Updated: 08/15/2025 | Views: 398
The First Available Appointment feature transforms how the office staff books appointments. It streamlines daily workflows to boost the practice's efficiency by finding and booking appointments using key filters like provider, visit reason, and location. This workflow is available for new appointments and follow up appointments.
Available appointments are based on the provider’s Office Hours, Holidays, Time Offs, and Schedules.
Access First Available Appointment
- Click First Appointment Availability. The Find Next Available Appointment page opens.
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Schedule Appointment
- Populate every filter to view available appointments.
- Patient: Begin entering the patient's name or enter the patient's date of birth (MM/DD/YYYY) and click on the patient's name when it appears.
- Start Date: By default, today's date is select. If applicable select a different start date
- Provider: By default, the providers are listed by last name in alphabetical order and the first provider is selected. If applicable, select a different provider.
- Visit Reason: Select a visit reason.
- Service Location: Select a service location.
- Appointments: Available time slots display based on the selected filters. Click an appointment time slot.
- Click the back or forward button to navigate to a previous or next week.
- Click Book (time) On (day) to confirm. The confirmation message displays.
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- Available actions after the appointment is booked:
- Book Another Appointment: Click to book another appointment for the patient using the same filters.
- To clear the filters to book a new appointment, click Reset Filters.
- View on Calendar: Click to view the appointment on the calendar.
- Edit Appointment: Click to change the appointment mode, set recurrences, add a note, send intake forms, add staff/room/equipment, or select a different insurance case.
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Edit Appointment
If applicable, edit the scheduled appointment to change the appointment details or send intake forms.
- Make the applicable changes.
- Appointment Mode: The default Appointment Mode is "In-Office". To schedule a telehealth appointment, select "Telehealth" (Telehealth subscribers only).
- Recurrence: Select a pre-set or custom recurring appointment option if necessary.
- Notes: Add an optional note about the appointment that populates as the chief complaint of the patient’s clinical note (Clinical subscribers only).
Note: The note will not populate in the chief complaint of an AI note.
- Patient Intake: Click to select which patient intake forms to send (Engage subscribers and accounts with access to Patient Intake only).
- Staff: Search for and select a staff member if necessary. Multiple staff members may be selected.
- Room & Equipment: Search for and select a room/equipment if necessary. Multiple rooms and equipments may be selected.
- Billing & Insurance: If the patient has multiple insurance cases, click the drop-down arrow to select a different insurance case.
- Click Save Appointment when finished.
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