This article explains how to book an appointment, create a new patient directly from the appointment window, and add appointment details such as complaints, insurance information, and internal notes.
Permissions
- User Type with access to scheduling and patients
Booking an Appointment
Step 1: Open the Schedule
- Click the Calendar icon
- Navigate to the date you want to book the appointment on
- Click the desired appointment start time under the relevant provider
The Appointment window will open
Step 2: Select the Patient
In the Patient field, begin typing the patient's name.
Existing Patients
- Search for the patient by name
- Select the patient from the dropdown list
New Patients
If no matching patient is found:
- Click the dropdown arrow beside No Matches
- Select New
- Enter the patient's:
- Name
- Phone Number
- Email Address
| Tip: Adding an email address during booking allows you to invite the patient to the Patient Portal, send appointment notifications, and share intake forms before their visit. |
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Click Save to create the patient and continue booking the appointment
Step 3: Add Products & Services
- Navigate to the Products & Services section
- Enter the Item # or begin typing the service name
- Select the appropriate service from the dropdown list
Step 4: Complete Appointment Details
After selecting the patient and service, you can add additional information to the appointment:
- Complaints
- Insurance
- Reason
- Memo
Learn about each Appointment field
Practitioner |
Automatically defaults to the practitioner column selected in the Scheduler. Additional practitioners can be added or the practitioner can be changed as needed. |
Patient |
Search for an existing patient by first or last name. New patients can be created directly from the appointment window. |
Complaints |
Create a new complaint or select an existing complaint to associate with the appointment. |
Insurance |
Select an insurance plan that has been added to the patient's profile. |
Reason |
A short description displayed on the appointment, such as Knee Injury or Consent Form Required. |
| Date/Time | Automatically populates based on the selected service but can be edited manually. |
| Duration | Defaults to the service duration. Can be manually edited. |
| Recurring | Use this option to create a recurring series of appointments. |
| Schedule Type | Automatically populates a Schedule Type that has been configured in Settings and assigned to the practitioner. |
| Clinic | For multi-clinic organizations, the patient's default clinic is automatically selected. |
| Memo | Add internal notes related to the appointment. Will not appear on the appointment block. |
| Patient Reminder | Defaults to the reminder preference set in the patient's profile and can be modified for the individual appointment. |
US Clinics Only
For clinics using US billing workflows, complete the following additional fields after selecting the patient and service:
- Place of Service
- Modifiers
- ICD Code
Step 5: Save the Appointment
Once all required information has been entered, click Save to create the appointment
Result
The appointment is added to the Scheduler and linked to the selected patient and service.
Avoid Common Issues
- Ensure a Product or Service is selected before saving the appointment.
- Confirm the appointment date, time, and practitioner before booking.
- Verify patient contact information when creating a new patient.
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