Scheduler: Add Appointments

Kipu makes it easy to schedule care by allowing you to create appointments directly through the Scheduler. Whether you’re working in Kipu Classic or managing care through Treatment Episodes, the Scheduler supports organizing individual appointments and sessions so providers, resources, and locations stay coordinated.

To add an appointment, first identify which version of the system your organization is using: Kipu Classic or Treatment Episodes.

Please select the tab that matches your instance format to review the appropriate instructions to add appointments.

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  1. Click on the Scheduler Calendar in the patient header.
  2. Click+ Add to create a new appointment.
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  1. Click View Scheduler in the patient header.
  2. Click + Add to create a new appointment.

3. Complete the New Appointment details.
4. Use the Location field to set the location for this appointment, this field will auto-fill if you only have access to one location. 
5. Select the Appointment Type. These are the appointment types available for the location selected. These are custom to your location/organization and can be updated in Scheduler Settings as needed. .
6. The Duration will default to the duration set when creating the Appointment Type but can be manually updated
7. Enter the appointment date.
8. Set the Start Time. The End Time is automatically added based on the Duration.
9. Add an Appointment Subject. The name entered here will appear, along with appointment type, anywhere the appointment appears.
10. Update the Recurrence if this appointment will occur more than once. By default, the appointment will be created as a single appointment package. This is the name the user will select when generating a PDF package from the patient’s chart.

11. Select one or more Patients or leave blank for non-patient appointments. Important
    Pre-Admission charts will only be created for patients being scheduled in a new location within a Master instance. You won't receive a pop-up when scheduling a patient in a new location within a single instance. Additionally, if a patient has been discharged and has no other active chart, you can still select them, but you will be prompted to create a new preadmission chart for that patient.

    Add Patients Contact: Check this box to include contacts (guardians, family members, etc.) tied to the patient chart in the appointment invite. Select one or as many as you need. This functionality is helpful for scheduling Family Sessions.

    1. Important: Contacts must have email addresses on file to receive telehealth session invites, and only contacts set as Guardians or Guarantors can receive appointment communications (aside from Telehealth invites).
12. Use Create New Patient if needed.
13. Assign Resources.
14. Select a Room if applicable.
15. Toggle Telehealth Visit if needed.
16. Click Save or Draft.

Pre-admission Chart

If scheduling an existing patient in a new location, a Pre-admission Chart popup will appear. Let’s review the process for scheduling an existing patient in a new location. Please note that the Pre-admission Chart process only applies to organizations in a Master Instance. 

1. If you add an appointment for a patient that doesn’t exist in the location but does exist within your organization, you’ll receive a Pre-admission Chart popup.
2. Choose Yes to schedule the appointment. Once scheduled, the appointment will have an indicator showing that the patient’s details are incomplete. For a complete list of appointment icons and their meanings, check out this article.  
3. Once you complete the patient’s chart, this indicator will automatically be removed.
   Note: If a pre-admission chart is archived, any current and future Scheduler appointments will be automatically removed.

Select a Time

To schedule an appointment, simply click on an available slot within the Calendar view. This opens the Create Appointment screen and automatically fills in the Locations(s) and Provider(s) selected in the left sidebar. For example, if two providers are selected, both providers will be included in the appointment. You can make adjustments as needed. 

When scheduling appointments for an individual provider, you can see the provider's availability and the type of appointment you can schedule with them. Simply click on an open slot to schedule.

Find Availability 

The Find Availability option allows you to use criteria to search for available appointment slots. Find Availability is especially helpful when you want to schedule an appointment for the next available provider or schedule an appointment with date flexibility. You can choose to find availability for a single appointment (standalone) or for a recurring series of appointments (recurrent).

For a detailed walkthrough of the Find Availability process, check out this article. 

Note: Click here to learn more about Treatment Episodes Scheduler Update.