Start the Amion scheduler and bring up the current year's schedule. The screen should
look similar to what you've been using. Go to the Help menu and choose About
OnCall to confirm that you're running the new version.
Go to the File menu and choose Convert. The conversion creates a template
for the next year. 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.
If you don't have a Convert option and the version year in Help / About OnCall
still shows the current academic year, the software update failed. Try installing
or updating again. If the full install from the download page says "Extraction completed with 38 warnings",
you don't have permission to overwrite files on the drive. Contact your IT dept for
permission to install new software.
After you convert the schedule, save it under a new filename. Include the year in
the filename, such as "Master_10-11".
You now have two schedule files. You can go back and forth between the two as needed.
You can also publish either schedule to the web site without affecting the other.
Amion.com will pull data from the two years to produce one contiguous display.
The conversion feature gives you a template for the next year but it does not delete
graduating seniors or move residents up a year. That's something you need to do. Removing
people from next year's schedule will not affect the current year; you can continue
to schedule the graduating seniors whenever you have the current year's schedule on
screen.
In the new year's converted schedule, put the block schedule for your graduating class
on screen. Make sure you have just the one class displayed; names down the left should
be in black. If names are in color, go to the View menu and turn off the All
staff option.
If you have off-cycle residents who will still be under the same staff type for the
first part of next year, click on the person's name and go to Edit → Move
to. Move the person down one year before you remove the staff.
Click on a resident's name in the first column. Go to the Edit menu and choose
Remove. In the Remove box, click to Remove all PGY-3 staff. If you have
other block pages that contain residents who will also have graduated come July, repeat
the same steps for the other staff types.
When you're done removing all the graduates, bring up the block page that has residents
who will be the new seniors. Go to the Edit menu, choose Move all to
and move everyone to the senior page. Continue moving residents up by one year until
you end up with a blank intern page. You can then click the +
where the first new intern's name should go and enter your new interns.
If you have an Excel spreadsheet with the names of the new interns, you can copy and
paste into Amion rather than retyping all the names. On the block schedule, click
where the first name should go and paste in the column of names.
Sorting Names
New interns you add
go in at the end of the existing list of residents. With just the intern block schedule
on screen, you won't notice that the interns come after all the other residents in
the overall list of staff.
If only one class is on screen (names down the left are in black), go to the View
menu and turn on All staff. Here, new staff will appear below the returning
residents. To reorganize the list so that interns appear first followed by the 2nd
years etc., go to the Options menu and choose Sort Rows. With all staff
displayed, OnCall asks whether you want to group people by staff type first. Answer
"yes".
OnCall sorts classes in the order in which block page icons (
) appear on the main toolbar. You can drag and drop page icons to
rearrange their order. OnCall will not resort names automatically after you drag and
drop page icons. Go to Options / Sort Rows to sort names to reflect
the new class order.
Clearing Block Schedules
The
conversion function does not clear people's block schedules but when you move a class
from one page to another, you can opt to clear the page of all assignments.
