Appointment Card Overview

Appointment cards give you a quick and easy way to view patient information and manage appointments directly in the Scheduler. 

Appointment cards are generated when an appointment is scheduled and contain all the essential appointment details and patient information. From the appointment card, you can update the appointment status, edit or delete the appointment, and understand the appointment type at a glance. 

Appointment Card Functions  

1. Patient Quick Links: The top row of the card contains a number of quick links, allowing you to view and access additional patient information.  
   • Contact Icons: Hover over these icons to reveal the patient’s primary phone number and email address. Note that nothing will appear if these fields are blank in the chart.
      
   • Chart: Open the patient’s chart in a pop-up window. Clicking on the patient’s name will also open the patient’s chart.  
   • Documents: Review any forms tied to the appointment type and selected location by clicking on the Documents tab. These are set up when creating Appointment Types in your Scheduler Settings. 
     • Use the Add button to include the form on the visit. You can complete the form in the pop-up.
       
     • Once complete, the form will be accessible from the same section of the appointment, and will also display the document's status.
   • Appointment Status icon: This icon is the appointment’s current status. You can click on the drop-down menu and update the appointment status. This functionality is covered in depth in the following section. 
     
   • Expanded Patient Information View: Click on the drop-down arrow to review additional patient details, including insurance information.
2. Appointment Details: This section contains information about the appointment, including appointment subject, scheduled resource, scheduled location, and appointment type.
3. Appointment Actions: The following actions are available from the appointment card: 
   • View
     
      
   • Edit
     
      
   • Delete 
     
      
   • Close
      
4. New Appointment: If you need to create a duplicate of an appointment, you can click New Appointment, and the Location, Patient, and Resource will all duplicate.
5. Start Meeting: If the meeting time has arrived or is in the past, the Start Meeting text will be blue, and you will be able to click on it to start the meeting.

Appointment Icons  

There are five types of appointment icons.  

1. Recurring Appointment Icon: This icon indicates the appointment is configured with a recurring schedule. 
   
2. Telehealth Session Appointment Icon: Indicates the patient is scheduled for a telehealth visit.
   
3. Incomplete Patient Details Icon: Indicates that the patient information is not complete. This icon appears when the patient is in pre-admission. Complete their facesheet to remove it.  
   
    
4. Group Appointment Icon: Indicates that two or more patients are included in the appointment. 
   
5. Appointment Status Icons: These icons are unique to each status. 
   
    
   • You can update the appointment status by selecting a new icon from the drop-down.
   • There are 12 default appointment statuses and related icons. These statuses can be renamed or disabled from the Scheduler settings, however, additional statuses cannot be added. (Which means your status names may appear very differently from the ones in this guide.) 
   • When updating the appointment status, it’s likely that not all 11 other statuses will be available for selection. The system is configured to show relevant status options depending on the current status. For example, it’s unlikely that you would change an appointment from Arrived to No-show, so the Scheduler won’t display No Show as an option for appointments with an Arrived status. 
   • Additionally, if you have a group session that includes a patient in a status that has been disabled, there will be an asterisk in the calendar view, and you will see the following message in the appointment card.
     
   • Finally, if your facility allows overbooking, you may see the following icon on Group Sessions and Schedules. It appears on all Scheduler views and indicates when there is a schedule conflict with another appointment so that users can determine if rescheduling is necessary. For information on overbooking settings, check out the article on Scheduler Preferences.
     
   • If you need to update the status workflow, review the Valid Transition section of Appointment Status Scheduler Settings.  

Note: While you need specific permissions to add and edit groups/appointments in the past, no additional permissions are required to edit statuses for past appointments.