Creating and Updating Appointments

1. Accessing the Appointment Scheduler

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to the Schedule Section:
   • Click on the Schedule icon located on the left side of the dashboard.
   • A new tab will open, displaying the appointment schedule.
3. Select the Provider:
   • On the left side of the schedule, choose the provider under whose calendar you want to create the appointment.

2. Creating a New Appointment

1. Select the Appointment Time:
   • Click on the time slot where you want to schedule the appointment.
2. Open the Appointment Editor:
   • A window labeled “Appointment Editor” will appear.
3. Adding an Existing Patient:
   • Click on “Select Patient” to schedule an appointment for someone already registered.
   • A search box will appear: 
     • Enter the patient’s Last Name, First Name, or Date of Birth.
     • Click “Go” to search.
   • Select the correct patient: 
     • Either double-click the patient’s name or click once and then select “Load Patient.”
4. Completing Appointment Details:
   • Visit Type: 
     • Click the “Visit Type” dropdown and choose the appropriate type (e.g., Consultation, Follow-up).
   • Memo (Optional): 
     • Add notes related to the appointment in the memo section if needed.
5. Printing the Appointment Memo (Optional):
   • Click “Print Appointment Memo” if you need a physical copy.
   • The browser’s print screen will appear—click “Print” to generate the memo.

3. Creating Recurring Appointments

1. Set Up Recurrence:
   • Click the “Recurrence” button in the Appointment Editor.
2. Define Recurrence Pattern:
   • Frequency: 
     • Select how often the appointment will occur (e.g., every 1, 2, or 4 weeks).
   • Repetition Type: 
     • Choose Daily, Weekly, or Monthly depending on the recurrence pattern.
     • Example: Every 2 weeks would create an appointment bi-weekly.
3. Choose the Duration:
   • By Number of Occurrences: 
     • Enter the total number of times the appointment should recur (e.g., 4 times).
   • By Date Range: 
     • Instead of specifying occurrences, you can define a date range: 
       • Enter the Start Date and End Date (Format: MM/DD/YYYY).
       • The system will create recurring appointments within this range.
4. Save the Recurrence:
   • Click “OK” after setting the recurrence details.
5. Finalize the Appointment:
   • Click “Save” to add the appointment(s) to the provider’s schedule.

4. Updating Appointment Status

1. Locate the Appointment:
   • In the schedule view, find the appointment you want to update.
2. Open the Appointment Editor:
   • Click on the appointment to open its details.
3. Change the Appointment Status:
   • Use the “Status” dropdown to update the appointment: 
     • Scheduled: The appointment is confirmed.
     • Checked In: The patient has arrived.
     • In Progress: The appointment is currently ongoing.
     • Completed: The appointment has been finished.
     • Cancelled: The appointment has been cancelled.
     • No Show: The patient did not attend the appointment.
4. Add Notes (Optional):
   • Include any relevant information regarding the status change in the memo section.
5. Save Changes:
   • Click “Save” to apply the updates to the appointment.

5. Best Practices for Managing Appointments

• Double-Check Patient Information:
  • Verify the patient’s details when creating or updating appointments to avoid scheduling errors.
• Use Appointment Memos:
  • Add notes for special instructions, follow-up requirements, or any relevant patient history.
• Manage Recurring Appointments Carefully:
  • For patients with ongoing treatments, ensure recurrence settings are correctly configured to avoid missed appointments.
• Keep Appointment Status Updated:
  • Regularly update appointment statuses to maintain accurate records for patient flow and reporting.
• Print Memos When Necessary:
  • For patients who prefer physical reminders, use the print memo feature to provide appointment details.

6. Troubleshooting Common Issues

• Unable to Find Patient for Scheduling:
  • Verify the spelling of the name or use the date of birth for a more precise search.
• Appointment Not Saving:
  • Ensure all required fields are filled in, including the visit type and patient selection.
• Recurring Appointments Not Displaying Correctly:
  • Double-check the recurrence settings, especially the frequency and date range.
• Cannot Update Appointment Status:
  • Confirm you have the necessary permissions to modify appointment statuses in your user settings.