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Schedule an Appointment

Animated walkthrough of scheduling an appointment in WithinEHR

Scheduling an appointment lets you quickly fill your calendar while WithinEHR automatically handles notifications, availability rules, and team routing in the background.

Before You Start​

  • Confirm the client has a profile, or be ready to create one during scheduling.
  • Verify that practice operational hours and provider availability are set so only valid time slots appear.

Steps to Schedule an Appointment​

  1. Navigate to the Schedule tab to open your calendar.
  2. Initiate — click Create and select Appointment, or click directly on an open time slot.
  3. Choose appointment type — select Individual, Couple, or Group.
  4. Select client — choose the correct client from the list. If this is a new client, click Add New Patient to create their profile first.
  5. Select service — choose the service (e.g., New Patient Intake or Follow-up Visit). This automatically sets the default duration and billing configuration.
  6. Duration — review the auto-populated duration and adjust if needed.
  7. Location — confirm or select the visit location (e.g., Main Clinic, Satellite Office, Telehealth).
  8. Assign clinician — assign a clinician so the appointment appears on the correct calendar.
  9. Reason for visit — add a brief note (e.g., "Left knee pain – 3 weeks").
  10. Review — double-check the client name, date, time, duration, location, and clinician.
  11. Confirm — click Create Appointment or Save to finalize the booking.

Tips and Best Practices​

  • Use clear, concise reasons for visit to help clinicians prepare quickly before the session.
  • Rely on service presets for consistent durations and billing codes, and only adjust when clinically necessary.