Documentation/Appointments
Module guide · Clinical
Appointments
From opening a provider's bookable time to checking a patient in, this module runs scheduling end to end: slots, bookings, the waitlist, and the reporting behind it.
What this module is for
A provider's calendar is built from “slots”, individual bookable time windows generated from a recurring weekly template. Patients are booked into a slot, worked through check-in and completion, and anyone who can't get a slot right away goes on the waitlist.
Who uses it
Front-desk and scheduling staff book, check in, and manage appointments hospital-wide. Physicians, nurse practitioners, PAs and surgeons get a "My Schedule" / "My Appointments" self-service view of just their own day. Directors and quality staff use analytics and reports.
Where to find it
Open Appointments from the sidebar. Eight screens: the main hub, the full list, slot management, the waitlist, a monthly calendar, a clinician self-service view, analytics, and reports.
- 1
Set up availability
A recurring weekly Template defines a provider's working hours; Generate Slots turns it into real, bookable time windows.
- 2
Book
A patient is matched to an open slot, or added to the Waitlist if nothing suitable is available yet.
- 3
Work the visit
Check-in, telehealth link, insurance verification, and completion all happen from the appointment's own record.
- 4
Report
Analytics gives live trend charts; Reports generates a one-off downloadable PDF summary.
Appointments
The main hub. Doctors land on their own day (“My Schedule”); everyone else lands on a hospital-wide “Overview”. A third tab, “All Appointments”, is the full searchable list.
Overview stat tiles
| Field | What it means |
|---|---|
| Scheduled / Waitlisted / Completed / No-shows / Cancelled | Today's counts, hospital-wide. |
My Schedule (doctor-type roles only)
| Field | What it means |
|---|---|
| Status tiles | Scheduled, Confirmed, Checked In, Completed, No Show — counts for the selected day, this provider only. |
| Date navigation | Previous/Next day arrows, a date picker, and a Today shortcut. |
| Alerts | Fasting required (amber), No-shows today (red), and a Telehealth panel listing today's video/phone visits with a Join Meeting link. |
| Check In / Complete | Buttons on each appointment card, shown only for the status they apply to. |
All Appointments — search and filters
| Field | What it means |
|---|---|
| Search | Patient name, MRN, confirmation number, or provider. |
| Status | All, Scheduled, Confirmed, Checked In, Completed, Cancelled, or No-show. |
| Type | All Types, New Patient, Follow-up, Consultation, Telemedicine, Urgent Care, or Procedure. |
| Date range | From / To. |
Row actions: open the detail drawer, Check In, Cancel, or Mark No-show (asks for confirmation). CSV / Excel / PDF export the current filtered view; Import CSV bulk-creates appointments. Process Due Reminders and Retry Failed Reminders run the reminder queue on demand — reminders are otherwise sent automatically at 72h, 24h and 2h before a visit by email, SMS and portal notification.
Scheduled — booked, not yet confirmed
Confirmed / Checked In — on track for the visit
In Progress — visit underway
Completed — visit finished
Rescheduled — moved to a new time
No-show / Cancelled — didn't happen
Booking & the appointment record
The same booking form and detail drawer are used from the hub, the list, and the calendar.
"Book Appointment" form
| Field | What it means |
|---|---|
| Patient* | |
| Provider* | Locked to yourself if you're a doctor booking your own slot. |
| Type* | New Patient, Follow-up, Consultation, Procedure, Annual Physical, Preventive Care, Urgent Care, Telemedicine, Pre-Op, Post-Op, Wound Check, or Medication Review. Defaults Consultation. |
| Visit Type* | In Person, Telemedicine Video, Telemedicine Phone, or Home Visit. Defaults In Person. |
| Priority | Routine, Urgent, Emergent, Stat, or Elective. Defaults Routine. |
| Start / End / Duration* | Editing duration recalculates the end time and vice versa. Defaults to 30 minutes. |
| Chief Complaint, ICD-10 Reason Code, Reason Description, CPT Procedure Codes | |
| Room Assigned, Notes, Patient Instructions | |
| Fasting Required | Checkbox, surfaces on My Schedule's fasting alert. |
| Telehealth Platform | Only shown for telemedicine visit types. |
| Referring Provider NPI, Referral Number, Insurance Plan ID, Copay Amount | |
| Recurring Appointment Series | Checkbox; reveals Recurrence Pattern (Daily, Weekly, Biweekly, Monthly) and Number of Appointments (2–52, default 4). |
| Booking Channel | Phone, Portal, Walk In, or Provider. Defaults Phone. |
Overview, Insurance, Check-in
Patient/provider/visit details; Verify Insurance, Record Copay, and Submit Pre-authorization; and a Check-in tab with method (Front Desk, Kiosk, Portal, Mobile), room assignment, copay collection, then Check In Patient and later Check Out / Complete.
