Appointment types

Appointment types

Offering different appointment types will help the practitioners anticipate patient needs, as well as defining a timeline for different appointment objectives.




Create new appointment types

 Appointments > Appointment type setup.

  1. Click add.
  2. Complete the required fields (in pink).
    1. Appointment name.
    2. Appointment ID (abbreviation seen on the appointment scheduler).
    3. Practitioners, click add practitioner, select all practitioners, or specific practitioners.
  3. Assign the time length and select the color of appointment.
  4. Add description and notes if applicable (these can be left blank as well).
  5. Check all optional features.
    1. Auto reserve (spreads the appointment across all columns within the practitioner schedule).
    2. Allow online booking for this appointment type.
    3. Show a warning if there is a duplicate appointment at the same time.
    4. Check off appointment methods available for this specific appointment type.
    5. Set up a minimum number of days between appointments for this type per patient. (Helpful for complete medicals that can only be billed once a year).
    6. Set a maximum per day per practitioner, helps prevent days being filled with complete medicals, allowing for acute episodic appointments as well.
  6. Click save.

To make edits to this appointment type, open ‘appointment types setup’, highlight the appointment type, and make edits as required.


Deleting or end dating appointment types

 If an appointment type has been used, it cannot be deleted, to prevent future use, enter an end date.

Appointments > Appointment type setup.

  1. Highlight the appointment type to remove.
  2. Click delete.
  3. A warning will appear,
    1. If it has been used and cannot be deleted, it will ask to end date instead.
    2. If it has never been used, it will ask if you are sure you wish to delete it for all practitioners.
  4. Select the applicable answer.

    Copy appointment types

     As new practitioners join a clinic, the easiest thing to do is to copy the list of existing appointment types to the new practitioner.

    Appointments > appointment types setup.

    1. Click the ‘copy tab’.

    1. Select the practitioner to copy from using the dropdown.
      1. The list of their available appointments will appear.
      2. Highlight all appointment types to copy.
    2. Select the new practitioner to replicate the appointment types for.
    3. Click save.


    Appointment type color

     On the scheduler, appointments colors will appear as the status color, but the appointment type color is also visible on the left of each appointment.


    This is the default width of the appointment type color, but it can be changed in the program setup.

    Setup > program setup > appointments > scheduler setup.


    Edit the appointment type color width, click apply and ok.


    Appointment warnings – Program setup

     

                1.       Warning for booking a past appointment date.


                2.       Warning when booking a client for the same day they are already booked for, with a different practitioner.

                3.       Warning when booking a client with a future booked appointment.


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