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Video tutorial

Watch this Amion Academy module for an overview and to learn how to convert to the new year. 

Instructions:

To begin the next academic year's schedule:

1. Open the OnCloud web application. If using the OnCall desktop application, update it to the latest build date. To update in OnCall, go to the Help menu at the top and select "Update OnCall," or download from Amion.com. NOTE: All desktop app copies must be updated. If there are more than one workstation updating the schedule, it's best to use only our OnCloud web application.
2. Please make sure you're on your Block schedule page. Then go to the File menu and select to convert your schedule to the next academic year. The next academic year dates always display.
3. Click through the converting windows until you see a schedule with the new year dates. NOTE: The conversion creates a copy of your current schedule file into a brand new file for the new year. Because the converted schedule is in a new file, it does not overwrite or affect your current year's schedule. The conversion saves you from having to re-enter all your staff, rotations, clinics, contact info, and other settings that remain the same each year.
4. Graduate staff who will not be a part of the academic year schedule. 
   • Put the block schedule for your graduating PGY class on screen. (e.g., PGY3 seniors). Make sure you have just the one class displayed; names down the left should be in black font. If names are in color, go to the View and turn OFF the All staff option.
   • If you have an off-cycle resident who will remain at the same PGY level and not graduate immediately in the first part of next year, click the person's name so it is highlighted in yellow. Then go to the Edit menu, select "Move to," and choose to move the person one training level down. 
   • All the names on screen should be residents who are leaving the schedule for the new year. Click on any resident's name on the left side of the block schedule so it is highlighted yellow. Go to the Edit menu and select "Remove."
   • In the Remove window, click "Remove all PGY-# staff." If applicable, repeat for other staff types that you need to remove all residents within.
5. Once all graduated staff have been removed, promote residents to their next PGY training level.
   • Put the block schedule for your class that will be seniors for the new academic year (e.g., PGY2s).
   • Go to the Edit menu and select "Move all to..." then select the training level they are moving up to. (e.g., PGY3s). You'll receive a prompt asking if you want to clear their block assignments. Click "Yes" if you'll be entering new block assignments for them. Click "No" if the residents will keep the same block assignments as last year. 
   • Repeat steps going down in training level, and until all existing residents have been moved up to their appropriate PGY staff type. You should end with a blank PGY1 block schedule with no staff.
6. Add your new interns joining your program for the new academic year. 
   • Go to the File menu, select "General Setup", then select "Staff at the top. Using the dropdown filter, select your PGY1 staff type, then add your new interns' names to the box below. As you add names in General Setup, they also appear on the PGY1 block schedule page.
7. Once all your staff names are set to the correct staff type in General Setup, review your list of Services and Clinics in the General Setup window. Delete any that will not be a part of your new academic year's schedule. Edit names if needed. Add new if any are missing. Close the General Setup window.
8. Put your PGY1 block schedule on display. Ensure it displays only one staff type at a time. Review the block dates from start to finish. Adjust block dates if needed by selecting the block date cell, then adjusting the dates in the Infobox window. (View a video tutorial here.) 
9. Ensure the names are in your desired order, such as alphabetical by last name. To alphabetize the residents' names, go to the Options menu and select "Sort Rows." To customize the residents' order, click and drag any name to another position in the list.
10. Repeat steps 7 and 8 for all your staff type block pages.
11. Clinic schedule. When you convert a schedule from one year to the next, the application keeps the residents' clinic templates and rules and removes all other clinics entered manually. This is ideal if your residents keep the same continuity clinic and block rotation clinic templates as the previous year, saving you from having to store them again and enter them manually. However, if they change in the new year, you'll need to clear the templates and rules to clear the clinic schedule.
    • Go to the Clinic schedule page and click on a resident's name on left side so it is highlighted yellow.
    • In the Infobox window, select Clinics to open the Add Clinics window.
    • Clear all the checkboxes at the top for AM and PM sessions. In the middle, enable "All year" and at the bottom, enable "Clear year of existing clinics."
    •  At the lower-right, click on the top dropdown and select "No clinic." Then click the bottom dropdown and select if you want to clear the selected resident's clinic only, all of their staff type or for all staff in your schedule. 
    • Click "Clear & apply" to clear the clinic assignments.
    • Refer to our Clinic support guide to learn how to program new clinic templates using the Add Clinics window.
12. Call and Shift schedules. The application keeps your call/shift service rows set up as they were the previous year.  No assignments populate in the schedule automatically; however, the conversion copies the tail end of the previous year's call schedule to the beginning of the next year to help with continuity of the new year's assignments. If your June call schedule is complete when you convert, OnCall will be able to flag call from the end of the previous year's last rotation to help ensure you don't put people on call too close together at the beginning of the new year.
13. Save your newly converted schedule for the new academic year by publishing to Amion. Publishing your new schedule right away is required. Go to the File menu and click "Publish to Amion." 
    • On the Publish window, if you are not ready for your end users to see your new year's schedule, hide it by clicking on the green lock icon. When it appears locked, it is hidden and only visible to admins. If it appears unlocked, it is visible to all end users. Click "Save to Amion" to save.
    • Once your new year's schedule is published/saved, you can toggle between the current year's schedule and the new year's schedule by going to the File menu, selecting "Open", then clicking "Open from Amion." Choose which year you would like to open.
14. To exit properly and clear the check-out flag, go to the File menu and select "Exit." Wait for the window to say it is disconnected before closing the browser tab or closing the OnCall desktop app.