This article provides instructions on how to add and edit a calendar event.
- Viewing Calendars & Scheduling
- Scheduling for Un-registered Patients
- Setting Up your Appointment Types
Manually add a new appointment or event to your calendar by clicking on any open time slot when in week or day view.
OR, if the patient requested the appointment via the Patient Portal, then you would accept the request and add it to your calendar by clicking on the date and time shown for the appointment request in the Appointment Requests block on the schedule page. When you accept an appointment request made by the patient, then the appointment type, date and time, and provider are automatically populated based on what the patient requested. Any notes that they added will appear in the appointment description.
Select the Type of appointment from the drop down menu. You can manage your own appointment types under Admin > Manage > Schedule Types.
The appointment type selected will populate some basic information into the Title field. You can edit the title as needed.
Enter Event Details, if desired. These are NOT visible to or sent to the patient - these are internal notes).
Use the This appointment is for search box to search for and select an associated patient.
Once a patient is associated with the event, options pop-up to the right to send an Email Notice, Email Reminder, and SMS Reminder about the appointment to the patient. If the applicable boxes are checked, the Email Notice will be sent as soon as you click +Add New Event, and the Reminder(s) will be sent the specified number of hours before the appointment.
You can set your own desired default
For either the email notice or reminder, edit the subject and message to the patient as needed. Your email will automatically include the date, time, and practice information. To save your default email subject and message (and, for reminders, the number of hours in advance of the appointment to send), check the "Save as default" box at the bottom of the relevant tab(s).
Note: you may also use Chart Parts to create different email templates (e.g., for different types of appointments). Once you have created the desired email Chart Part(s) (via Admin --> Manage --> Chart Parts), insert the message from your template by typing the name or nickname of your email template, then selecting the suggested match to the left.
Note: email notice and reminder will be sent by regular email, not as a secure message via the Patient Portal - do not include Protected Health Information in your message.
Edit the start and end times/dates as needed. You may use the Is recurring checkbox and associated drop down menus to specify a recurring appointment.
Then use the checkbox(es) at the bottom to select which provider(s) the appointment is with. This event will show up in the selected users' calendars.
When finished, click the green +Add New Event button to schedule the event (and send an email notice, if that checkbox was selected).
Clicking on an existing event brings up the Edit/Delete pop-up (which is the same as the Schedule New event pop-up, except that the buttons at the bottom allow you to Edit or Delete the existing entry).
Other keywords: patient appt, patient appointment, schedule appt, schedule appointment