In this article you will learn how to:
- Understand the color-coding of appointment statuses
- Confirm appointments
- Cancel appointments
- Check patients in and out
- Mark an appointment as no-show
- Use appointment IDs
- Understand the automated communications for appointments
Appointment Status Color Coding
An appointment can have any of the following statuses:
Each of the statuses has a specific color code for visual interpretation on the calendar:
-
Scheduled - orange
-
Confirmed - blue
-
Cancelled - black
-
Checked in - violet
-
Checked out - green
-
No show - grey
Color coding helps navigate the calendar more easily by highlighting the appointment status.
If two appointments are scheduled for the same time, they will display within the same time slot in the shared column.
You can also see additional icons on the appointment tiles:
- stands for a virtual appointment via video
- stands for an appointment on the phone
You can read more about appointment statuses in the following Help Center article:
Confirm Appointments
A patient can confirm an appointment from the appointment confirmation email or staff can make the change manually.
To make the change manually, click on the appointment then click the Confirm Appointment button.
If you confirmed the appointment by mistake, you can undo the confirmation by going to More Actions and selecting Undo Confirm.
From the appointment window you can also do the following:
-
Check the Audit Log
- Add Bill
- Start New Encounter
- Add Rendered Service
Cancel Appointments
To cancel an appointment, click on the appointment tile, go to More Actions, and then click Cancel.
You will be asked to select the reason for canceling the appointment from the drop-down menu.
Possible reasons are:
- Appointment scheduled by mistake
- Duplicate appointment
- No reason provided
- Other
- Patient can not make this time and will reschedule
- Patient not available
- Patient was unsatisfied with last appointment
- Practitioner not available
If you clicked Cancel by mistake, you can discard your changes by clicking No, Don't Cancel.
If you want to proceed with the cancellation, you can select the checkbox to inform the patient about the appointment cancellation if preferred and then click Yes, Cancel.
Once the appointment is cancelled, its status will be changed in the calendar.
Check Patients In and Out
If the status of an appointment is confirmed, click on the appointment tile and then Check-in.
If the status of an appointment is scheduled and you want to check the patient in, click on the appointment tile, go to More Actions and then click Check-in.
Once the patient is checked in, the status of the appointment will change and will be visible on the calendar.
If you checked a patient in by mistake, you can undo the check-in via More Actions -> Undo Check-in.
To check a patient out, click on the appointment tile, go to More Actions and click Check-out.
The status of the appointment will change and will be visible in the calendar.
Mark an Appointment as No Show
To mark an appointment as No Show click on the appointment tile, go to More Actions and select No Show.
The status of the appointment will be changed and visible on the calendar.
Appointment IDs
Each appointment automatically receives an appointment ID, which can be also seen later in Appointments tab.
Automated Communications for Appointments
If the appointment was not confirmed by the patient and the appointment status is "Not Confirmed", two days prior to the appointment an appointment reminder email will be sent to the patient.