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How-to

Create an Appointment

Schedule a patient visit from the calendar and complete the appointment details in the appointment modal.

Last reviewed August 13, 2026

Overview

The create and edit appointment experience is centered around a single modal with three main sections:

  1. Appointment criteria
  2. Availability
  3. Appointment review

The workflow is designed to guide staff through the scheduling flow from patient and facility selection through appointment review and final booking as well as support both new appointments and edits from existing appointment previews.

Launch points

Create appointment from Schedule Appointments can be created from multiple entry points:

  • If a user clicks an open time block on calendar, the new appointment modal pre-fills the date, time, and provider based on the selected slot.
  • If the selected slot has been provisioned for a specific visit type, that visit type is also pre-filled.
  • Select “New Appointment” button.

Create appointment from Patient Chart

  • Open the patient’s chart and go to the Appointments table.
  1. Select Add Appointment. This opens the Appointment modal.

Edit appointment

An existing appointment can be updated from the appointment preview by selecting the “Edit appointment” action.

Appointment criteria

The first section of the modal gathers the information needed to search for valid appointment options.

  • Patient: Search for the patient record and select the individual being scheduled.
  • Facility: Select the practice location where the visit will take place.
  • Visit type: Choose the appointment type or category that matches the encounter. Visit type options are configured in the Admin Console.

Find Availability

Click Find availability to find all matching appointment slots for providers.

Availability

The availability section displays all matching providers and their respective open appointment slots.

Provider and slot matching

  • All matching providers are displayed with their open time slots.
  • Staff can move across days using the date picker.
  • Providers can be removed from the list or searched for individually.

Time selection

  • Users can select an available slot from the list.
  • Users can also manually enter a specific appointment time.

Time zone support

The user can view appointment times in:

  • patient time zone
  • provider time zone
  • a manually selected time zone

This is especially helpful for organizations with a national or multi-region footprint.

Scheduling restrictions

If the user has the required permissions, they may schedule over an unavailable time. If they do not have the permission, the system enforces a hard stop and prevents selecting or entering an unavailable time.

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Appointment review

Once availability is selected, the user moves into the review step.

Read-only summary The review section displays key details for confirmation:

  • Patient name
  • Date and time of appointment
  • Visit type
  • Facility
  • Provider

Editable details Users can enter free-text notes for the reason for visit.

Internal comment Users can add an internal comment for staff use.

Final actions

At the end of the flow, the user can choose to:

  • Schedule to create a new appointment
  • Save to save changes to an existing appointment.
  • Cancel to exit out of the the appointment flow and not save any changes. This action does not delete the appoointment.