Appointment Types must be created before appointments can be scheduled. There are 2 ways to schedule a new appointment:
Using + New Appt.
Click + New Appt on the Appointments Calendar. This opens a side pane on the right side of the screen to enter in the appointment details. Please note that any field with an asterisk is required and the Provider field defaults to the current Provider, but can be edited if needed.
Using the 3-dot menu within an Availability.
Click the 3-dot menu within any Availability and select New Appt. This opens the same side pane shown above to enter in the appointment details. Please remember an Availability must be scheduled for this workflow.
Choose Timeslot will display at the top with a step indicator that shows you are on Step 1 of 2.
The Location, Provider, Type, Start and Duration fields will be the only fields that will display in Step 1.
If you schedule a new appointment using the 3-dot menu in an Availability Block, and the selected provider is available during the chosen Start date and time, the Finish Details header will display and indicate you are on Step 2 of 2.
The Reason for Visit, Service, Appt Notes field and Reminder Toggle will display to allow you to move forward with booking the appointment.
Double Booking Warning
If a provider has another appointment scheduled during the date and time selected while scheduling a new or editing an existing appointment, a message will display during Step 1 of 2 that says “It looks like the selected timeslot has been taken. Scheduling this appointment may create a conflict in the calendar. Do you want to continue to schedule?“
No Availability Warning
If you attempt to schedule an appointment for a date and time that the provider does not have availability in the calendar, a message will display during Step 1 of 2 that says “The selected timeslot is outside of the chosen provider’s availability. Please confirm with the provider that they will be available. Do you want to continue to schedule?“
Clicking the checkmark allows booking multiple appointments for the provider during the same time or allows scheduling an appointment outside of the provider’s availability.
Clicking the X closes the warning message and you will remain on Step 1 to choose another date and/or time.
To view appointment details, simply hover over the appointment block and a pop-up will appear as shown below
Editing Existing Appointments
When editing an existing appointment, the step indicator will not display.
If the start date and/or time are edited, the system will perform a check to see if the new date and time conflict with another appointment or if it is outside the provider’s availability.
Conflict warning messages will display if there is a conflict and you can confirm the appointment or select another date and/or time.
Take Note:
If a patient is marked Deceased and has upcoming appointments, drop-offs, and/or any scheduled reminders, Instinct will automatically cancel the Appointment and it will move to the Cancelled section on the Appointment Calendar.
Planning this workflow before go-live?
Planning this workflow before go-live?
If you're setting up Instinct for the first time, discuss these questions with your team before you start using Instinct:
Scheduling new appointments
What information should be collected when scheduling a new patient?
What appointment notes should always be documented?
Are there required forms or records that should be collected before the visit?
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