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Creating and Managing Appointment Types

Learn how to create and manage your appointment types used for scheduling

Written by Blake Bays
Updated over 3 months ago

This guide provides instructions on how to create, modify, and deactivate appointment types within your system's scheduling module.

Accessing the Appointment Types

  1. Navigate to the Settings module located on the left side of your dashboard.

  2. Click on the Appointment Types tab. This tab displays all previously created appointment types.

Creating a New Appointment Type

  1. Click the New Appointment Type button located at the top-right of the screen.
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  2. Fill in the following details:

    • Name: Enter a unique name for the appointment type.

    • Default Duration: Set the default time duration for this appointment.

    • Category: Select a relevant category (e.g., Diagnostic).

    • Color: Choose a color to represent this appointment type visually.
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  3. Optional Settings:

    • If applicable, check the Sales opportunity checkbox if this appointment type involves product sales.

    • Set if this appointment type is exclusive for Hearing Care Professionals.

    • Enable Email/SMS notifications by default.

    • Automatic Invoice Creation: Choose whether invoices should be automatically generated upon patient check-in (leave deactivated if not required).
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  4. Click Save to finalize the creation.

Adding Line Items to Appointment Types

  1. Find the appointment type you just created.

  2. Click the arrow to the left of the appointment type and select Add Line Items.
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  3. In the modal window, search and select the desired line items from your catalog.

  4. Check the boxes next to the line items and click the right arrow to add them to the appointment type.
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  5. Click Save.

    • These line items will automatically appear on the patient's invoice by default but can be adjusted as needed.

Modifying an Existing Appointment Type

  • To modify settings, click the pencil icon next to the appointment type you wish to edit. Make necessary changes and click Save.

Deactivating an Appointment Type

  1. Select the appointment type you wish to deactivate.

  2. Click the pencil icon.

  3. Uncheck the Active checkbox.

  4. Click Save to remove it from the active list.

  5. To view inactive appointment types, click the Show Inactive Appointment Types option at the top of the screen.
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Online Web Scheduling

If you have a Web Scheduler link set up with us (feel free to ask Support about this if you do not), you can use the Online Scheduling section of the Appointment Type editor in order to add a specific appointment type to your Web Scheduler options.

  1. First, you can give the Appointment Type a separate name for the Web Scheduler by setting the Online Title. This allows you to create a separate naming convention that will be easier for your patients to understand. This is not a required field, but whatever you set here will be shown in the Web Scheduler.

  2. Next, you can set your Booking Restrictions (required). You can set it for one of the following options:

    1. Same Day: Allow patients to book appointments for the same day.

    2. Next Day: Require that appointments are made at least one day in advance.

    3. 48 Hours: Require that appointments are scheduled no less than 48 hours in advance.

  3. You can then set an Online Description to further clarify the type of appointment that the patient is signing up for.

  4. Finally, in order for the appointment type to appear on the Web Scheduler, you must select the Available on Online Schedule checkbox.

    1. Note: The Available on Clinic Schedule option is checked of by default so that you can schedule this appointment type in the Scheduling module. If this is unchecked, then this Appointment Type will only be available through the Web Scheduler link.

    2. The Allow to schedule only on Appointment Block option restricts appointments to only be scheduled within preset Appointment Blocks.

Templates

You can modify the Notification Messages that get sent out before a patient’s appointment in the Templates section.

  1. First, go to edit the Appointment Type by clicking the pencil icon to the right and then select the Templates tab.

  2. Here you’ll find the following SMS and Email templates:

    1. Notification Templates: The message that gets sent to a patient when their appointment is first scheduled.

    2. Reminder Request Templates: This message gets sent to request that the patient confirms their appointment if it has not been confirmed yet.

    3. Reminder Acknowledgement Templates: The message that lets the patient know the appointment has been confirmed.

    4. Appointment Information Templates: The message that gets sent the day of the appointment with the necessary information.

  3. If you click into any of the templates, you’ll be presented with the word-processor that allows you to modify the default messages. Keep in mind that you can utilize merge tags to auto-populate both patient and practice information such as the patient’s name.

  4. Once you have made the necessary changes to the template, select the Save button.
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Support

If you have questions or require further assistance, please feel free to reach out to our help desk.

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