Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

Scheduling and Managing Appointments

The calendar is the heart of your clinic's daily operations. This guide will walk you through the key processes for scheduling: setting up provider availability (an administrative task) and then booking, managing, and deleting patient appointments (a daily task for front office staff).

Part 1: Setting Up Provider Availability (An Admin Task)

Before you can book any patient appointments, you must first define when your providers are available. This creates the template of working hours on the calendar.

  1. Navigate to the Calendar: The calendar is the default home screen.

  2. Select the Provider: On the left side of the calendar, click on the name of the provider whose schedule you want to set up.

  3. Click an Empty Time Slot: Click on the starting time for the provider's shift (e.g., 9:00 AM on a Monday). An "Add Event" window will pop up.

  4. Switch to the Provider Tab: At the top of the pop-up window, click the Provider tab. This tells the system you are blocking out the provider's time, not booking a patient.

  5. Define the Schedule:

    • Category: Select "In Office" or a similar category that defines working hours.

    • Repeats: Set how often this schedule repeats (e.g., "every" "week").

    • Days of Week: Check the boxes for the days this schedule applies to (e.g., Mo, Tu, We, Th, Fr).

    • Until Date: Set an end date for this repeating schedule.

  6. Save the Schedule: Click Save. The provider's availability will now appear as a colored block on the calendar for the days and times you defined.

Part 2: Scheduling a Patient Appointment (A Daily Task)

Once a provider's schedule is set, you can book patient appointments within their available hours.

  1. Navigate to the Calendar: Go to the main calendar view.

  2. Find an Open Slot: Locate an open time slot within a provider's colored availability block.

  3. Click to Add Event: Click on the desired appointment time. The "Add Event" window will appear, defaulting to the Patient tab.

  4. Find the Patient: In the "Patient" field, start typing the patient's name. A list will appear. Select the correct patient.

  5. Select a Category: Choose the correct appointment type from the Category dropdown (e.g., "New Patient," "Follow-up"). The duration will be set automatically based on this category.

  6. Confirm Details: Verify the date, time, and provider are correct. Add any relevant comments if needed.

  7. Save the Appointment: Click Save. The appointment will now appear on the calendar in the patient's name.

Part 3: Managing Existing Appointments

Once an appointment is booked, you may need to make changes, check the patient in, or delete it. To do this, you need to open the "Edit Event" window.

Important: To edit an appointment, click on the appointment time, not the patient's name. Clicking the patient's name will take you to their dashboard.

Deleting an Appointment

  1. Click on the Appointment Time: Find the appointment on the calendar and click on the time displayed next to the patient's name.

  2. Open the Edit Window: The "Edit Event" window will pop up with the appointment details.

  3. Delete the Event: Click the Delete button at the bottom of the window.

  4. Confirm Deletion: A confirmation pop-up will appear. Click OK to permanently delete the appointment.