Telehealth, Prescriptions, Reminders
A meeting link (or Generate Meeting Link if none exists), any prescriptions tied to the visit, and a Reminders tab to Send Reminder by channel or Cancel All Reminders.
Header actions change with status: Check In, Check Out, No-show, Reschedule, Cancel (asks for a reason). A History tab shows the full audit trail; an Interop tab exposes the raw FHIR R4 record.
Reschedule needs a reason too
Slot management
Where a provider's bookable time actually comes from: a recurring weekly Template generates individual Slots.
Three tabs: Availability (check a provider's open slots over a date range), Templates (manage recurring weekly schedules), and Slots (view/block a provider's slots for one day).
"New Schedule Template" form
| Field | What it means |
|---|---|
| Provider* | |
| Template Name, Description | Optional. |
| Slot Duration (min) | Defaults 30. |
| Start Time / End Time* | |
| Break Start / Break End | Optional lunch break. |
| Effective From* | |
| Effective To | Optional. |
| Days of Week* | Pick at least one: Mon–Sun. |
Generate Slots (Provider + Start Date) turns a template into real bookable slots. On an Available slot, Block takes it out of circulation with an optional reason; Unblock reverses that.
Available — open for booking
Booked — an appointment is in it
Held — temporarily reserved
Blocked — manually taken out of use, e.g. a meeting or time off
Cancelled — no longer available
Waitlist
Patients who want an appointment sooner than what's currently available. Staff offer them a specific open slot rather than the system auto-booking one.
"Add to Waitlist" form
| Field | What it means |
|---|---|
| Patient* | |
| Preferred Provider | Optional. |
| Appointment Type | Same 12 types as booking. Defaults Consultation. |
| Priority | STAT, Emergent, Urgent, Routine, or Elective. Defaults Routine. |
| Earliest Date / Latest Date / Preferred Time | Preferred Time: Any, Morning, Afternoon, or Evening. |
| Expires In (days) | Defaults 90. |
| Referring NPI, Referral Auth #, Notes |
Each entry shows queue position, priority score, and days waiting, both calculated by the system. Recalculate Priority re-scores the whole list. Offer Slot sends a specific open Slot ID to a waiting patient; Remove takes them off the list permanently.
Calendar
A month-at-a-glance view of one provider's appointments.
Doctors see their own calendar automatically; other staff search for a provider first. Each day shows up to 3 appointments with a colored status dot; clicking a day opens the full list for that date, and clicking an appointment opens its detail drawer, from which Reschedule is available. Book Appointment works the same as elsewhere.
My Appointments
A read-only, personal dashboard for a clinician: their own history, stats, and prescriptions. No booking or check-in actions live here.
Stat tiles
| Field | What it means |
|---|---|
| Scheduled / Completed / No-shows & Cancelled / Unique Patients | Over a selectable window: last 30, 90, or 365 days. |
Two tabs: Appointments (personal history, filterable by status) and My Prescriptions (this clinician's prescribing history, each with a PDF download). Everything here is scoped to the logged-in clinician only, there's no way to view another provider's data from this screen.
No provider profile linked?
Analytics
Live, interactive trend charts, hospital-wide or scoped to a provider/department.
Stat tiles & filters
| Field | What it means |
|---|---|
| Total, Completion Rate, No-show Rate, Cancellation Rate | For the selected date range. |
| From / To, Provider, Department | Filters; Provider and Department are optional scopes. |
Volume & forecast
A Volume Trend chart (grouped by day, week, or month) and a Near-Term Forecast, explicitly labeled as a simple linear-trend estimate over historical daily counts, not a predictive AI model.
By provider / department
Two stacked bar charts (top 8 each) breaking Completed / No-show / Cancelled down by provider and by department.
Reports
A single downloadable PDF summary for a date range, the print/share counterpart to the live Analytics dashboard.
"Period Summary Report" form
| Field | What it means |
|---|---|
| From / To* | From must be before To. |
| Provider, Department | Optional scopes. |
Download PDF Report generates a branded document with totals, rates, breakdowns, and daily volume for the chosen period, ready to print or share, unlike Analytics there's nothing interactive here.
Good practices
Generate slots ahead of time
Offer, don't force, waitlist slots
Reminders still need monitoring