Calendar | Patient Studio Help Center

Overview

Our calendar allows you to manage appointments across locations and view them by different timeframes, such as daily, weekly, or monthly. On the left side, the appointment key shows different appointment types, color-coded for easy identification. Navigation between views can be done with arrows or the date selector, allowing quick access to specific dates. The calendar also offers an easy way to switch between different views, such as the day view for a detailed schedule of all providers.

To see a walkthrough of this feature, watch the following video.

Set a Default Location

To manage scheduling in a multi-office facility, set your default location by selecting it from the top right corner of the calendar interface. This default will display each time you access the calendar. You can easily switch between locations by selecting the office you wish to view, and remove any location when necessary. For front desk staff or schedulers working at a specific location, setting the default to their designated office ensures efficient scheduling management.

To see a walkthrough of this feature, watch the following video

Using the Filters

To view and manage provider schedules across multiple locations, use the filters on the left-hand side of the scheduling system. These filters help you identify available time slots for individual providers and locations.

Select a Provider: Filter by a specific provider to view their availability. For example, selecting "Zach" will show only his available time slots.
Select a Location: Change the location to see availability for a specific site.
Scheduling: When booking an appointment, ensure you select the correct provider and location.

These filters are especially useful for staff unfamiliar with schedules or for multi-location management.

To see a walkthrough of this feature, watch the following video

Scheduling an Internal Appointment

To block off time for a provider:

Select Time: Choose a time slot on the calendar when the provider is unavailable, such as for meetings or personal appointments.
Set Appointment Type: Select “Internal Appointment” to indicate it is non-patient-facing.
Enter Details: Provide appointment specifics, such as duration (e.g., 90 minutes) and a note (e.g., “Meeting with new building manager”).
Save: The time will be color-coded as blocked off and will not be available for patient scheduling.

This ensures you can manage internal appointments without affecting patient availability.

To see a walkthrough of this feature, watch the following video

Schedule a New Appointment

To schedule an appointment:

Select Time Slot: Click on the desired time on the calendar.
Search for Patient: Look up the patient (e.g., George Clooney) and choose the appropriate case.
Choose Provider and Office: Select the provider and location for the appointment.
Add Appointment Details: Enter notes or specific instructions for future reference or to communicate with the provider.
Select Paperwork: Choose necessary forms for the patient, such as new patient packets or insurance updates.
Adjust Duration: Modify the appointment length if needed (e.g., an hour and 15 minutes).
Set Reminders: Enable or disable reminder notifications for the patient.
Create Appointment: Save the appointment, and the patient will be notified of the schedule and paperwork.

To see a walkthrough of this feature, watch the following video.

Cancel an Appointment

To cancel an appointment:

Select Appointment: Click on the appointment you wish to cancel.
Enter Cancellation Reason: Choose a reason for the cancellation (e.g., family-related issue).
Mark Late Cancellation: Indicate if this is a late cancellation based on your policy. This won’t charge the patient but helps track attendance patterns.
Confirm: Confirm the cancellation. The appointment will be removed from the calendar and noted in the patient's chart.

The canceled appointment will appear in the patient's records as "late cancel" if applicable.

To see a walkthrough of this feature, watch the following video

Reschedule an Appointment

To reschedule an appointment:

Select Appointment: Click on the scheduled appointment you want to reschedule.
Choose New Time: Pick an available time slot on the calendar to reschedule the appointment.
Provide Reason: Select a reason for the reschedule (e.g., work-related issue).
Late Cancellation: Indicate if the reschedule is considered late.
Confirm Reschedule: The system will send an automatic confirmation email to the patient with updated details.

Ensure the provider and location are correct, and manage any conflicts as needed.

To see a walkthrough of this feature, watch the following video.

Calendar Warnings

When scheduling appointments, the system provides two primary warnings:

Out of Time Range Warning: If you try to schedule an appointment outside the provider's available hours, the system will display a warning. While you can still override and schedule the appointment, it will alert you that the provider is not typically available at that time.
Double Booking Warning: If a provider is already booked for a time slot, you'll be notified of a potential double booking. If overlapping appointments are common in your practice, you can choose to ignore this warning.

These warnings help prevent scheduling errors but can be overridden when necessary.

To see a walkthrough of this feature, watch the following video