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Enabling and using the scheduling assistant AI agent

⚠️ Important: This is currently a beta feature, available to a few CHR beta users in order to test and provide feedback. It will be available to more users once the beta period is complete.
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The Scheduling Assistant AI agent is a chat-based tool that lets you book, reschedule, and manage appointments in CHR using plain English, just like you're chatting with a colleague. Whether you're on the phone with a patient, working through a task list, or checking a provider's availability, you can ask the agent to handle it, and it'll find the slot, confirm the details with you, and book it.
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Here's what the Scheduling Assistant can do for you:

  • Book appointments with a specific provider or search availability across multiple providers at a location

  • Understand flexible timing like "ASAP," "2 weeks," or "3 months" without needing exact dates

  • Reschedule existing appointments with a simple request like "Can you rebook Kathy for next Friday?"

  • Check schedules for yourself or your colleagues—for example, "What is my schedule for today?" or "Show me Dr. Patel's schedule for tomorrow"

  • Update appointment status on the day of visits, for example, "Please check in Kathy for her appointment"

Steps to enable the AI copilot (to use the Scheduling Assistant Agent)

  1. At the top of the CHR main menu, click your avatar > Profile.

  2. In your Profile, select the AI features tab.

  3. Under Copilot, set the toggle to On. By default, the toggle is set to Off.
    📌 Note: This toggle enables the AI Copilot across the CHR. The scheduling assistant agent is one of the features available through the Copilot.
    💡 Tip: If you're a clinic administrator rolling this out to your team, you can enable the feature for other staff members from the user list.

  4. Once enabled, a purple AI icon (sparkle icon) appears to the right of your CHR window.
    📌 Note: If your clinic is part of the beta, the AI Copilot button inside an encounter works independently of this toggle. Providers will have access to encounter suggestions regardless of this setting.

Using the Scheduling Assistant Agent

  1. Click the purple AI icon (sparkle icon) from anywhere in CHR.
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  2. The AI copilot panel opens to the right side of your screen. It defaults to the General assistant search.
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  3. Type your request in plain English. The agent needs four key pieces of information to book an appointment:

  • Who (patient name)

  • What (appointment type)

  • When (timing or date)

  • With whom (provider name)

📌 Note: If you leave any of these out, the agent will ask follow-up questions until it has the information it needs.have the option to do a General search. To search using different patient criteria, select it from the list.
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4. Before the agent books or reschedules anything, it will show you a summary of the appointment details. Review the agent's response and pick a day and time.

📌 Note: The agent follows the provider’s pre-configured schedule settings and availability rules, including settings for double or triple bookings.

5. The Confirm Notifications window opens. Select or change the preferred notification method (e.g., email, SMS, phone call, or a combination).
📌 Note: Click Skip if you do not want to send a notification.

6. To reschedule an existing appointment, open the Copilot tab and type your request (e.g., "Can you rebook Kathy to next Friday?").

7. To change the appointment status, open the Copilot tab and type your request (e.g., "Mark Jennifer Lee as checked in for their 2pm appointment"), and the agent will confirm the update.

Updated September 25, 2026
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