Schedule
Feature Overview
⚠ OPTIONAL FEATURE
Schedule is not enabled by default. It must be manually added to the account by a developer or admin before the Schedule tab will appear.
What Is Schedule?
Schedule is a calendar and appointment management tool that appears as its own tab in the application. It gives staff a visual planner to create, view, and manage patient appointments across providers and facilities. Appointments are linked directly to patient records and can carry insurance, authorization, and eligibility information automatically.
Where It Appears
Once enabled, Schedule appears as a dedicated tab in the main navigation. Clicking it opens the calendar and planner view where appointments can be viewed and managed.
How It Is Organized
The Schedule feature is made up of three connected pieces:
Schedules
A schedule is the calendar itself — it belongs to a provider or facility and defines the overall availability window. Each schedule has:
- A title (auto-filled from the provider or facility name if not set manually)
- An effective date and termination date controlling when the schedule is active
- Time increment settings (1 minute up to 1 hour) controlling how the calendar is divided
- Allow Overbooking toggle
- Color display preference — whether appointment colors are driven by type, status, or both
- Comment display preference — whether to show the comment, the reason for visit, or both on the calendar view
Appointments
An appointment is a single scheduled event on a schedule. Each appointment includes:
- Patient, provider, and facility
- Date, start time, and end time
- Appointment type and status
- Reason for visit and comments
- Primary and secondary insurance (auto-populated from the patient's active policies)
- Authorization (auto-matched to the most applicable active authorization)
- Visit payment and eligibility (if collected at time of visit)
- Matching claim (linked automatically when a claim exists for the same visit)
- Reminder Status — updated automatically when appointment reminders are sent. Options: Unable to Reach, Notified, Confirmed, Cancel Request, Reschedule Request.
Schedule Blocks
Schedule Blocks define the working hours and availability windows within a schedule. They control when appointments can be booked and can repeat on a recurring basis (daily, weekly, etc.).
Smart Behaviors
- When an appointment is rescheduled, the system automatically preserves the original appointment record and creates a new one at the new time — keeping a full history.
- Insurance and authorization are re-evaluated automatically whenever an appointment is saved or updated.
- Reminder responses (confirmed, canceled, rescheduled, etc.) update the appointment status automatically when reminders are processed.
- Schedules cannot be deleted once they are older than today — only future-created schedules can be removed.
Getting Access
This feature must be manually added to your account by a developer or admin. Contact your admin or support team to request access.