Overview
Utilizing the schedule to book your appointments allows you to keep organized, automatically send appointment confirmations and appointment reminders to the client. Once the client and patient have shown up for their appointment, utilize the check in and check out function to tie a medical note and invoice or estimate to the appointment.
How to Create an Appointment on the Schedule
Scheduling appointments is a vital part to using your system, as the scheduled appointment triggers the appointment confirmation and reminder for the client.
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Click on the schedule in the correct column and time that you wish to create an appointment
The first page of the form defines all of the appointment details, including the appointment type (click here for more details about appointment types), the complaint for the visit, the client and patient, and provider. If you leave the client and patient fields blank, the appointment will simply create a block on the schedule. Click "Next" when the appointment details are entered.
The second page of the form allows you to confirm and edit an existing client's contact information and reminder preference. Click "Next" after you confirm this information.
The final page of the form allows you to send the client a confirmation, as well as set an appointment reminder to be sent at a later time. Click "Save" to complete the process.
When searching for a client, the system will show additional information from the client profile such as a phone number or email to help your staff distinguish between clients with the same name.
A new client and / or patient profile can be created from the appointment form by clicking on the "Add Client" green link that appears in the "Clients" field, or the "Add Patient" green link that appears in the "Patients" field. When a new patient is created, it will automatically be assigned to the selected client.
How to Edit an Appointment
If an appointment information needs to be changed, you can do so right from the appointment in the schedule.
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Click on the appointment
Click on the "Edit" link at the bottom of the form
Make the desired changes and save the appointment
You can drag-and-drop appointments to automatically change the time or date of the appointment without having to click on "Edit". You can also extend or reduce the length of the appointment by dragging the bottom of the appointment block up or down.
How to Cancel an Appointment
An appointment can easily be cancelled, and a reason selected for why the appointment has been cancelled.
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Click the arrow to learn more
Click on the appointment
Click on the "Cancel" link at the bottom of the form
You can select a "Reason". This is helpful to track if a client cancels frequently
Complete the cancellation form that appears and click "Save"
How to Setup a Recurring Appointment
Recurring appointments are ideal for patients who need to return for treatment at the same day and time each week, over a period of weeks or months. They can also be used to block time for specific staff schedules, such as lunch breaks or early departures on certain days.n a certain day.
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To set up a recurring appointment, follow the steps below.
Click on the start time on the schedule for the recurring appointment, just like you would for any appointment
Fill in the applicable information within the "New Appointment" form
In the "Repeat" field, select the cadence at which this appointment will be repeated. The next field will be "Occurrence". This field is how many times this appointment will be repeated. For example, if the patient needs to come back every week, for 4 weeks, the occurrence would be 4.
The custom option allows you to set a cadence that is not available as a pre-selectable option.
Editing a Recurring Appointment
To edit a recurring appointment, click on the "Edit" option on the scheduled appointment.
You will be able to edit the fields as needed, and will need to select how you want this update to apply to the current and future appointments
Cancelling Recurring Appointments
To cancel a recurring appointment, select the "Cancel" option from the scheduled appointment.
Similar to editing an appointment, you will need to make your selection on how you want to apply this cancellation.
You can review a patient's or client's appointment history by viewing appointments in the "Appointments" tab of the patient or client profile.
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To learn about how to check in and check out an appointment, click here.