When clicking on ‘Business Office’, you’ll be brought to ‘My Calendar’ by default. This is your own personal calendar and you can use the dropdown menu towards the upper left of the screen to view Groups or other Doctor/Staff calendars.
📓 Please note – Calendar Groups can be created within the Admin section to include different doctors based on department or schedule (more on this under ‘Calendar Admin’ below).
📓 Please note – All users have their own personal calendar, either under Doctor or Staff. Anyone can schedule appointments, availabilities, and drop-offs on their own calendar or another user’s calendar as necessary.
Each day also includes an optional ‘Daily Note’ field to enter appointment details relating to that user’s day. To leave a note, hover over the day and click the gray note icon as shown below.
Notes are then displayed by hovering over the orange flag and can be edited/deleted at any time by clicking the orange flag. Keep in mind any Daily Notes are saved under individual calendars.
Group Appointments Calendar
Group Calendars are created within the Admin section (more on this below under ‘Calendar Admin’) to show multiple user Appointment calendars at once. This can be set up based on department or specific shift schedules, for example.
Once a Group is selected on the Appointments Calendar, a list of users within that group are shown in the left filters bar. In the screenshots below, Availability blocks have already been created for these users. For more info on this, please refer to the Availability Blocks’ section below.
The ‘Only Available’ toggle can be turned on to show each doctor’s availability for the selected day. You can un-select any doctor to remove them from this view or turn off the ‘Only Available’ toggle to see scheduled appointments and availability:
As seen above, the ‘Only Available’ toggle has been turned off, showing any scheduled appointments (Fluffy Jones) and all availability.
You may also select a specific appointment time to search for Availability, either by date only or by both date and time. In the screenshot below, Amy Snow and Sarah Snyder are not available at 12:30pm so their calendars have been removed. Carrie Jay and Melissa Jones are available, so their calendars display their Availability to schedule a new appointment.
Keep in mind you can schedule appointments, availabilities, and drop-offs from any Group calendar using the instructions above (‘+ New Appt’ or 3-dot menu).
Appointment Calendar List View
Calendar appointments can also be viewed and sorted in a List View.
To view calendar appointments as a list, select a Staff Group from the dropdown.
💡 Important Note: The List View toggle will only display when a calendar group is selected.
Once a Staff Group is selected, the toggle for List View will appear in the left menu. Click the toggle to turn List View ON. When List View toggle is ON, the “Find Appt Time” and “Only Available” options are disabled.
List View Display
Scheduled appointments will display in list format:
A red arrow will display next to appointments during their scheduled time block:
Past appointments will display in gray and appear inactive:
Patient’s Appointment Status
A sortable Status column will display next to the Time:
If the patient is checked in to their most recent visit and their appointment is active, the status column will show the Checked-in icon:
If the patient is checked in to their most recent visit and their appointment is marked as canceled, the status column will show the Canceled icon:
If the patient is checked out of their most recent visit and their appointment is active, the status column will be empty and no icon will display:
If the patient is checked out of their most recent visit and their appointment is marked as no show, the status column will show the No Show icon.
If the appointment was confirmed, a checkmark (✔️) icon will be shown until the patient is checked in or the appointment is marked as cancelled or no show.
🔼 List View Column Sorting
By default, the List View is sorted chronologically by Time. Each time you navigate back to the List View, the sorting will reset to this default sorting.
Dropoff appointments are considered a 7:00A appointment time. They will be sorted with the other appointments based on a 7:00A arrival time.
You may sort up to 2 columns at a time, however the secondary sort column will always be the Time column.
For example, you can select to sort by the Provider column A-Z. This sorts the appointment list by provider A-Z and all appointments for each provider have a secondary sort by Time.
Columns available to sort:
Time
Default sorting
Sorts appointments chronologically by appointment Time.
Status
Sorts appointments by Status and then Time.
Patient
Sorts appointments by Patient name and then Time.
Client
Sorts appointments by Client last name and then Time.
Provider
Sorts appointments by Provider and then Time.
Service
Sorts appointments by Service and then Time.
Type
Sorts appointments by Type and then Time.
You can reset sort options (except Time) by selecting the up/down arrows until the column sorting is no longer active. Selecting the up/down arrows changes the sorting from ascending, to descending, and then removes the sorting. Sorting may be removed from all columns except the Time column.
Sorted by Provider then Time
✏️ Editing Appointments from List View
To edit an appointment while in List View:
Hover over patient’s name
Click the 3-dot menu when it appears
Users without the calendar_manage_appointments permission will only have the option to check-in/check-out.