Appointment dashboard
When entering the Scheduler the appointment dashboard will be displayed. You have the flexibility to view the calendar in various formats, such as Timeline, Resource, Day, Week, or Month view. Additionally, you can customize your view by selecting to display as few or as many appointment options as needed, filtering by specific person or material resources from the toolbar on the left side of your screen.
Scheduling a patient
There are three ways to schedule an appointment; from the Appointment Calendar, the Next Available Appointment button and from the Patient Dashboard.
Select the appointment time on the calendar.
Enter the patient's Last Name, First Name, Chart Number, or DOB in the appropriate fields and click Search. For example, entering “Whittington” in the Last Name field will display all patients with that last name. If multiple patients matches appear, click the correct patient. To learn more about Group Scheduling, click here!
Using Quick Add will allows you to add a new patient with only their name and date of birth, without requiring all demographic information. You will need to return to the patient’s profile later to complete the required remaining information.
If the patient has unposted payments or has been sent to collections, an alert will appear while scheduling.
Complete all appointment details, verify the information, and click Save.
If reminder information is missing from the patient profile, an alert banner will prompt you to update it before adding the appointment. Click Click here to update to proceed, update the profile, click Save, then return to the New Appointment screen and click Save.
You will then return to the Calendar screen, where the appointment will be displayed.
Click Next Available Appt at the top of the Appointment Calendar to quickly schedule the next open appointment time.
Select a Person Resource and Appointment Type from the dropdown menus. Then, click the date field to pick your preferred date. Finally, choose a time from the available appointment slots shown on the right.
Enter the patient's Last Name, First Name, Chart Number, or DOB in the appropriate fields and click Search. For example, entering “Whittington” in the Last Name field will display all patients with that last name. If multiple patients matches appear, click the correct patient. To learn more about Group Scheduling, click here!
Using Quick Add will allows you to add a new patient with only their name and date of birth, without requiring all demographic information. You will need to return to the patient’s profile later to complete the required remaining information.
Complete all appointment details, verify the information, and click Save.
You will be returned to the Next Appointment screen. Click the X to close it. You will then be taken back to the appointment calendar, where your appointment will appear on the selected date.
Enter the patient’s first or last name and click the Search icon, or click the Filter icon to search by Chart Number, Account Number, date of birth, phone number, or ZIP code. Then, click Search.
From the Patient Dashboard, click New Appointment.
Using Quick Add will allows you to add a new patient with only their name and date of birth, without requiring all demographic information. You will need to return to the patient’s profile later to complete the required remaining information.
If the patient has unposted payments or has been sent to collections, an alert will appear while scheduling.
Complete all appointment details, verify the information, and click Save.
If reminder information is missing from the patient profile, an alert banner will prompt you to update it before adding the appointment. Click Click here to update to proceed, update the profile, click Save, then return to the New Appointment screen and click Save.
You will then return to the Patient Profile screen, where the appointment will be displayed.
Repeating appointments
From the New Appointment screen, select the Repeat checkbox, then choose the appointment date and time.
Specify How the Appointments Should Be Repeated;
- Every – Enter the number for the interval between appointments (e.g., 2).
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Frequency Type – Select how often the appointment should repeat from the dropdown menu:
- No Repeat – The appointment occurs only once.
- Daily – Repeats every day based on the interval entered.
- Weekly – Repeats once per week. If selected, choose the day(s) of the week the appointment should occur.
- Bi-Weekly – Repeats every two weeks. If selected, choose the day(s) of the week the appointment should occur.
- Monthly on Date – Repeats monthly on a specific calendar date.
- Monthly on Day – Repeats monthly based on a day pattern, such as a weekday and its position in the month.
- Count – Enter the total number of times the appointment should occur.
After making your selections, the Appointment Summary will appear below.
Example: If you set the appointment to repeat every 2 weeks on Friday for 2 time, the summary will display: “Every 2 weeks, repeats on Friday, 2 time.”
Enter all remaining appointment details and click Save.
A confirmation popup will appear asking if you want to continue. A preview of the repeating appointment will also be shown, click Yes to save the appointment.
If you need to edit an appointment within a recurring series, you will be prompted to choose whether to apply the changes to just that appointment or to all appointments in the series.
Edit appointment
Editing an appointment lets you update the details of a scheduled appointment, including the location, provider, material resource, appointment type, appointment status, and the patient’s case.
