Learn how to reschedule patient appointments by viewing an interactive guide or step-by-step instructions.

How to reschedule an ASAP appointment

1. Go to the Appointments Module.
2. In the toolbar, click the Lists button.
3. In the Appointment Lists window, click the ASAP button.
4. In the ASAP List window, set filters such as provider or procedure code range and click the Refresh button.
5. Right-click the patient.
   • If the patient is not ready to schedule:
     1. In the menu, click Select Patient.
     2. In the Main Toolbar, click the Commlog.
     3. In the Communication Item window, enter the details of the contact attempt.
     4. Click Save.
   • If the patient is ready to schedule:
     1. Double-click an appointment to edit it.
        • If no changes are needed, right-click the appointment. Click Send to Pinboard.
     2. The appointment is added to the Pinboard in the Appointments Module.
     3. To find specific openings, to the left the Pinboard, click the Search button.
     4. In the Openings in View area, under the Pinboard, enter date/time restrictions or search by provider as needed and click the Search button to update available openings.
     5. Select the day the patient would like to schedule.
     6. Click and drag the appointment to move to the requested time.

How to reschedule a missed or cancelled appointment

Choose an option to jump to the applicable steps:

• How to send an appointment to the Unscheduled List without breaking it
• How to break an appointment and reschedule it immediately
• How to break an appointment and send it to the Unscheduled List

How to send an appointment to the Unscheduled List without breaking it:

1. Go to the Appointments Module
2. Right-click the patient's appointment.
3. Click Send to Unscheduled List.
4. Click OK when prompted.
5. The appointment is removed from the schedule and added to the Unscheduled List.

When the patient is ready to reschedule, see steps for How to Use the Unscheduled List.

How to break an appointment and reschedule it immediately:

1. Go to the Appointments Module.
2. Right-click the patient's appointment.
3. Click Break Appointment.
4. Click Missed - Copy to Pinboard or Cancelled - Copy to Pinboard.
5. Depending on your Broken Appointment Automation Preferences, you may be prompted with one or more of the following:
   • Broken Appointment Procedure: Add a procedure to the patient's account to track broken appointments. You can add notes and a fee as needed. Edit any applicable details and click Save to create the procedure.
   • Edit Adjustment: Add an Adjustment to the patient's account to track broken appointments. You can add notes and a fee as needed. Edit any applicable details and click Save to create the adjustment.
   • Communication Item: Create a Commlog with information on the broken appointment. These do not affect reports. Edit any applicable details and click Save to create the Commlog.
6. The appointment is added to the Pinboard.
7. To find specific openings, to the left the Pinboard, click the Search button.
8. In the Openings in View area, under the Pinboard, enter date/time restrictions or search by provider as needed and click Search to update available openings.
9. Select the day the patient would like to schedule.
10. Click and drag the appointment to move to the requested time.

How to break an appointment and send it to the Unscheduled List:

1. Go to the Appointments Module.
2. Right-click the patient's appointment.
3. Click Break Appointment.
4. Click Missed - Send to Unscheduled List or Cancelled - Send to Unscheduled List
5. Depending on your Broken Appointment Automation Preferences, you may be prompted with one or more of the following:
   • Broken Appointment Procedure: Add a procedure to the patient's account to track broken appointments. You can add notes and a fee as needed. Edit any applicable details and click Save to create the procedure.
   • Edit Adjustment: Add an Adjustment to the patient's account to track broken appointments. You can add notes and a fee as needed. Edit any applicable details and click Save to create the adjustment.
   • Communication Item: Create a Commlog with information on the broken appointment. These do not affect reports. Edit any applicable details and click Save to create the Commlog.

How to use the Unscheduled List

1. Go to the Appointments Module.
2. In the toolbar, click the Lists button.
3. In the Appointment Lists window, click the Unscheduled button.
4. In the Unscheduled List window, right-click the patient.
   • If the patient is not ready to schedule:
     1. Click Select Patient.
     2. In the Main Toolbar, click the Commlog.
     3. In the Communication Item window, enter the details of the contact attempt.
     4. Click Save.
   • If the patient is ready to schedule:
     1. Click Send to Pinboard.
     2. The appointment is added to the Pinboard in the Appointments Module.
     3. To find specific openings, to the left the Pinboard, click the Search button.
     4. In the Openings in View area, under the Pinboard, enter date/time restrictions or search by provider as needed and click the Search button to update available openings.
     5. Select the day the patient would like to schedule.
     6. Click and drag the appointment to move to the requested time.

How to reschedule a future appointment

1. Go to the Appointments Module.
2. Right-click the patient's appointment.
3. Click Copy to Pinboard.
4. The appointment is added the Pinboard.
5. To find specific openings, to the left the Pinboard, click the Search button.
6. In the Openings in View area, under the Pinboard, enter date/time restrictions or search by provider as needed and click the Search button to update available openings.
7. Select the day the patient would like to schedule.
8. Click and drag the appointment to move to the requested time.

How to set up Broken Appointment Automation

1. In the Main Menu, click Setup.
2. Click Preferences.
3. In the Preferences window, click Appointment - General.
   • Broken appointment procedure type: Determines when the user is prompted to add a procedure upon breaking an appointment.
   • Make broken appointment commlog: Determines if the user is prompted to add a Commlog upon breaking an appointment.
   • Make broken appointment adjustment: Determines if the user is prompted to add an Adjustment upon breaking an appointment.
   • Broken appt default adj type: Determines the default adjustment type for broken appointments.
   • Force users to break scheduled appointments before rescheduling: Prevents users from moving appointments without breaking them.
4. Click Save.

Additional Resources

See our videos: Managing the ASAP List, Managing the Unscheduled List.
See How to Schedule a New Appointment for detailed instructions and an interactive workflow on scheduling new appointments.

• ASAP List
• Unscheduled List
• Break Appointment
• Pinboard
• Commlog
• Preferences