Appointments & Scheduling

Book appointments, manage provider schedules, and send automatic reminders.

Available on Professional and Premium plans

Overview

The appointment system provides comprehensive scheduling with calendar views, provider availability management, magic link booking for patients, and automatic email/SMS reminders.

Calendar Views

View appointments in the format that works best for your workflow:

Day View

Vertical timeline from 7 AM to 8 PM showing appointments chronologically with a current time indicator.

Week View

7-column grid (Monday-Sunday) with hourly timeline showing all appointments for the week.

Month View

Traditional calendar grid showing appointment counts per day. Click a day to see details.

List View

Card-based layout for quick scanning of upcoming appointments with patient details.

Booking an Appointment

Required Information

  1. Select Patient - Search by name, email, or MRN
  2. Select Provider - Choose from available doctors/nurses
  3. Select Appointment Type - Determines the duration
  4. Select Date - Must be today or future date
  5. Select Time Slot - Available slots based on provider schedule
  6. Chief Complaint (optional) - Reason for visit
  7. Internal Notes (optional) - Staff-only notes

Smart Slot Availability

Available time slots are automatically calculated based on the provider's weekly schedule, existing appointments, and any schedule overrides (vacations, meetings, etc.).

Appointment Status Workflow

Appointments progress through a defined workflow:

Scheduled→Initial state when booked
Confirmed→Patient has confirmed attendance
Checked In→Patient has arrived
In Progress→Provider is with patient
Completed→Appointment finished

Appointments can also be marked as Cancelled or No Show at any point before completion.

Managing Provider Schedules

Weekly Schedule Setup

Providers can configure their recurring weekly availability:

  1. Go to Appointments > Settings > Schedule
  2. Click time blocks on the grid to enable/disable availability
  3. Green blocks indicate available times
  4. Click "Save Schedule" to apply changes

Schedule Overrides

Block specific dates for vacations, meetings, or holidays:

  1. Go to Appointments > Settings > Schedule > Overrides
  2. Click "Add Override"
  3. Select start and end date/time
  4. Choose override type (Vacation, Holiday, Meeting, Personal, Blocked)
  5. Add an optional reason
  6. Click "Save"

Existing Appointments

Adding an override does NOT automatically cancel existing appointments during that time. You'll need to manually reschedule any conflicting appointments.

Appointment Types

Configure the types of appointments your practice offers:

Standard Types (Pre-configured)

  • • Initial Consultation (30 min)
  • • Follow-up Visit (20 min)
  • • Procedure (60 min)
  • • Telephone Consultation (15 min)

Standard types can be disabled but not deleted.

Creating Custom Types

  1. Go to Settings > Appointments
  2. Click "Add Appointment Type"
  3. Enter name, description, and duration (5-480 minutes)
  4. Choose a color for calendar display
  5. Click "Save"

Patient Scheduling Links

Send patients a magic link to book their own appointments without logging in:

Creating a Scheduling Link

  1. Select a patient (optional - leave blank for new patients)
  2. Enter patient's email or phone number
  3. Set link expiration (1-7 days)
  4. Optionally restrict to specific appointment types
  5. Send via email or SMS, or copy link manually

Patient Booking Experience

  1. Patient clicks the link
  2. If new patient: enters name, phone, and DOB
  3. Selects provider and appointment type
  4. Picks date and available time slot
  5. Confirms booking
  6. Receives confirmation with appointment details

Automatic Reminders

Patients automatically receive appointment reminders:

24 Hours Before

First reminder sent the day before the appointment

1 Hour Before

Final reminder sent shortly before the appointment

Reminders include the appointment date/time, provider name, and contact information for rescheduling. If an appointment is rescheduled, reminders are automatically updated to reflect the new time.

Filtering Appointments

The appointment dashboard supports filtering to find appointments quickly:

  • By Provider - Admin/front desk can filter by specific provider or view all
  • By Status - Filter by scheduled, confirmed, checked in, etc.
  • By Date - Navigate to specific days, weeks, or months

Note: Providers only see their own appointments. Admin and front desk staff can view all providers.

Dashboard Statistics

The appointments dashboard displays today's quick stats:

—
Total Today
—
Checked In
—
In Progress
—
Completed