Scheduling Visits

Learn how to schedule and manage appointments for facilities with appointment scheduling enabled.

Prerequisites

• Professional user account at a facility with appointment scheduling enabled
• Access to provider schedules and patient records
• Understanding of facility’s appointment policies

Starting the Scheduling Process

Accessing the Schedule Interface

When you log in to a facility with appointments enabled:

1. You’ll see the “Schedule a Visit with a Provider” page
2. Provider list displays automatically
3. Each provider shows:

• Profile photo
• Full name with title (Dr.)
• Specialization(s)

Understanding the Workflow

The appointment scheduling follows a three-step process:

1. Select Provider – Choose the healthcare provider
2. Select Patient – Choose or create patient record
3. Schedule Appointment – Set date, time, and pre-visit information

Step 1: Selecting a Provider

Browsing Available Providers

The provider selection page displays:

• All active providers at your facility
• Multiple specialties if providers are cross-trained
• Visual cards for easy identification

To select a provider:

1. Review the list of available providers
2. Check their specializations match patient needs
3. Click on the provider card to proceed

Step 2: Selecting a Patient

Patient Selection Interface

After selecting a provider, you’ll see:

• “Select Patient” heading
• “Schedule new visit with a patient” subheading
• Search bar for finding existing patients
• Paginated patient list
• Option to show archived patients

Finding Existing Patients

To locate a patient:

1. Using Search:
   • Type patient name in search box
   • Click Search button or press Enter
   • Results filter immediately
2. Browsing Patient List:
   • Scroll through paginated list
   • Navigate pages using numbered pagination
   • Each page shows multiple patient cards
3. Including Archived Patients:
   • Check “Show archived patients” checkbox
   • Archived patients appear in results
   • Useful for reactivating past patients

Creating New Patient

If patient doesn’t exist:

1. Look for “New Patient” option at top of list
2. Click to create new patient record
3. You’ll be prompted to enter:
   • Basic demographics
   • Contact information
4. After creation, continue with scheduling

Step 3: Schedule Appointment Details

Appointment Form Overview

After selecting provider and patient, the scheduling form shows:

Top Section – Selected Participants:

• Provider section with photo and specialty
• Patient section with demographics and address

Scheduling Section:

• Date and Time of Visit heading
• Date picker field
• Time input field (e.g., “3:00 PM”)

Setting Date and Time

1. Selecting Date:
   • Click date field to open calendar
   • Navigate to desired date
   • Consider provider availability
   • Account for patient preferences
2. Setting Time:
   • Enter time in standard format (e.g., “3:00 PM”)
   • Check for scheduling conflicts

Pre-Visit Documentation

The scheduling form includes expandable sections for pre-documentation:

Symptoms Section

• Click Symptoms to expand
• Click “+” button to add symptom
• For each symptom, enter:
• Symptom name (e.g., “headache”)
• Severity (Mild/Moderate/Severe)
• Description (optional)
• Multiple symptoms can be added

Medical History Sections

Expandable sections to review/update:

• Review of Systems – System-by-system symptom review
• Vitals and diagnostics – Recent measurements
• Medical conditions – Active diagnoses
• Allergies – Known allergens and reactions
• Medications – Current prescriptions
• Surgeries – Surgical history
• Family history – Hereditary conditions
• Social history – Lifestyle factors

Additional Sections

• Family and Personal Health – Comprehensive health background
• Custom sections (facility-specific)

Completing the Scheduling

To finalize the appointment:

1. Verify all information is correct:

• Provider selection
• Patient selection
• Date and time
• Any pre-visit documentation

1. Click “Schedule visit” button
2. System creates the appointment
3. You’re redirected to the visit details page

Managing Scheduled Appointments

Visit Details Page

After scheduling, the visit page displays:

Header Information:

• Provider details with photo and specialty
• Patient information and demographics
• “Appointment in X days” button (becomes “Join Call” near appointment time)
• Delete Visit option
• View call transcript (after visit completes)

Visit Information:

• Date and Time with Reschedule option
• Healthcare Facility details
• Status (Open/Closed/Cancelled)

Documentation Sections:

• Progress Note with SOAP format
• Visit Assessment (AI-generated when available)
• Medical Records sections
• Messages for communication

Appointment Status Button

The main action button changes based on timing:

• “Appointment in X days” – Shows countdown when scheduled
• “Join Call” – Appears when appointment time approaches
• Button is disabled until appropriate time
• Clicking “Join Call” starts the video visit

Rescheduling Appointments

To change appointment time:

1. Navigate to the visit details page
2. Find Date and Time of Visit section
3. Click Reschedule button
4. Select new date and time
5. Confirm the change
6. System notifies affected parties

Pre-Appointment Preparation

Days Before Appointment

1. Review Patient Information:
   • Check medical history is current
   • Verify contact information
   • Review previous visit notes
2. Add Pre-Visit Documentation:
   • Document reported symptoms, if any
   • Update medications if changed
   • Note any specific concerns

Day of Appointment

1. Final Preparation:
   • Test video/audio equipment
   • Review patient chart
   • Prepare any needed resources
2. Join at Appointment Time:
   • “Join Call” button activates
   • Click to enter video visit
   • Wait for all participants

Best Practices

Scheduling Efficiency

• Book appointments during provider’s available hours
• Allow buffer time between appointments
• Consider time zones for virtual visits
• Account for visit complexity when scheduling

Documentation

• Complete pre-visit documentation when scheduling
• Update information as it becomes available
• Use consistent formatting
• Ensure HIPAA compliance

Managing No-Shows

• Have a clear no-show policy
• Document attempted appointments
• Follow up with patients who miss appointments
• Consider rescheduling options

Troubleshooting

Scheduling Conflicts

• Check provider’s full schedule
• Verify patient availability
• Look for system double-bookings
• Contact administrator if issues persist

Technical Issues

• “Join Call” button not appearing:
  • Verify appointment time is correct
  • Check browser time zone settings
  • Refresh the page
  • Ensure you’re on the correct visit

Access Problems

• Can’t see scheduling option:
  • Verify facility has appointments enabled (check with administrator)
  • Confirm you are logged in to the correct account at the right facility
  • Contact administrator for access