📝 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.
💡 To learn about how to check in and check out an appointment, click the button below.
📆 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.
🎥 Video Overview
Click the arrow to learn how to schedule an appointment
Click the arrow to learn how to schedule an appointment
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 Create an Appointment from a Client or Patient Profile
Appointments can be scheduled directly from a client or patient profile. One key benefit of this method is the Next Available feature, which automatically scans for the next open appointment based on the schedule column you select—saving time and simplifying scheduling.
Click the arrow to learn how to schedule an appointment in a client or patient profile
Click the arrow to learn how to schedule an appointment in a client or patient profile
Scheduling from a Patient Profile
Click the Appointments > New Appointment
Fill out the form, including the Type, Complaint and Assign To, which are required fields.
The Date/Time field has 2 options, Next Available or Select Date.
If Select Date is chosen, simply search the date and time (if available).When you select the Next Available option, you’ll see the available time slot choices, automatically generated based on the Assigned To field you’ve selected.
Once a time is found, select Next. Update the client information as needed on the next page, and click Next. The final page will be the confirmation page. Once complete, click Save.
Scheduling from a Client Profile
Click the Appointments > New Appointment
Fill out the form, including the Type, Complaint and Assign To, which are required fields. Make sure to select the correct Patient, if the client has multiple patients listed.
The Date/Time field has 2 options, Next Available or Select Date.
If Select Date is chosen, simply search the date and time (if available).When you select the Next Available option, you’ll see the available time slot choices, automatically generated based on the Assigned To field you’ve selected.
Once a time is found, select Next. Update the client information as needed on the next page, and click Next. The final page will be the confirmation page.
🔧 How to Edit & Cancel Appointments
If an appointment information needs to be changed, you can do so right from the appointment on the schedule. Canceling appointments are done right from the appointment, and a reason can be logged that is tracked within the appointment tab of the client's profile.
Click the arrow to learn how to edit or cancel an appointment
Click the arrow to learn how to edit or cancel an appointment
Editing an Appointment
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.
Cancel an Appointment
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"
💡 The cancelled appointment is logged under the Appointment tab, within the client's profile.
🔃 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.
Click the arrow to learn more
Click the arrow to learn more
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.
❓Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view the frequently asked questions
Click the arrow to view the frequently asked questions
How do I create an appointment on the schedule?
Click the arrow to see the answer
Click the arrow to see the answer
To create an appointment from the schedule, click on the desired date, time, and provider column. Complete the appointment details including appointment type, complaint, client, patient, and provider.
After clicking Next, confirm the client’s contact information and reminder preferences. On the final page, you can send a confirmation and schedule a reminder. Click Save to finalize the appointment. If the client and patient fields are left blank, the system will create a time block instead of a scheduled appointment.
Can I schedule an appointment directly from a client or patient profile?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. You can schedule appointments from either a client or patient profile by selecting Appointments > New Appointment.
You’ll complete the required fields (Type, Complaint, Assign To), then choose either:
Select Date to manually pick a date and time, or
Next Available to automatically view the next open time slots based on the assigned provider.
After confirming client details and sending confirmations/reminders, click Save to complete the appointment.
How do I edit, reschedule, or cancel an appointment?
Click the arrow to see the answer
Click the arrow to see the answer
To edit an appointment:
Click on the appointment in the schedule.
Select Edit.
Make your changes and click Save.
You can also drag-and-drop the appointment to change the date/time or adjust the appointment length by dragging the bottom of the appointment block.
To cancel:
Click the appointment.
Select Cancel.
Choose a cancellation reason (optional but helpful for tracking).
Click Save.
Cancelled appointments are logged in the Appointments tab of the client’s profile.
How do I create a recurring appointment?
Click the arrow to see the answer
Click the arrow to see the answer
To create a recurring appointment:
Click the desired start time on the schedule.
Complete the New Appointment form.
In the Repeat field, select how often the appointment should repeat.
In the Occurrence field, enter how many times it should repeat.
You can also use the Custom option to create a specific cadence.
Recurring appointments can be edited or cancelled, and you’ll be prompted to choose whether changes apply to just one appointment or all future appointments.
Can I create a new client or patient while scheduling an appointment?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. While creating an appointment, you can:
Click Add Client in the Client field to create a new client profile.
Click Add Patient in the Patient field to create a new patient.
New patients are automatically linked to the selected client.
When searching for existing clients, the system displays additional identifying details (like phone number or email) to help distinguish between clients with the same name.