Appointment Types [Settings]

This section of Scheduler settings allows you to create a list of custom Appointment Types to use when scheduling patients. Appointment types allow you to automatically include Consent and Evaluation Forms within the appointment. 

Appointment types configured in the Scheduler can be linked to Queues. When patients check in using the Kiosk, they are automatically checked into the corresponding queue based on their scheduled appointment type. Click here to learn more about Queue settings. 

Migrate Legacy Appointment Types

The Appointment Types in your legacy Calendar will not automatically transfer to the new Scheduler view and must be mapped manually. Check out our guide on Appointment Migration for more information and detailed instructions. 

Default Appointment Types 

The following Appointment Types are automatically included in your Scheduler and are available for all locations.  

Appointment Type Name	Appointment Duration
Biopsychosocial Assessment	60 min
Case Management	30 min
Consultation	30 min
Doctor’s Visit	15 min
Family Session	60 min
History and Physical Evaluation	60 min
Individual Session	60 min
Intake	30 min
Medical Appointment	30 min
Psychiatric Appointment	60 min

Add New Appointment Type

Let’s review how to add a new Appointment Type.  

1. To begin, click on your initials and then click Settings. 
   
2. Then click the Scheduler tab.

3. Next, select Appointment Types.
4. From there, click on the + Add button.
5. The New Appointment Type card appears on the left side of the screen. Each required field is marked with a red asterisk (*).
   1. Name (Required): The name entered here will appear in the Appointment Type drop-down when scheduling an appointment and when filtering the Scheduler.
   2. Location (Required): If you have a single instance, the Location field will automatically populate. If you have a master instance, use the drop-down list to select which location(s) can use this appointment type when scheduling an appointment. Unselected locations will not see this Appointment Type.
   3. Color (Required): Enter a hex code or click on the square to manually assign a color to the appointment type. The selected color will appear as both the colored left sidebar and the tile/card color when this appointment type is used, allowing you to identify appointment types on the Scheduler calendar at a glance.
       
   4. Duration (Required): Set the appointment length in hours or minutes. Whatever time you set here will automatically populate when you select this appointment type in Scheduler.
   5. Enabled: Leave this switch on if you want to use this appointment type. We cover disabling Appointment Types in the Disable/Delete Appointment Type section below
   6. Template: Once a location is selected, you can link consent and evaluation forms to the appointment type. Use the Search field to find the desired Consent and Evaluation forms and check the boxes next to the forms to include them. The selected forms will appear as Documents links on the appointment card where they can be added and edited directly from the Scheduler.  
      • Important for Master Instances: You will be able to see and add all enabled consent and evaluation forms in your instance regardless of the location(s) selected in the appointment type.
      • Important for Single Instances: All forms will be available regardless of the location(s) selected due to how single instances are configured.
   7. Description: Include a description of this visit. This description is only visible on the Appointment Type Settings tab and is primarily used for your reference.
6. Click Save to create the Appointment Type.   

Copy an Appointment Type 

You can copy an existing appointment type and use it as a template to create new appointment types. This approach is helpful if you want to customize the types of forms available by Location or run the appointment for a different duration.  

1. Hover over the Appointment Type and click the Copy icon.
2. The Edit Appointment Type screen appears pre-filled with the original details. You can make updates to any of the existing information and save.  

Edit an Appointment Type 

In addition to creating and copying appointment types, you can make changes to existing Appointment Types.  

1. Hover over the Appointment Type and click the Edit icon. 
2. You can update any of the information within the Appointment Type. Common updates include adding or removing a location, updating the name, or adding/removing a template. 
3. Once you’ve completed your updates, click Save.
4. Alternatively, click Cancel or the (x) icon to discard any changes.   

Disable/Delete an Appointment Type 

There are two ways to prevent an appointment type from being used: Delete or Disable.  

1. Delete: Use the delete option if you made an error when creating the appointment type, if the appointment type was an example, or a type that won't be used again.
2. Disable: Use the disable option for appointment types that have been used for actual patient appointments in the past and it will not be used going forward.    

Individual Delete/Disable 

Delete 

1. Hover over the Appointment Type you’d like to remove and click the Delete icon.  
2. Choose Delete.
    

Disable 

To disable a single appointment type, click the Enabled toggle off on the far-right side of the appointment type. The gray circle (rather than the blue) indicates that the appointment type is disabled. Disabled appointment types appear at the end of the list

 

Bulk Delete/Disable 

1. To bulk Delete or Disable, check the boxes to the left of each appointment type you’d like to Delete/Disable. 
2. Then, select Disable or Delete from the options that appear at the top of the table.
3. Confirm your selection in the pop-up.
    

Export/Print 

You can export or print the appointment types list as needed.  

• Export: Click the Export icon to download the list as a PDF, CSV, or Excel file. Once you select an option, the download will automatically begin.
  
• Print: Click the Print icon to open the print preview screen and set your print preferences.