Appointments can be scheduled from three places:
The patient profile
The client profile
The appointment schedule
Take a Look
Creating an Appointment
Scheduling from the Patient Profile
Navigate to the Patient profile. From here, you'll have access to helpful context such as upcoming reminders and patient alerts which can be useful when scheduling directly from the profile
Click the + button in the Upcoming Appointments box. This will bring you to the Appointments Schedule.
Select a time slot on the schedule
Enter the Reason for Visit and select the Appointment Type. Confirm details including Date & Time, Provider, and Duration are correct.
Adjust Email and SMS reminders, if needed
Click Save to schedule the appointment
Scheduling from the Client Profile
Navigate to the Client Profile.
Click the + button in the Upcoming Appointments box (under the Patients section). This will bring you to the Appointments Schedule.
Select a time slot on the schedule
Select the Patient from the dropdown or + New Patient. Enter the Reason for Visit and select the Appointment Type. Confirm details including Date & Time, Provider, and Duration are correct.
Adjust Email and SMS reminders, if needed
Click Save to schedule the appointment
Adding an Appointment Directly to the Schedule
Navigate to the Schedule, then click + Add Appt or select a time slot
Select the Client and Patients from the dropdown menus
To create a new client and/or patient, click + New Client and/or + New Patient.
You can also create an appointment without assigning a client or patient. This is useful for adding a placeholder for a new client until they arrive
Enter the Reason for Visit and select the Appointment Type. Confirm details including Date & Time, Provider, and Duration are correct.
Adjust Email and SMS reminders, if needed
Click Save to schedule the appointment
Rescheduling Appointments
Appointments can be rescheduled from the Patient Profile, Client Profile, or directly from the Appointment Schedule. If in use, appointments can also be rescheduled from the Appointment Request dashboard.
Locate the scheduled appointment - either under Upcoming Appointments (on the patient or client profile) or directly on the schedule. Once selected, you'll see the option to Reschedule
After clicking Reschedule, you can drag and drop the appointment to a different time slot and/or manually assign it to a different provider
If the appointment type is not changed during rescheduling, the original duration will carry over to the new appointment
However, if the appointment type is updated - either because the new provider does not support the original type or it has been manually changed - the default duration set for the new appointment type will apply instead.
Press Next and then Confirm to complete rescheduling the appointment
Recurring Appointments
When scheduling or editing an appointment, you can choose to make it recurring. Recurring appointments can be set to repeat daily, weekly, bi-weekly, monthly, or annually.
From the appointment window, click the Recurring dropdown menu and select how often you'd like the appointment to occur
Choose the day(s) of the week the appointment should recur
Set when the recurring appointment should end by entering the number of occurrences (up to a maximum of 100)
Click Save
Editing a Recurring Appointment
When editing a recurring appointment, you’ll be prompted to confirm whether your changes should apply to:
This appointment only
This and future appointments
All appointments in the series
Appointment Notifications
Scheduled appointments automatically trigger email and SMS (text) notifications based on your Admin settings. Notification rules can be customized by appointment type, allowing certain types to be enabled or disabled for automatic notifications.
Additionally, individual clients can have default preferences set for receiving notifications - these settings will apply regardless of the appointment type configuration.
If needed, you can always override the defaults by adjusting the Email and SMS toggles as you schedule an appointment.
Automatic Forms
Appointment types can be linked to form templates when editing/creating Forms. This way when a new appointment is created, it will automatically email the client any corresponding forms that need to be completed before the appointment.
The 'Send forms via email' toggle can be turned off on an individual appointment if needed.