Appointment statuses reflect the current state of a scheduled visit and play a key role in tracking patient flow and scheduling accuracy. Common examples include Scheduled, Confirmed, Check-In, Check-Out, Canceled, and No Show. RXNT includes more than 20 preconfigured appointment statuses to support a wide range of scheduling and workflow needs, covering every stage of the appointment lifecycle, from initial scheduling and confirmation through check-in, check-out, cancellation, and no-show. These predefined options help practices monitor appointment progress, manage provider schedules, analyze attendance trends, streamline front-desk operations, and ensure accurate billing and documentation.
Appointment statuses can be configured to be available to all staff users or limited to specific users, and they can also be set as default selections.
Manage appointment statuses
To begin, click the Utilities icon, select Company Setup, and then choose Appointment Status.
To rearrange the order of appointment statuses, use the up and down arrows next to each status to move it higher or lower in the list. The sequence determines how statuses appear in dropdown menus and on configuration screens, making it easier to prioritize the most commonly used options. For example, if Check-In Completed is used more frequently than Rescheduled, you can move Check-In Completed higher in the list so it appears closer to the top of the Appointment Status dropdown, allowing staff to select it more quickly and improving workflow efficiency.
You can manage whether a status is available for use and whether it should be set as the default. Selecting the Available checkbox makes the status visible and selectable for staff when creating or updating appointments.
Appointment statuses that are made available to all users and/or set as a default will automatically appear in the Appointment Status dropdown menu. Statuses that are not set as default will still be visible in the dropdown and can be selected manually when needed. This allows staff to filter and view appointments based on any status, giving flexibility to display or manage appointments without changing the default configuration.
For example, even if Check-In Completed is not set as a default but is made available to all staff, it can still be selected from the dropdown to view all appointments with that status.
To control who can use a particular appointment status, you can choose between making it available to all staff or limiting it to specific users. To make a status available to all staff, simply select the All Users option. This ensures everyone on the team can see and select that status when scheduling or updating appointments.
If the status should only be available to certain staff members, select Specific Users and click the (+) button to add the desired users. For example, you might restrict the Intake Completed status to front-desk staff or medical assistants who handle patient intake, ensuring that only the appropriate team members can mark an appointment as complete at that stage. This helps keep workflows organized and relevant to each staff member’s responsibilities.
Choose the user from the Select From List, click the Arrow to add them to the Selected List section, and then click Select to confirm.
Available appointment statuses
The appointment has been fully completed. For example, a patient finishes their physical exam and leaves the office.
The appointment is scheduled but not yet confirmed or acted upon. For example, a new patient request is logged but awaiting office confirmation.
The patient has checked in for their appointment. For example, a patient may check in remotely through the patient portal, or they may arrive at the office where the front desk checks them in and updates their status to Check-In Completed. In addition, once a patient's appointment status is updated to Check-In Completed in the Scheduling product, you can begin an encounter directly from Today's Appointments within the EHR. Click here to learn more!
All intake forms and pre-visit procedures are finished. For example, a medical assistant completes the patient’s vitals and health questionnaire.
The appointment has been moved to a new date or time. For example, a patient changes their appointment from Monday to Thursday.
The patient has been contacted regarding the appointment. For example, staff calls a patient to remind them of their upcoming visit.
The patient is on a waitlist for an earlier appointment. For example, a patient requests an earlier slot and is placed on the waitlist.
The appointment has been officially scheduled. For example, a patient books a routine check-up for next week.
The appointment is currently in progress. For example, the provider begins seeing the patient in the exam room.
The patient or staff canceled the appointment. For example, a patient calls to cancel their appointment for today.
The appointment process was stopped before completion. For example, a patient leaves mid-visit due to illness or emergency.
The appointment record was removed from the system. For example, an erroneously created duplicate appointment is deleted.
The patient did not attend the scheduled appointment. For example, a patient fails to arrive and does not notify the office.
The appointment has been confirmed by the office. For example, the front desk confirms a patient’s appointment for tomorrow.
The patient personally confirms they will attend. For example, a patient replies to a confirmation call or text.
The patient failed to attend or partially missed the appointment. For example, a patient arrives late and leaves before being seen.
A previously completed or closed appointment has been reopened for edits or follow-up. For example, a provider re-opens a visit to update documentation.
The appointment is scheduled but not yet finalized. For example, a patient requests a time that is being held tentatively.
The patient departed before the appointment concluded. For example, a patient leaves the clinic after partial evaluation.
The appointment was canceled by the office or provider. For example, a provider cancels due to an emergency or schedule conflict.
The appointment was canceled by the patient with little notice. For example, a patient cancels one hour before their scheduled visit.
Additional details
- Appointment statuses can be linked to superbills, allowing the system to automatically associate a superbill with an appointment based on its status. This helps streamline billing workflows, reduce manual steps, and ensure that services related to specific appointment outcomes are accurately captured for billing and documentation. Click here to learn more!
- Learn more about Appointment Management, including how to navigate the Appointment Dashboard, schedule and reschedule appointments, edit appointment details, transfer appointments, and cancel or delete appointments.