Holiday periods
EMG swaps mediated by the EMG administrator — not the call-schedule admin
EMG clinic tally clinic days per provider per calendar year
Half-days = AM + PM sessions. Clinic days = distinct dates worked (an AM-only on-call day counts as one clinic day). Drafts and published both count.
My LP participation
Opting out while you still hold an upcoming LP clinic? Let the admin know so it can be rebooked.
LP clinic schedule
LP clinic tally assigned clinics per provider per calendar year
Rotation requests
Learner contacts
Where each learner is reached. The email address is what the rotation schedule, the feedback requests and the hospital education coordinator all use, so a wrong one means the learner hears nothing and nobody is told. Correcting it here fixes every email sent from now on; it does not resend anything already sent, and it leaves the original rotation request exactly as it was submitted.
Clinic types the fixed list providers choose from
Add a type here and every provider can pick it straight away. A type can be set to count as part of another one — Headache Injection counts as Headache, so a headache rotation draws both. Retiring a type hides it from the dropdown but leaves clinics already set to it alone.
Learner schedule
Call preferences
A weekend attached to a call week counts as one continuous block for everyone (weekend runs Fri 5:00 PM – Mon 8:00 AM) — that pairing is never flagged as back-to-back or two-calls-in-one-week. Choosing a weekend timing tells auto-fill to try to build that block for you. If you turn on two-site coverage, auto-fill may assign you both of your chosen sites in the same call week — that counts as one week toward your weekday totals and annual cap (each site is still shown in its own tally column). Holiday coverage says which of the two December holidays you are happy to WORK; it is a standing answer that steers every holiday period built from here on, and it is not retroactive — if a holiday schedule is already published, changing it will not move your blocks, and a swap is how those move. Preferences are not guarantees — fairness of totals comes first.
Away / unavailable dates
Add the dates you're unavailable for call. The scheduler sees these while building, and auto-fill skips you on the shifts your dates actually touch: weekday shifts run Mon 8:00 AM – Fri 5:00 PM and weekend shifts Fri 5:00 PM – Mon 8:00 AM, so e.g. a Saturday-only away date blocks the weekend, not the week before it.
Subscribe to your calendar auto-updates when your published schedule changes
Swap requests two-way exchange or one-way coverage · rule-safe options suggested · admin gives final approval
Physicians & admins
Auto-fill fairness rules
These govern the Auto-fill button. Manual edits can still override a rule after a warning.
Call schedule recipients
Who gets a master copy when the call schedule is published, and a cc on approved swaps. One email per line, or comma-separated.
EMG clinic recipients
Hospital administrator and anyone else who should receive the published EMG clinic schedule.
LP clinic recipients
Hospital administrator and anyone else who should receive the published LP clinic schedule.
Teaching schedule recipients
Education coordinator and anyone else who should receive a learner’s rotation but is not on it.
Hospital education coordinator — emailed twice in a rotation's life, and this address alone. On approval: the learner, their level, who asked for them, how to reach both, whether the rotation is in hospital or off-site, and the one thing that follows. A ward rotation asks for Epic training, security access and parking before the start date; an off-site rotation asks for none of it — which is the half people forget, and why access gets opened for learners who never come near the hospital. On publication, and again whenever a block is reassigned: the complete schedule with every preceptor named, never a list of changes, so the newest copy is the only one she has to read. She does not need to be on the teaching cc list as well.
Teaching feedback requests
When this is on, a provider who supervised a teaching clinic is emailed one request for it — at 12:00 if their only clinic that day was the morning, otherwise at 5:00 PM, so a full day still arrives as a single email. The rating is a one-tap link that needs no login. Outstanding notes are chased each Monday and stop after four weeks. Nothing is ever sent to the learner or the University automatically — the end-of-rotation summary is generated by hand from the Teaching section.
Guards against mailing a term of already-finished clinics the first time this is switched on.
Recorded here for reference when a summary is sent. Summaries are never emailed automatically.
New request
Creating a request emails every active provider immediately and opens the response roster. Only one request should be open at a time — close the previous round first.