and names the shift and the rule. Capillary checks role, overlapping shifts, the department’s minimum rest, approved time off and each person’s published shifts at their other sites in Capillary.
Example messages
- APP 2: overlaps APP 1 on Oct 14.
- Clinic nurse: clinician is on approved time off on Oct 20.
What it does not do yet
- Capillary schedules physicians, APPs and nurses. Medical assistants and front desk staff are not on the schedule.
- It does not change staffing with patient volume. You set the shifts each day needs.
What the scheduler does
The same features serve every department. Each has a short guide with a worked example.
- Every staff groupPhysicians, APPs, nurses, veterinarians, vet techs and therapists, with a filter for each.
- Rule checksRole, overlap, rest and time off, checked on every save.
- Drafts and publishingA private draft until you publish, with who published and when.
- Requests and time offDay requests and time off, sent before your due date.
- Shift preferencesFewest, ideal and most shifts, and how you rate each shift.
- TradesSwaps and giveaways, checked before anyone agrees.
- Sick callsAn open shift offered to the group, then backup.
- Two or more sitesOne account and one calendar link for every site.
- Roster CSVImport a roster from a spreadsheet and export the month.
- Hours trackerHours, nights and short rests from any calendar link.
- Shift analyticsYour hardest shifts, with the rest before each one.
- Free swap finderSwaps that work for both people, from your group's calendar.
Start your schedule
Create an account, add the urgent care template and publish your first month. No credit card or patient data is needed.