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Appointments & Scheduling Guide

The Appointments system is the backbone of your clinic’s operations. It lets you schedule, manage, and track all patient appointments with an intuitive calendar interface.

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Getting Started

Access appointments by clicking Check-In from the main menu, then select the Calendar tab.

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Understanding the Calendar View

The calendar displays all appointments for your selected date range and location. Each appointment shows:

• Patient name
• Time slot
• Status (Scheduled, Checked In, Completed, Cancelled)
• Service type
• Provider assigned

You can view appointments by day, week, or month depending on your preference.

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Scheduling a New Appointment

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Quick Schedule

1. Click an empty time slot on the calendar
2. Select New Appointment
3. Enter patient information:
   • Search for existing patient or create new
   • Select service/appointment type
   • Choose provider
   • Set time and date
4. Add optional details (notes, forms to complete)
5. Click Save

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From Patient Profile

1. Open any patient’s profile
2. Click Appointments tab
3. Click Schedule Appointment
4. Fill in details and save

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Patient Self-Booking

Patients can book their own appointments through your patient portal:

• They see available time slots based on your scheduling rules
• They select service type and preferred provider
• Appointments appear in your calendar for approval (if required)

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Recurring Appointments (Series)

Create a pattern of appointments that repeats:

1. Click New Appointment
2. Fill in appointment details
3. Click Repeat/Series
4. Select pattern:
   • Daily (every day, every X days)
   • Weekly (specific days of week)
   • Monthly (specific date or relative day)
   • Custom interval
5. Set end date (or number of occurrences)
6. Click Create Series

Series appointments:

• Create multiple appointments at once
• All linked to the same service/provider
• Can modify individual appointments without affecting series
• Cancel entire series or individual appointments

Example: Weekly therapy sessions every Monday for 12 weeks

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Appointment Status Types

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Managing Appointments

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Rescheduling

1. Click the appointment on the calendar
2. Select Reschedule
3. Choose new date/time
4. Save - patient is automatically notified

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Cancelling

1. Click the appointment
2. Select Cancel
3. Note the reason (optional)
4. Confirm - patient receives cancellation notice

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Adding Notes

1. Click the appointment
2. Add notes in the Notes field
3. These appear in patient timeline and medical records

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Linking Forms

Before appointment:

1. Click the appointment
2. Select Add Forms
3. Choose intake, consent, or assessment forms
4. Patient completes before arrival

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The Check-In Process

When patients arrive:

1. Step 1: Clock In - Patient or staff records arrival time
2. Step 2: Update Information - Verify address, insurance, emergency contacts
3. Step 3: Complete Forms - Patient fills required forms
4. Step 4: Provider Review - Provider reviews patient info and forms
5. Step 5: Appointment - Service is delivered
6. Step 6: Check Out - Process payment and confirm completion

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Appointment Analytics

View metrics on the Dashboard tab:

• Total appointments (today, this week, this month)
• No-show rate
• Average appointment duration
• Busiest time slots
• Provider utilization
• Cancellation trends

Use this data to optimize scheduling and identify staffing needs.

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Scheduling Rules & Availability

Configure how appointments work in Settings > Scheduling:

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Basic Rules

Appointment Rules:

• Default appointment duration
• Buffer time between appointments
• Earliest booking (how far in advance)
• Latest booking (how far in the past)
• Days/hours clinic operates
• Provider availability by day

Service-Specific Rules:

• Different duration per service type
• Required forms per service
• Specific provider requirements
• Location restrictions

Advance Bookings:

• Control how far ahead patients can book
• Prevent last-minute changes
• Require cancellation notice period

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Advanced Scheduling Scenarios

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Shift Management

Manage staff schedules alongside appointments:

1. Go to Shifts in the Check-In section
2. Create shift for each provider
3. Set hours and break times
4. System prevents overbooking
5. Staff can clock in/out

View all staff time entries in Clock-In History.

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Best Practices

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Before Your Day

• Review morning schedule and confirm high-priority appointments
• Send reminder notifications to patients the day before
• Ensure all required forms are ready
• Verify provider availability

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During Your Day

• Check in patients promptly when they arrive
• Update appointment status as it progresses
• Flag any changes (running late, extended time needed)
• Document notes immediately after appointment

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After Your Day

• Review no-shows and cancellations
• Follow up with patients who missed appointments
• Process all payments before closing
• Verify all notes and forms are completed

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Common Tasks

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Handling No-Shows

1. Mark appointment as no-show
2. Flag patient in system
3. Follow up with phone call or message
4. Reschedule if appropriate
5. Track no-show trend for patient

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Moving an Appointment Across Providers

1. Open appointment
2. Click Reassign Provider
3. Select new provider
4. Check availability
5. Save and notify both providers

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Blocking Time Off

1. Go to Scheduling
2. Click Add Block on desired dates
3. Select provider(s)
4. Add note (vacation, training, etc.)
5. Time automatically unavailable for booking

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Bulk Importing Appointments

From Calendar:

1. Click Import
2. Upload CSV or Excel file
3. Map columns (date, time, patient, service, provider)
4. Review and confirm
5. Appointments auto-create

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Patient Communications

Patients receive automatic notifications:

• Confirmation - When appointment is booked
• Reminder - 24 hours before appointment
• Changes - If you reschedule or rescind appointment
• Thank You - After appointment completion with request for review

Customize these messages in Settings > Notifications.

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Integrations

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Google Calendar Sync

Your appointments can sync with Google Calendar:

1. Go to Settings > Integrations
2. Enable Google Calendar
3. Select which calendars to sync
4. Appointments appear in Google Calendar (read-only)

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Patient Portal

Patients see their appointments in their online portal and can:

• View upcoming appointments
• Reschedule available slots
• Fill forms before arrival
• Receive reminders

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Troubleshooting

“No available time slots”

• Check provider availability rules
• Verify location hours are set correctly
• Check for blocked time

“Patient not showing in search”

• New patient may need to be created first
• Check spelling of name
• Try searching by phone number

“Can’t reschedule appointment”

• Check provider availability on new date
• Verify scheduling rules allow changes
• Confirm patient hasn’t already checked in

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Related Features

• Patient Management - Link appointments to patient records
• Billing - Create charges from appointment services
• Communications - Send reminders and notifications
• Forms - Collect intake information before appointments
• Medical Notes - Document what happened during appointment

For advanced scheduling rules and multi-location management, contact your account manager.