You can set up or manage your available appointment types under Admin - Manage - Schedule Types. For newer practices, modifications made to this list will be reflected in the list of appointments that you can schedule when you add an appointment to the calendar AND the list that is available for setting up your in-office schedules, which patients would then see when requesting an appointment via the Patient Portal. Older practices that have not yet been updated to fully client-managed appointment types can use this list to modify the appointments that are available for setting up in-office schedules, which patients will see when requesting an appointment via the Patient Portal, but modifications to the list of appointment types shown in the Appointment Type drop down menu when adding an appointment to the EMR calendar will have to be requested from MD HQ.
To add a new appointment type, click on the green +Add New Schedule Type button at the top of the Admin - Manage - Schedule Types window.
Add an Appointment Type (Name shown in the calendar in the EMR), and Appointment Name on Portal. These may be identical, and either or both may include additional information (such as duration, price, location, or any other information that you want staff or patients to be able to see at a glance when setting up or requesting the appointment.
The default length of appointment will be the number of minutes that the appointment will block off in the calendar, which can be manually changed by staff when adding the appointment.
- TIP: To add a buffer between appointments, you can make the default length of appointment longer than the actual appointment by the desired buffer period, then let us know to hide the appointment end time on the Patient Portal.
Color – each appointment type must have a unique color within the system. Clicking the color button will bring up a color choice pop-up where you can choose a color using the browsers color picker.
Designate Providers who use this appointment Type, which will affect what appointments are shown on the Patient Portal when a patient selects to request an appointment with a particular provider, but does not limit what can be scheduled for which provider by staff working within the EMR. You may select multiple by holding down the Ctrl key.
Check the box to Allow Pts to Schedule on Portal if patients should be able to request this type of appointment via the Patient Portal.
Designate the Sort Order using the field provided. Appointments will appear in the calendar Appointment Type drop down menu, and available appointment types will appear on the Patient Portal in numeric order. Appointments with the lowest Sort Order numbers will appear at the top of the list.
You may add a Description of appointment type, if desired, for purely internal/administrative purposes, and a message that patients will see when selecting this appointment on the Patient Portal, if desired.
Click the green +Add Schedule Type Entry button to create the appointment type.
Adding Default Reminder and Notification Settings to Schedule Types
Reminder and Notification messages can be set as a default for each Schedule Type by selecting [Hidden] - click to manage] under Reminder and Notification Settings.
Add the message patients will receive when a notice of a new appointment is schedule or a reminder for that appointment is sent.
*The three lines in the lower right corner of the text field hand be clicked and dragged out to make the text field larger.
Selecting Add/Edit Schedule Type Entry will save the default message.