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Appointments and Calendar Event Types

WithinEHR supports two types of calendar entries: appointments for client sessions and events for internal activities. Using both correctly keeps your schedule, documentation, and revenue reports in sync.

Creating a New Event​

Events block time on the calendar for anything that is not a client session — staff meetings, admin time, training, or personal appointments. This keeps internal operations organized without cluttering your clinical schedule or affecting client records.

Creating a new calendar event in WithinEHR

Steps to Create a New Event​

  1. Go to the Schedule or Calendar tab.
  2. Click Create and choose Event, or click directly on an open time slot and select Event.
  3. Enter a clear title (e.g., "Team Meeting," "Admin Time," "Training").
  4. Set the start and end time, or check All Day if this blocks the entire day.
  5. Set a recurrence pattern if this happens regularly.
  6. Select the staff members who should be blocked by this event.
  7. Click Save Event to add it to the calendar.

Tips​

  • Use recurring events for regular admin blocks, supervision, or team huddles so those times stay protected without extra clicks.
  • Give events clear, consistent names so staff can understand at a glance why a time slot is unavailable.

Creating an Appointment​

Creating a new appointment in WithinEHR

Each appointment ties together the client, service, time, and clinician — keeping your schedule, documentation, and revenue reports all in sync.

Steps to Create an Appointment​

  1. Go to the Schedule or Calendar tab.
  2. Click Create and select Appointment, or click directly on an open time slot.
  3. Choose appointment type — Individual, Couple, or Group.
  4. Select client — search for and select the correct client. If new, use Add New Patient to create their profile first.
  5. Select service — choose the service (e.g., New Patient Intake or Follow-up Visit). This sets the default duration and billing configuration.
  6. Duration — review and adjust if needed.
  7. Location — confirm or select the visit location (In-office, Telehealth, or a specific clinic site).
  8. Assign clinician — assign the clinician who will see the client.
  9. Reason for visit — add a brief note for clinical context.
  10. Review — double-check all details before saving.
  11. Confirm — click Create Appointment or Save.

Tips​

  • Use consistent naming for services and reasons for visit so reports and analytics clearly show how different appointment types are used.
  • Save common visit types as reusable services with preset durations and billing codes to speed up scheduling.