Find Available Appointment

Updated: 06/18/2026 | Views: 17773

The Find 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. Practices can select multiple providers at once, include staff members, filter by start date, visit reason, service location, and use advanced filters to schedule rooms and equipment.

This workflow is available for new appointments and follow up appointments.

Appointment availability is determined Office Hours, Holidays, Time Off, and the Schedules of the provider and any selected staff.

Access First Available Appointment

  • Click Find Available Appointment. The Find Next Available Appointment page opens.
 The web platform dashboard showing the Find Available Appointment button highlighted to start booking.

Schedule Appointment

  1. Populate filters 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.
    • Visit Reason: Select a visit reason.
      Note: The duration displayed is based on the visit reason configuration.
    • Provider: By default, the providers selected from the Dashboard or Calendar are populated. If applicable, click to select applicable providers or click X to remove a provider.
      Note: If more than 10 filters are selected on the Dashboard or Calendar, the selected providers will not populate.
    • Staff: By default, the staff members selected from the Dashboard or Calendar are populated. If applicable, click to select: All Staff, applicable staff members, or click X to remove a staff member.
      Note: If more than 10 filters are selected on the Dashboard or Calendar, the selected staff members will not populate.
    • Service Location: Select a service location.
    • Rooms: By default, the rooms selected from the Dashboard or Calendar are populated. If applicable, click to select: All Rooms, applicable rooms, or click X to remove a room.
      Note: If more than 10 filters are selected on the Dashboard or Calendar, the selected staff members will not populate.
    • Equipment: By default, the equipment selected from the Dashboard or Calendar are populated. If applicable, click to select: All Equipment, applicable equipment, or click X to remove a equipment.
      Note: If more than 10 filters are selected on the Dashboard or Calendar, the selected staff members will not populate.
  2. Show only comment availability: Click the toggle on to display available time slots based on the combined availability of the provider and selected resources (e.g., staff member, rooms, or equipment).
    Note: This option requires at least one provider and one resource selected.
 The web platform Find Next Available Appointment page showing filters for patient, provider, visit reason, and time slots.
  1. Appointments: Available time slots display based on the selected filters. Click an appointment time slot.
    • To navigate to the previous or next week, click the back or forward button.
    • If the Show only comment availability toggle was enabled, the available time slots based on the combined availability of the provider and selected resources (e.g., staff member, rooms, or equipment) displays.
  2. Book Appointment:
    • To book the appointment and add additional details (e.g., telehealth visit, send patient intake, etc.), click Review & Add Details. The New Appointment page opens.
      Note: The appointment is not booked until the appointment is saved.
    • To book the appointment without adding additional details, click Book (time) On (day). The confirmation message displays. 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.
 The web platform Find Next Available Appointment page showing a selected appointment time and booking options.

Edit Appointment

If applicable, edit the scheduled appointment to change the appointment details or send intake forms.

  1. 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: If applicable, search for and select staff member(s).
    • Room & Equipment: If applicable, search for and select room and/or equipment.
    • Billing & Insurance:  If the patient has multiple insurance cases, click the drop-down arrow to select a different insurance case.
  2. Click Save Appointment when finished.
 The web platform New Appointment page featuring sections for appointment mode, recurrence, notes, and patient intake.