Clinic staff schedule template: front desk, assistants and late clinics
A clinic schedule follows the providers' sessions: assistants match each provider, and the front desk opens before the first patient and stays until the last one leaves. Here is a small clinic's week with a late-clinic day.
What matters for medical and dental clinics
Desk before the first patient
The front desk needs someone 30 minutes before the first appointment to open phones and check in early arrivals. Coverage by hour shows the first and last covered hour each day.
One assistant per provider session
Use the station field for the provider or room, so each assistant's week reads as the sessions they support.
Late clinics move rest and hours
An evening clinic day adds hours and can shorten rest before the next morning; part-timers' caps catch it before the week starts.
Worked example
Two providers, a hygiene room, late clinics on Tuesday and Thursday and a Saturday morning clinic; minimum rest 10 hours. Week of 5 - 11 Oct 2026.
| Staff | Mon 5 Oct | Tue 6 Oct | Wed 7 Oct | Thu 8 Oct | Fri 9 Oct | Sat 10 Oct | Sun 11 Oct | Hours | Cost |
|---|---|---|---|---|---|---|---|---|---|
| Front desk A | 7:30-16:00 Desk | 7:30-16:00 Desk | 7:30-16:00 Desk | 7:30-16:00 Desk | 7:30-16:00 Desk | 40 h | $760.00 | ||
| Front desk B | 11:30-19:30 Desk | 11:30-19:30 Desk | 8:00-12:30 Desk | 19.5 h | $360.75 | ||||
| Assistant A | 7:45-16:15 Dr. 1 | 11:00-19:30 Dr. 1 | 7:45-16:15 Dr. 1 | 7:45-16:15 Dr. 1 | 7:45-16:15 Dr. 1 | 40 h | $840.00 | ||
| Assistant B | 7:45-16:15 Dr. 2 | 7:45-16:15 Dr. 2 | 11:00-19:30 Dr. 2 | 7:45-12:45 Dr. 2 | 29 h | $609.00 | |||
| Assistant C | 8:00-14:00 Hygiene room | 8:00-14:00 Hygiene room | 8:00-12:30 Hygiene room | 16.5 h | $363.00 | ||||
| Total | 24 h | 23.5 h | 30 h | 31.5 h | 22 h | 14 h | 0 h | 145 h | $2,932.75 |
No warnings: no overlaps, no rest under the minimum, nobody over their weekly maximum.
Coverage by hour
Hours with only one person on: Mon 7:00-8:00, Tue 7:00-11:00, Wed 7:00-8:00, Thu 7:00-8:00, Fri 7:00-8:00. Peak cover: 4 people (Wed 8:00-14:00, Thu 11:00-16:00).
How to set it up in Rotasprig
- Add front desk staff and assistants with rates, weekly maximums and days off.
- Create templates for the regular day and the late-clinic day.
- Put the provider or room in the station field.
- Check coverage and warnings, then print for the staff room.
Limits
- Rotasprig schedules staff; it does not book patients or read the appointment book.
FAQ
Can I see who is with which provider?
Yes: put the provider or room in the station field and it shows on the schedule and in each person's shifts.
Can I post the schedule for staff?
Print it landscape or share the PNG; each person can get their own shifts as text.
Can I run two locations?
Several locations are part of Pro.