Appointment Scheduler: Managing appointments

Estimated reading: 9 minutes

Schedule, modify, confirm, move, and cancel appointments.

Before you start

  • Security access to:
    • Appointment—Schedule Appointments
    • Appointment—Schedule for Today
    • Appointment—Schedule for Week
    • Appointment – Update Appointments
    • Appointment – Delete Appointments
    • Appointment – Move Appointments
  • Appointment Scheduler Defaults set to practice preference for tickler file entries.
  • Alert Defaults set to track Canceled and Failed appointments, if using.
  • Set up the Appointment Scheduler, including staff hours and room permissions

Schedule an appointment

  1. Patient Clipboard > search for and select the patient > right-click on patient name > Appointment Scheduler
    Note: There are multiple windows where you can begin scheduling an appointment. For additional pathways, see the Additional information section below.
  2. Navigate to the appropriate day, time, and room with the Today, Previous Day, and Next Day links at the bottom of the window. Click Go To Date for a calendar.
  3. Double-click the time slot for the beginning appointment time.
  4. If starting from the Patient Clipboard, the patient name will automatically fill in. Other pathways, may require you to search for and select the patient.
    • Click Yes or No to confirm the selected patient, if appointment started from the Patient Clipboard.
    • Select from Client ID drop down to select from your workstation’s recently accessed clients, if a different client needs to be selected.
    • Enter IDs or press F2 to search and select the client and patient in the corresponding fields, if needed.
  5. Acknowledge any client or patient alerts.
  6. Click Confirm to insert the current system date or manually enter a date.
  7. Verify, change, or select a primary reason. Acknowledge any scheduling alerts.
  8. Select or enter a secondary reason, if appropriate. Secondary reason is only available after a primary reason is selected.
  9. Enter or modify the staff ID of the person seeing the appointment, if not defaulted in or if the staff restricted option is set for this room.
  10. Adjust time units, if needed.
  11. Select Staff time units, if using. These units will display the staff icon for each designated time slot and create an alert when scheduling the same staff in different rooms/columns for the same time.
  12. Enter up to 2 characters in the Prefix field. This field is often used for the initials of the person scheduling.
  13. Enter details specific to this appointment in Notes.
  14. Add Appointment items, if using, by entering the item ID or press F2 and search/select from the item list.
    • Total price appears in the Amount field above.
    • To delete an appointment item, select the item and press Ctrl + D.
    • Items transfer to the Patient Visit List when checking appointment in.
    • Use of Transfer invoice items to patient visit list now is not recommended, as it immediately sends the items to the Patient Visit List where they will be until the client comes in for the appointment.
  15. Click OK and acknowledge any additional scheduling alerts like staff not scheduled or staff already scheduled at this time.

Confirm an appointment

  1. Double-click appointment.
  2. Make any needed changes.
  3. Click Confirm.
  4. Click OK.
  5. Confirmed by displays the logged in user’s ID.

Note: When an appointment is confirmed, the button changes to Unconfirm.

Modify an appointment

  1. Double-click appointment.
  2. Make any needed changes.
  3. Click Confirm or Unconfirm, if needed.
  4. Click OK.

Move an appointment

  1. From the appointment, do one of the following:
    • Click and drag appointment to a different time slot within the same day.
    • Right-click appointment > Move. Then use Today, Previous Day, Next Day, or Go To to navigate to another day and select the time slot.
  2. Click Yes or No on the move confirmation message.
  3. Click Yes or No on the staff change message, if applicable.

Cancel an appointment

  1. Right-click appointment > Delete.
  2. Select an option to indicate why appointment was deleted:
    • Failed: Client did not show. The number of failed appointments can be tracked in client alerts.
    • Cancelled: Client cancelled. The number of cancelled appointments can be tracked in client alerts.
    • Neither: Tracking/alerting of reason not needed. This option is used when the appointment was made in error.
  3. Select Add this appointment to tickler file to store the appointment information in the Tickler File for future reference or to keep track of deleted appointments on the Tickler Report. The check box may be selected by default.
  4. Click OK.

Additional Information


Additional appointment scheduling pathways

Appointment details

Appointment colors

Cancelled/failed appointments and the Tickler file

Viewing the schedule

Staff ID and time

Scheduling tips

Related reports

  • Appointment Audit Report
  • Appointments Report
  • Appointments Report – Summary
  • Tickler File Report


Share this Page

Appointment Scheduler: Managing appointments

Or copy link

Jump to: