Appointment Scheduler: Using the Tickler File

Estimated reading: 5 minutes

Tickler File is used to store canceled (deleted) appointments and prompts user to use original appointment information when rescheduling clients that canceled a previous appointment. 

Before you start



  • Tickler file entries are retained until an appointment is scheduled or the entry is manually deleted. 
  • Once a Tickler File entry is deleted, the appointment information is no longer available. 

Cancel an appointment

  1. Navigate to the appointment using any of the following:
    • Toolbar > Appointment Scheduler 
    • Patient Clipboard > Client or Patient Appointment tab right-click menu 
    • Daily Planner Appointments tab > right-click > Update 
  2. Right-click appointment > Delete
  3. Select an option to indicate why appointment was deleted: 
    • Failed: The client did not show; the number of failed appointments can be tracked to client. 
    • Cancelled: The client cancelled; number of cancelled appointments can be tracked to client. 
    • Neither: Tracking/alerting is not needed.
  4. 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
  5. Click OK

Review the Tickler File

  1. Navigate to Toolbar > Appointment Scheduler
  2. On the Schedule for Today window, click Tickler.  
  3. If you want to delete an appointment on the list, select the appointment and click Delete to remove the appointment permanently.  
  4. Click Close to exit the window and return to the Schedule for Today window.  

Schedule with the Tickler File information

  1. Navigate to the appointment using either of the following:
    • Toolbar > Appointment Scheduler 
    • Patient Clipboard > Client or Patient Appointment tab right-click menu 
  2. Navigate to the appropriate day, time and room (column) using one of the navigation links at the bottom of the window.  
  3. Double-click the time slot for the beginning appointment time. 
  4. Based on the pathway used, populate the client and patient fields: 
    • Click Yes or No to use the selected patient. 
    • Select from Client ID drop down to select from your workstation’s recently accessed clients. 
    • Enter IDs or F2 to search and select the client and patient in the corresponding fields.  
  5. Acknowledge any client or patient alerts. 
  6. Click Yes to use appointment information from the Tickler File. 
  7. Click Confirm to insert the current system date, or manually enter a date, if appropriate.  
  8. Modify/enter any of the following, as needed:
    • Primary reason, if needed. Acknowledge any scheduling alerts.  
    • Secondary reason, if appropriate (only available if primary selected).
    • Staff ID of the person seeing the appointment, staff may be defaulted in or field may be disabled if staff restriction is set of this room.
    • Time units.
    • Adjust 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. 
  9. Enter your initials (up to 2 characters) in the Prefix field. This may be set as required by your practice.  
  10. View the patient’s reminder information in the Reminders list.  
  11. Modify details specific to this appointment in Notes, if needed.  
  12. Modify or add Appointment items, if using, by entering the item ID or F2 and search/select from the item list
    • Item total(s) 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 the appointment in. 
    • Use of Transfer invoice items to patient visit list now is not recommended. 
  13. Click OK and acknowledge any additional scheduling alerts, as needed. Example: staff not scheduled, staff already scheduled. 

Additional Information

  • Turn off the alert and tracking for number of failed/canceled appointments by going to Controls > Defaults > Practice and Workstation > Alerts
  • To adjust the number of missed appointment alerts for the client, double-click the alert under the Client Alerts tab of the Patient Clipboard and set the number accordingly. 
  • The number of deleted appointments can be measured from the Appointment Audit report. 
  • To delete a checked-in appointment, you must first check out the appointment. 
  • Tip: Use the Tickler File report on a weekly basis to contact clients with missed or canceled appointments to try and reschedule. 
  • Clicking No on the prompt to use appointment information from the Tickler File will retain the appointment details in the Tickler File/report until it is scheduled or manually deleted. 

Related Reports

  • Appointments Audit report


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