Al Hana MMC Scheduler

Doctor Attendance & Shift Management

AL HANA MODERN MEDICAL CENTER

Doctor Attendance & Shift Scheduler · 2026

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Doctor:
Shift Break OFF Leave Conflict

Doctor Roster

Master list of doctors, specialties & shift details.

Employee:
Shift Clocked Absent

Employee Roster

Master list of non-doctor staff (reception, PRO, medical & admin). Kept separate from the doctor roster and never shared with ALYA.

Attendance

Actual clock-in / clock-out from BioTime, next to the planned shift.

Date:

Insurance Verification

Mark each patient Cover or Not Cover — ALYA tells them and books it in Unite.

🔔 Reading this table — what HELD and LAPSED mean, and the waiting colours
🔒 HELD The patient gave every detail, so ALYA is keeping that exact time for them and will not offer it to anyone else while you decide. It is not booked in Unite yet. The countdown shows how long the hold lasts.
⚠ LAPSED Nobody decided in time, so the slot went back on sale and ALYA may offer it to someone else. The patient is still waiting and still owed an answer — deal with these first.
<2h 2–24h >24h How long that patient has waited with no reply. Red means more than a day.
Done You already dealt with this patient yourself — rang them, or saw them at reception. Clears the row and sends them nothing, because they have already been spoken to.
While a request sits here the patient hears nothing from us. ALYA tells them their slot is reserved and the team is checking — but only you can give them the answer. Outside clinic hours she now says they will hear back in the morning, and offers to book them as self-paying instead, which needs no approval.

Archive

Every patient who has been through insurance verification. Settled business, kept on file — searchable by name, number, Emirates ID, insurer or policy.

🛈 What this tab is for — and why it is separate from Insurance
Insurance Only patients still waiting on a decision. If a row is there, somebody is owed an answer today.
Archive Everyone already dealt with. Nothing here needs action — it is kept because each row is a real patient who gave us their name, mobile, Emirates ID and insurer, which is the most complete contact record the clinic has.
Nothing is ever deleted. If something was filed away too early, Restore puts it back in the verification queue.

Callbacks — people waiting for us to ring them

Callers who asked for a person and did not get one. Ring them on the next shift.

📞 How this list fills up — and what to do with each row
🌙 After hours They rang when the desk was closed and asked for a person. ALYA told them plainly that nobody is here now, gave them the hours, took their number and promised a call back. This is the expected case — these are the calls the clinic used to never hear about.
📣 No answer The desk was open, ALYA rang extension 123 then 126, and nobody picked up. If you see many of these, it is not a caller problem — somebody was expected at the desk and was not there.
☎ Lines busy Every extension was engaged for the whole wait. The caller held, heard the music, and gave up.
✉ Asked for a call They did not want to hold — they asked us to ring them instead.
<2h 2–24h >24h How long since they rang. Red means more than a day — those people are still waiting.
What to do: ring the number, then press Rang them or No answer. Every press is counted, so a name showing three failed attempts needs a decision rather than a fourth try. Nobody is told they are on this list except the caller ALYA already promised a call to — so an untouched row is a promise the clinic has not kept.
Reception hours: …

🦷 Dental Requests — patients waiting for us to confirm their dental booking

Dental bookings are paused while the dental department is being upgraded. ALYA does not book dental any more — she takes the patient's details and tells them customer service will contact them to confirm. Every one of those promises is a row here.

🦷 How this list fills up — and what to do with each row
💬 WhatsApp 📞 Phone 🌐 Website Where the patient asked. ALYA collected their name, number, the treatment and the day/time they would like — nothing was booked in Unite. The day and time are the patient's preference, not a reserved slot.
<2h 2–24h >24h How long since they asked. Red means more than a day — that patient is still waiting for the call ALYA promised.
What to do: ring the number, book the appointment in Unite yourself, then press Booked. If they do not answer press No answer (every try is counted); if they no longer want it press Cancelled. ALYA already told the patient we will call — an untouched row is a promise the clinic has not kept.

Promotions — what we are advertising right now

Put your current offers here and ALYA quotes them the moment a patient asks — including patients who arrive from your Meta ads. An offer stops being quoted automatically on its end date.