If you are only updating the appointment status or appointment type, you can do this directly from the appointment screen by selecting the new options from the corresponding dropdown menus.
A popup confirmation will appear, click Yes to proceed.
From the appointment screen, you can also:
- View the Patient Dashboard and Appointment Timeline
- Access the patient’s Insurance Cases
- Generate a Superbill
- View or run Patient Eligibility
- Upload Attachments and more
By clicking the three vertical dots menu, you can:
- Create an Appointment Recall – e.g., set a reminder for a follow-up visit.
- Assign a Patient Call-In – e.g., schedule a phone call with the patient for test results.
- View Patient Facesheet – e.g., quickly check demographic and medical information.
- View History – e.g., review changes made to the appointment.
- View Appointment Reminders – e.g., confirm automated reminders sent to the patient.
- Reschedule Patient Appointment – e.g., move the appointment to a different date or time.
To edit additional appointment details, click the Pencil icon.
On the Edit Appointment screen, you can update the location, provider, material resource, appointment type, appointment status, and the patient’s case. To add an additional provider or material resource, click Add More next to the field.
For example, if a patient requires both a physician and a physical therapist during the same visit, or needs a specialized piece of equipment in addition to the standard exam room, you would add the extra provider or resource to ensure all necessary staff and materials are scheduled for the appointment.
Once you’ve made your changes, click Save to update the appointment.
Reschedule appointment
An appointment may be rescheduled when the patient or provider is unavailable at the originally scheduled time, if there is a conflict with another appointment, or if additional preparation or resources are needed. Rescheduling ensures that the appointment occurs at a convenient time for all parties while maintaining continuity of care.
From the appointment screen, click the three vertical dots, then select Reschedule to change the appointment date or time.
Click the date field to select your preferred date, highlighted in green to indicate availability. You can also filter by month, person resource and appointment type. Next, choose a time from the available appointment slots displayed on the right.
On the Edit Appointment screen, you can update the location, provider, material resource, appointment type, appointment status, and the patient’s case. To add an additional provider or material resource, click Add More next to the field.
For example, if a patient requires both a physician and a physical therapist during the same visit, or needs a specialized piece of equipment in addition to the standard exam room, you would add the extra provider or resource to ensure all necessary staff and materials are scheduled for the appointment.
Once you’ve made your changes, click Save to update the appointment.
A confirmation popup will appear asking if you want to continue. A preview of the repeating appointment will also be shown, click Yes to save the appointment.
Transfer appointments
The Transfer Appointments feature allows you to quickly and efficiently move multiple appointments at once. You can transfer appointments based on specific criteria such as date, provider, location, and appointment status. This is especially useful when rescheduling due to provider availability, location changes, or other scheduling conflicts, helping to save time and ensure that all affected appointments are updated consistently without having to adjust each one individually.
Click Transfer Appointments.
To find the appointments you want to transfer, use the search fields at the top to specify criteria such as date range, provider, location, and status, then click Find. If you want to transfer appointments for all providers, leave the provider dropdown blank.
Select the appointment(s) that you wish to transfer.
All appointments that match your search criteria will be automatically selected. To exclude specific appointments, deselect them individually, or click the top check mark to deselect all.
Select the date, provider, location, and/or status that you would like to transfer the appointments to, then click Transfer.
Click Yes to confirm the transfer of appointments.
Cancel appointments
Canceling an appointment will allow the appointment calendar to reflect the appointment that existed but was canceled, and the appointment will remain on the patient's record within their appointment timeline.
To cancel an appointment, update the appointment status to Canceled on the appointment screen, then click Yes to confirm the change. If the Canceled status is unavailable, you can manage it by editing the Appointment Statuses in the Company Setup section of the Utility menu.
The appointment status will be updated to Canceled.
By default, canceled appointments are removed from the appointment calendar. To keep them visible in the calendar view, you can adjust this setting in your App Login Preferences.
Delete appointments
An appointment is typically deleted when it was created in error, is no longer needed, or the patient will not be rescheduling.
To delete an appointment, click the red trash can icon on the Appointment screen, then confirm the action by clicking Yes.
Instead of being permanently removed, the appointment’s status is updated, and it can still be viewed on the calendar if the status is selected as a default within the Appointment Statuses for the calendar view.
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