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Schedule an appointment

schedule appointment

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

Overview​

Use the Schedule tab whenever you want to book a new visit, whether it is a first-time intake, a follow-up, or a group session. The appointment form pulls in service details, duration, and billing settings so you can move from inquiry to confirmed booking in a few clicks.

Before you start​

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

Steps to schedule an appointment​

  1. Navigate: Go 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 the type of appointment you want to create (for example, 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. Appointment type / service: Select the service, such as New Patient Intake or Follow‑up Visit. This automatically sets the default duration and billing configuration tied to that service.
  6. Duration: Review the auto-populated duration and adjust it if you need a shorter or longer session.
  7. Location: Confirm or select the visit location (for example, Main Clinic, Satellite Office, Telehealth).
  8. Assign clinician: Assign a clinician so the appointment appears on the correct calendar and secure communication is enabled between the provider and the client.
  9. Reason for visit: Add a brief note describing the reason for the visit (for example, “Left knee pain – 3 weeks”).
  10. Review: Double-check the client name, date, time, duration, location, and clinician to make sure everything is accurate.
  11. Confirm: Click Create Appointment or Save to finalize the booking and trigger any associated reminders or notifications configured for your practice.

Tips and best practices​

  • Use clear, concise reasons for visit to help clinicians prepare quickly before the session.
  • If you frequently book the same type of visit, rely on service presets for consistent durations and billing codes, and only adjust when clinically necessary.