To prevent Users from creating Appointments in the same slot, the System displays this message: Warning? User XXX is also editing this slot.

Add an Appointment to the Calendar

1. Select the time slot for your Appointment or use the Search tab to find available Appointments.

2. The Date, Time, Facility and Resource default from the column and slot chosen on the Calendar.

• The Facility and Resource can be changed on-the-fly.
• The Date and Time are grayed out and cannot be changed on this screen.

• If the Date and Time need to be changed, exit this screen and choose the appropriate Slot.

3. In the Patient field, select the Lookup icon, double click, or use the Home key on your keyboard to lookup the Patient.
4. Select the Patient ID link.

• If the Patient is not found, select the Register Patient button to create a new Patient.

5. Choose an Appointment Type.
6. Duration will default to the time entered in setup but can be changed.

7. Case: From the dropdown list, select an existing Case or Add New. This feature allows the user to affiliate specific insurances, accidents, Injuries, and other details with this appointment. If the Case is marked as Default, it will auto populate here and during Encounter (Charge) entry.
8. Authorization: Defaults to the authorization on the Case chosen. An Authorization can also be added without a case for One-Time Authorizations.
9. Referring: Add a Referring Provider using Lookup magnifying glass to the Referring Provider Library. (Optional)
10. Referral Reason: (Optional)
11. Reason: Enter the Reason for the Appointment
12. Note: (Optional)
13. Recurring: Select the checkbox to access the Recurring Appointment options.
14. To Wait List: Select the checkbox to access the Wait List options.
15. Save:

• Select Save (F2) to go back to the Calendar screen.
• Select Save/Manage to keep the Patient's Appointment screen open.

• Keeping the Patient's Appointment screen open allows you to use some of the other functions before going back to the Calendar, such as, check Eligibility.

Recurring Appointments

1. Select the Recurring checkbox on the Add/Modify Appointment screen.

2. Choose the Recurrence Options. Depending on the one you select, the fields below will change.
3. Choose the Days of the Week if applicable.
4. Choose the number of Appointments or an End by Date.
5. Select Save [F2].

Appointment Screen Details

Right Side of the Add Appointment Screen

1. Patient Demographics
2. Modify Icon: Update Demographics and Insurance.
3. Refresh Icon: Refresh your screen if changes have been made.
4. Insurance Information

• Only the Default Profile Insurance shows on the Appointment screen.
• Active Insurance Profiles do not show.

• Use the Modify icon to navigate to the Patient Dashboard to change the Active Profile to Default.

5. Balance and Payment Information

• Patient, Insurance, and Collection balances
• Last Payment, Paid Amount, and Dunning Count

6. Displays the Previous/Next Appointment.

Links on the Top Right of the Add Appointment Screen

• Block Time: Changes the appointment to a Block Appointment.
• Reschedule Queue: Link to add a patient from the Reschedule Queue.
• From Wait List: Use to choose a patient from the Wait List.

Authorization Countdown Panel

Example of the Eligibility Countdown panel.

The Appointment Reason does not Display in the Appointment Slot

The Slots on the Calendar do not have enough space to show the Appointment Reason.

• If you want the Appointment Reason to show in the Slot, you will need to remove other items.

• The best way to see the Appointment Reason is by hovering over the Appointment on the Calendar.

Duplicate Appointment Validation

If you make a second Appointment on the same day, a Validation Warning will display when the screen is saved.

• Select the X on the upper right to leave the screen without making the duplicate Appointment.
• Select Save & Continue to make the Appointment anyway.

• Example: The Patient has an Appointment with the Physical Therapist and an Appointment with the Occupational Therapist on the same day.

• Select Save & Continue for this use case.

Learn More

Patient Appointment Panel on the Patient Dashboard

Add a New Appointment during Check-Out

Patient Search Permissions by User/Resource

Eligibility Display on the Calendar

Scheduling/Calendar FAQs