🏷 How ALYA uses this — and why the ad headline matters
Title & price What ALYA tells the patient. Write it exactly as you want it said: “HydraFacial 30 minutes — AED 119”.
Ad headline The wording on the Meta ad. A patient who taps the ad opens with “is the 119 hydrafacial still on?” — that is them quoting this line, and it is how ALYA ties them to the right offer without needing anything from Meta.
Applies to The treatment, in your words — hydrafacial, laser, dental. ALYA brings the offer up when that treatment is discussed.
Dates ALYA only ever quotes an offer between its start and end date. You do not need to remember to switch it off.
If you pull an offer early press Stop now — ALYA stops quoting it on the next message. Expired offers stay on this list, greyed, so you can see what ran and when.

Leave Schedule

Approved leave drives the conflict flag on the schedule grid.

Other Activities

Meetings, training, conferences & off-site activities.

User Accounts

Manage who can access this scheduler and their role.

Bookings Calendar

Live mirror of appointments booked in Unite EMR — read only.

🏥 Where these bookings come from — and why insurance patients are not here yet
1A patient asks ALYA for a time. She checks the Doctor Roster first — if nobody is on shift, no time is offered.
2She then checks Unite for genuinely free slots and offers only those. She never invents a time.
3Self-paying patients are booked straight into Unite and appear here within moments.
4Insurance patients do not appear here yet. Their time is 🔒 HELD on the Insurance tab until someone marks Cover or Not Cover. Only then is it written into Unite.
So if a patient says they booked and you cannot find them on this calendar, check the Insurance tab — they are most likely still waiting on an eligibility decision.
Doctor:
Status:

✦ Booked by ALYA

Everything ALYA has booked, newest first, with the patient's details already attached — so you do not have to open the calendar and click each appointment.

🛈 Reading this table — especially the FILE column
file #1234 Unite has linked this appointment to the patient's existing record. Nothing to do.
LINK ME We know this patient, but Unite has not linked the appointment yet — it will show as "New Patient" when you open it. Attach it to the file number shown instead of creating a second record.
new Genuinely a first visit — the clinic has no record of this number.
An appointment booked through the API always arrives unlinked; the clinic's own bookings do too. It is linked when the patient is seen. This column just tells you which ones already have a file waiting.

Read Me & Legend

How to use this portal

  1. On the Schedule tab, every doctor has three cells per day: Start, Break (30 min), and End.
  2. Pick the shift Start and End from the time dropdown, and the Break from the 30-minute window dropdown.
  3. For a rest day choose OFF in Start; for leave choose Leave (and log it on the Leave Schedule tab).
  4. Cells colour automatically: shift turns green, break amber, OFF grey, Leave red.
  5. Conflict flag: if you enter a shift Start time on a date with Approved leave, the cell turns solid red.
  6. Log leave on Leave Schedule and meetings/training on Other Activities.
  7. All data is saved to the central database — every logged-in user sees the same schedule in real time.
  8. Roles: Viewer (read only) • Manager (edit schedule, leave, activities) • Admin (full access incl. users).

📞 Callbacks — people waiting for us to ring them

ALYA answers the clinic's phone at every hour of the day. The reception desk is only staffed during the hours shown at the top of that tab. This list is what happens in the gap.

  1. A caller asks for a person. ALYA checks whether anyone is at the desk before she promises anything.
  2. If the desk is open she transfers them exactly as before — extension 123, then 126, then a hold queue. If nobody picks up for five minutes, the caller is added to this list automatically, using the number they rang from.
  3. If the desk is closed she does not start a transfer at all. She tells the caller plainly that reception is closed, gives the opening hours, and offers to take their number. That is the only honest answer — the alternative was five minutes of hold music for a phone in an empty room.
  4. You ring them back on the next shift, then press Rang them or No answer. Every press is counted: a name showing three failed attempts needs a decision, not a fourth attempt.

Why the "Why nobody took it" column matters. After hours is expected — those are calls the clinic previously never heard about at all. No answer means the desk was open and nobody picked up; if you see several of those in a week, that is a staffing signal, not a caller problem.

These are promises, not leads. ALYA has already told each of these callers, by name, that somebody will ring them. A row left untouched is not a task nobody got to — it is a promise the clinic made and did not keep.

Changing the hours (Admin only): use Change hours on the Callbacks tab. ALYA uses the new hours on her very next call — there is nothing to redeploy and no script to edit.

Colour key

GreenScheduled shift (Start / End time)
AmberBreak — 30-minute window
GreyOFF — rest day
RedLeave — on approved leave
Solid redConflict — shift entered on an approved-leave date