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Appointments and Calendar Event Types

Understand the different types of events you can create in your calendar.

Creating a new event​

The ability to quickly create different types of appointments (e.g., Individual, couple, groups) is crucial for accurate billing and reporting. It helps you categorize your time and provides clear metrics on service usage and revenue.

appointment calendar

The “New Event” feature allows your clinical practice to schedule, track, and communicate internal activities and resource needs that are not direct client appointments. This function ensures smooth internal operations without impacting the core clinical schedule.

Steps to create a new event​

  1. Navigate: Go to "Schedule" tab.
  2. Initiate: Click "Create " and select “Event” or click a time slot.
  3. Event Type & Title: Input a clear title.
  4. Date and Time: Set start and end times. Use "All Day" for full-day events.
  5. Recurrence: Set pattern (daily, weekly, monthly) and end date if recurring.
  6. Assign Staff: Select staff members to block off or notify
  7. Review: Confirm time, staff, and resources.
  8. Save: Click "Save Event." Time slot will be blocked on calendars.

Creating an Appointment​

Create a standard appointment with a client.

new event

Steps to creating an Appointment:​

  1. Navigate: Click "Schedule" tab.
  2. Initiate: Click "Create " and select “Appointment” or click a time slot.
  3. Select the different type of appointment to be created (e.g., ‘Individual”, “Couple”, “Group”).
  4. Select Client: Choose the correct client. If new, create their profile first using "Add New Patient” button
  5. Appointment Type: Select service (e.g., "New Patient Intake," "Follow-up Visit"). This sets duration and billing code.
  6. Duration: Verify auto-populated duration. Adjust if needed.
  7. Location: Confirm or select visit location.
  8. Assign Clinician: The practice assigns a clinician to the client to ensure free communication within the practice and their clients
  9. Reason for Visit: Document briefly (e.g., "Left knee pain - 3 weeks".
  10. Review: Check Client Name, Date/Time, and Clinician.
  11. Confirm: Click "Create Appointment" or "Save".

Availability​

Set availability blocks to indicate when you're available.

create new appointment

The Manage Clinician Availability feature is the core control center for defining when, where, and how a clinician is available to see clients. This function moves scheduling beyond simple time-blocking by applying structured rules to maximize efficiency and optimize resource use.

Accurately setting your availability is necessary to ensure you are only booked when you are truly able to work. This prevents scheduling conflicts, protects your personal time, and defines the precise windows during which clients can book services

Steps to update a clinician's availability:​

  1. Navigate: Click "Schedule" tab.
  2. Initiate: Click "Create " and select “Availability”.
  3. Select the Clinician's Calendar (e.g., Dr. Smith).
  4. Select the “Location”.
  5. Add Recurring Schedule: Set weekly working hours.
  6. Confirm: Click "Save Availability".

Out of Office​

availability

Mark periods when you're unavailable.