Edit Appointment Details

Sometimes you must make changes to appointments that include editing appointment details.

You can edit appointment details from the Scheduler > Active, Pending, Weekly, or Availability tab and the Appointment Lists window > Appointments or Wait List tab.

Important: Only use the Availability tab if working in Availability mode.

To edit appointment details:

  1. Open the Scheduler module.

  2. Locate the appointment.

    1. Click the Active tab.

    2. Use the navigation bar to search for the appointment you want to edit.

    1. Click the Weekly tab.

    2. Use the navigation bar to search for the appointment you want to edit.

    1. Click the Pending tab.

    2. Search for the appointment you want to edit.

    1. Click the Availability tab.

    2. Click the Select Patient () icon to display the Select Patient window and select a patient.

    3. From the Active sub-tab, review the listed appointments for the appointment you want to edit.

    1. Click the Lists () icon to display the Appointment Lists window.

    2. Click the Appointments or Wait List tab.

    3. Search for the active or waitlisted appointment.

  3. Right-click the appointment and select Edit to display the Edit Appointment window.

    4. Tip: You can also double-click the appointment to display the window.

  4. Modify the fields as necessary and click Accept.

  5. To perform another task, complete any of the following:

    6. Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced.

    1. Click Confirm to confirm the appointment and change the text from NOT CONFIRMED to CONFIRMED.

      2. The appointment text also displays in blue in the Scheduler to indicate that the appointment is confirmed.

    If a primary provider has additional assistants/providers attending the appointment, you can assign them to the appointment. This prevents them from being booked into appointments at the same time but does not book them into a chair.

    Tip: This is useful in clinics when there is one treating provider and multiple observing providers.

    1. Click Add’l Providers to display the Appointment Additional Providers window and select any additional providers beyond the primary and secondary that will be part of the appointment.

    2. To add a provider, search for and select a listed provider and click the > button to move it to the Selected Providers pane.

      3. Tip: To remove a provider, select a listed provider and click the < button.

    3. Click OK.

      4. In the Scheduler > Active tab, the additional providers/assistants have horizontal lines display down the left side of the appointment block and they are indicated in the appointment with a + icon.

    1. Click Tx. Plan… to display the Appointment Treatmentswindow and select planned treatment(s) for the appointment.

      2. Planned treatments for the patient display in the left pane and appointed treatments that have been assigned to an appointment display in the right pane.

      Note: Only approved planned treatments display.

      Tip: If you want to display all planned treatments, deselect the Hide Inactive Treatments checkbox.

    1. Click Recalls… to display the Patient Recalls window and select a recall.

    Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced. It is only enabled if the appointment is active or signed in and scheduled for today.

    1. Click Pt Check in to indicate that the patient has been checked into the clinic.

      2. The patient’s name displays in red text to indicate they are checked in to a clinic.

    Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced.

    1. Click Pt Check out to check out the patient and close the Edit Appointment window.

      2. The patient is checked out of the Patients module and their name displays in the Scheduler in gray text to indicate they are checked out of their appointment.

    Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced. It is only enabled if the appointment is checked in.

    Important: Just as you can select patients for use only in the Scheduler, you can also check out patients only in the Scheduler. This is referred to as checking out the appointment. If you check out an appointment, the patient remains checked in in the Patients module.

    1. Click Check out to check out the appointment and close the Edit Appointment window.

      2. The patient’s name displays in the Scheduler in gray text to indicate their appointment has been checked out, but they remain displayed in red in the Patients module to indicate they are still checked in.

    Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced. It is only enabled if the appointment is active or signed in.

    1. Click Reschedule to display as a yellow floating appointment and drag to an open spot in the schedule.

    Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced. It is enabled if the appointment is active, signed in, checked in, or checked out.

    1. Click Failed to display the Failed Appointment window.

    2. Complete the fields as necessary and click OK.

    3. Select an option from the Reason drop-down list.

    4. (Optional) If the reason the appointment failed should have no charges, select the No Charge checkbox.

    5. Click OK.

    Note: This button only displays if the Scheduler Options window > Appt Entry Window field is set to Advanced. It is enabled if the appointment is active, signed in, checked in, or checked out.

    1. Click Cancelled to display the Cancellation window.

    2. Complete the fields as necessary and click OK.

    3. Select an option from the Reason drop-down list.

    4. (Optional) If the reason the appointment was cancelled should have no charges, select the No Charge checkbox.

    5. Click OK.

    1. Click Notes... to display the Appointment Notes window.

      • To add a note, enter the note text and click the Add a new Record () icon.

      • To delete a note, select a listed note and click the Delete Record () icon.

    1. Click Pt. Times… to display the Patient Appointment Times window.

    2. Review and edit the appointment times such as sign in, check in, seated, and check out as necessary.

    3. Click OK.