🎞️ View video tutorial: Booking appointments for current patients
🎞️ View video tutorial: Booking appointments for new patients
You can book physical in-office appointments and virtual appointments.
1. From the main menu, click Schedules.
2. Click the time on the schedule to book the appointment. If you are viewing multiple providers' schedules, or are in week view, ensure you click on the time in the appropriate column for the correct provider or day of the week.
The appointment booking window opens.
3. Complete the appointment details:
Type of visit
By default, appointments are booked as Physical Visit. Select the Virtual Visit tab if this appointment will be conducted virtually via video. Virtual visits appear with a camera icon on the schedule.
💡 Tip: If you are booking a phone visit, select Physical Visit, since the workflow for a virtual visit is more complex than is necessary for a phone visit.
Select to adjust the date, start time or duration of the appointment.
If your office has multiple locations, select the location the appointment will be at, if it is not the Default location.
Click to open the window to search for a patient. Type part of the surname or first name to see a list of matches and then select the patient from the list.
For more information, see Searching for patients.
If there is a note recorded on the patient's chart and it is marked as important, the note appears after selecting the patient name. See Adding pop-up notes to patient charts for more information.
💡 Tip: Hover your cursor over the patient demographics to see their cell phone number, email address, primary practitioner, and referring practitioner. If you need to make any changes to their demographics, click the Quick View button.
💡 Tip: If the patient does not yet exist in your system, you can add them at this time. In the search window, click the new patient icon in the top right corner. See Adding a patient for more information.
Change the provider the appointment is booked with, if necessary.
Click and begin typing to search for an appointment type, or select one from the list.
All configured appointment types appear in the list.
📌 Note: if an appointment type is greyed out, this means this type of appointment is not offered at this time. However, you can still select it. (See Standard scheduling settings for more information on assigning what types of appointments are offered at what times).
Any pre-visit Qnaires that are linked to the appointment type will automatically be added to any communication with the patient (e.g. appointment confirmation and reminders). See Managing pre-visit Qnaires for an appointment for more information.
The default appointment status for the selected appointment type is displayed. Change it, if necessary.
For more see Tracking the status of an appointment.
If you have appointment tags configured (see Appointment tags), select any tag to add it to the appointment. For example, to indicate that a patient is often late or a no show. You can select multiple tags.
The appointment tag short name and colour are visible on the schedule.
Select the reason for the visit from the list. (See Creating presenting issues for information on adding issues to this list).
Any pre-visit Qnaires that are linked to a specific presenting issue will automatically be added to any communication with the patient (e.g. appointment confirmation and reminders). For more information, see Managing pre-visit Qnaires for an appointment.
If an encounter template is linked to the presenting issue, that template will automatically open when the provider starts the encounter from the appointment.
Optionally add a note that applies to this specific appointment. For example, if there are forms ready for the patient to pick up, or that the appointment should not be cancelled. The note is visible on the appointment on the schedule.
4. Click Save when you are finished.
📌 Note: If there is another appointment already booked in the timeslot, or the appointment overlaps with another, a warning appears. If you intended to book multiple patients in one timeslot, click Skip to continue booking the appointment. Otherwise, click Close and adjust the time of the appointment.
5. The Confirm Notifications window appears, where you can choose to send an appointment notification to the patient via text or email. The default notification method set in the patient's demographics is automatically selected. Change it, if necessary. Before sending the notification, confirm with the patient that you have the current email and/or cell phone number.
💡 Tip: To customize the text of the notification, click the gear icon.
Click Send to send the appointment notification, or Skip if you do not want to send a notification to the patient.
The appointment appears on the schedule.
💡 Tip: You can also do the following actions for an appointment:
Updated December 24, 2021