To watch a video on how to change between fixed time and non fixed time, click HERE!

Or, if you would rather written instructions, follow below. 

This FAQ is going to discuss Fixed time vs. Non-Fixed time. Why it is set up how it is, and how to save templates between fixed and non fixed time. 

How fixed time works is it fixes your treatment times to certain times of day, that means that if every day, your clinic does certain things at certain times, like walking, or checking bedding or doing patient treatments, you can set up your templates so that they are always highlighted at those times of day when the treatments occur. Generally, fixed time templates are ideal for GP clinics, or smaller clinics where they have more of a routine and do not have patients that stay overnight, or they don’t accept patients throughout a 24 hour period. 

Non fixed time is better for larger practices that have emergencies or patients that cycle in and out of their hospital throughout the day. Non fixed time means that you set up the templates with the intervals that you want treatments to be done. TPR every 4 hours, or walk every 6 etc. When the template is first selected on a patient, the first treatment is highlighted for the hour the patient is checked into Smart Flow. Again, this is better for large clinics because when a patient is admitted to hospital, treatments can be spaced out appropriately for that patient, specific to their condition. 

Note: Templates cannot have both fixed time items and non fixed time items. The templates either function in fixed time mode or non fixed time mode. However, if you are a large facility that has a boarding facility, you can have a whiteboard that is called Boarding, and it can be set in fixed time. That way, for the boarders where it is important to keep a routine, you can set them up with a fixed time template and have them on a regular schedule.  

Now, how to change a template between fixed time and non fixed time. First make sure you are signed in under admin, then check if you are in fixed time vs non fixed, do this by selecting the user in the top right corner, then click Settings, and in the General Settings, look for the toggle labelled Fixed Time Templates;

As you can see here, this is toggled to No, meaning that templates are NOT in fixed time currently. 

Then, head back out to the whiteboard, where you will want to create a test patient, or a dummy patient on your whiteboard. Select the template that you want to use and change between fixed time and non fixed.

Important! Make sure you set the initial time at the time that you want the treatments to begin, so when it is saved into fixed time, they will always begin at that time. If you need to change the start time of your treatments, you can simply click on the Change Template button on the right hand side of the screen, then grab the time you want the first set of treatments to be completed at. 

Make sure that the template you have brought up is accurate and correct. Before you save this, do a quick once over and make sure that the highlighting is spaced appropriately, and that everything is correct. Also, don't forget to make sure your Work Flow is set up how you want it to, because the Work Flow will save with the template. Once you are sure that your template is set up exactly how you want it, it's time to save this template as Fixed time. 

Go back into the settings, and then switched the fixed time template toggle to Yes. 

Then, head back out to whiteboard and the test patient you were working on. If you click on the change template button now, you should see your list of templates is suddenly less than it was before. This is because we have switched into fixed time and these are the only templates that have been saved in fixed time.

Cancel out of the change template and instead, click on Save As Template,

Then name your treatment sheet accordingly! Once you hit Save, you're all done! 

Please note, you will have to repeat this process with every template that you want to change from one to the other. There is no way to bulk change all your templates to fixed time. 

To go from Fixed time templates to Non Fixed time template, you are going to do the exact same steps but in the Settings when you click the Fixed Time toggle, it will be from Yes to No. So you are going from Fixed time into Non Fixed time. 

For clinics that have a Boarding facility - For Boarding patients, Smart Flow has it set up so that if there is a whiteboard called “Boarding” - specifically Boarding - it will automatically make that one fixed time. It will be fixed regardless of the settings panel, clinics enjoy this feature because then they know that they won't have to set up boarding templates for every patient, they can simply select the Boarding template and it will be fixed for things like walks, meals, bedding checks, etc. 

For clinics that have an integrated EMR, the EMR doesn't see the two different lists of templates, so if you have a list of Non fixed time templates for the main practice, and then a Fixed template for the boarding facility, it won't pick up that one fixed template. So what we recommend is to make a dummy Boarding template in the list of non fixed templates, that can be selected from the list. When the patient is initially admitted onto the Boarding whiteboard, Smart Flow will grab the Fixed Boarding template and set the patient up correctly.


When you have ALL FLOWSHEETS BEGIN AT set to patient arrival, you can only use non-fixed templates and that is why the setting is greyed out and templates aren't shown. If you have an integrated EMR, when you try to push the patient over to Smartflow, your EMR can't find the fixed template so can't send the patient.