Understanding Vacation and Temporary Overrides - Admin Panel

Purpose: Explain what a Vacation or Temporary Override is in Phone Copilot, why it is useful, and where to find it in the Admin area.

What is a Vacation or Temporary Override

A Vacation or Temporary Override lets you replace a scheduled on-call doctor with another doctor for a limited time window. It is a quick way to handle unplanned time off, short leaves, or one-time swaps without changing the main on-call schedule.

• You set a From date and time and a To date and time.

• You choose the Existing On Call Doctor to be replaced.

• You choose the Replacement On Call Doctor who will cover during that period.

During the selected window, Phone Copilot treats the replacement doctor as the on-call doctor. Outside that window, the original schedule remains unchanged.

When to use it

• A doctor calls in sick or takes an urgent personal day.

• A one-off shift trade is needed for a few hours or days.

• You want a fast change that does not modify the base schedule for the month.

Where to find it

1. Sign in to Phone Copilot Admin.

2. Open Admin.

3. Go to On-call Schedule Management.

4. Select Vacation/Temporary Changes.

What you will see on the page

The page shows a table of overrides that are active or upcoming from the current time. Typical columns include:

• From DateTime

• To DateTime

• On Call Doctor

• Replacement On Call Doctor

Actions available per row:

• Edit to change dates or doctors.

• Delete to remove an override.

There is also an Add button to create a new override.

Permissions

Only users with schedule administration access can add, edit, or delete overrides.

Tips and good practices

• Use overrides for short or unexpected changes. Use the main schedule for long term or recurring updates.

• Keep time windows tight to the actual absence. This reduces confusion for the front office.

• Avoid overlapping overrides for the same doctor and time window.

• Review the list regularly to make sure expired overrides are cleaned up.

• Confirm that the replacement doctor is enabled as an on-call provider in your organization settings.