Scheduling Appointments


Scheduling Appointments

To add a single appointment or event:

For more details on Appointment Actions, click here.                          

  1. Click View Schedule, located under Scheduler.
  2. Find the day you wish to add an appointment to and click the desired time slot to open the Add Appointment window. You can also use Create Event in the Schedule Actions section to open up the Add Appointment Window.
  3. Type the first or last name of the patient (2 character minimum) and select the correct patient from the What drop-down box. Ensure that you select the correct case from the drop-down. This helps with reporting and ensures that the notes are finalized in the correct case.
  4. The When time frame defaults to your appointment default settings. You can change the time frame as needed with the drop-down menus.
  5. Select the type of visit in the Type drop-down box.
  6. Leave the Status blank.
  7. Enter any relevant notes. 
  8. If set up, primary and secondary payer alerts will appear at the bottom of the Add Appointment window.
  9. If you expect to send the patient a reminder, ensure Add Patient Reminder is checked.
  10. Click the Save button. 

Note: While you can drag and drop an appointment to another timeslot on the schedule, we do not recommend using this functionality. Dragging and dropping can have unintended consequences such as removing the appointment reminders or breaking reoccurring appointments. 

Repeating Appointments

To create a repeating appointment, choose from the options in the  Repeats drop-down box before clicking the Save button.

Important: Scheduling repeating patient appointments beyond several weeks can cause unforeseen issues, especially if you edit or delete one of the appointments within the sequence. If you need to edit an appointment within a recurring series, end the series with that appointment and begin a new series.

Scheduling challenges

There are a few reasons you may not be able to schedule a specific patient or on a specific calendar.

  • Don't use Multiple Tabs: Scheduling an appointment when you have multiple open Scheduler tabs for different clinics, can cause a patient to end up scheduled for an appointment in the wrong location.  
  • When using Create Event to schedule an appointment ensure you schedule the patient on the correct Calendar. If you find your provider is not listed, view the Scheduling provider list to determine if the provider is visible for scheduling.
  • Midnight Hour Appointments: Appointments scheduled outside of business hours.
  • I can't add any appointments - If you are not able to add appointments to the calendar or the provider is not visible in the Scheduling list verify or add the provider using Manage Calendars for the location.
  • I can't add or schedule a specific patient - If you cannot schedule a specific patient, verify the patient has an active case to schedule, as discharged patients are not visible from the What drop-down.
  • All I see when I hover over the patient appointment is {"missedReasonName":""} and I can't access the patient's appointment or patient chart. This message appears when you are attempting to access a patient chart that has not been added to the current location you are viewing. Change the clinic location from the clinic drop-down.

Total Visit Count

The total number of visits on a calendar are displayed beneath the calendar name. This number is often hidden when viewing multiple calendars.

Note: Canceled or No-showed appointments are not included in the count.