Appointments User Guide

Overview

The Appointments page is your comprehensive scheduler for managing patient appointments. View appointments in calendar or grid format, create new appointments, track appointment details, and coordinate provider schedules efficiently.

Purpose:

  • Schedule patient appointments with providers
  • View appointments in multiple calendar formats
  • Track appointment status and details
  • Manage provider availability
  • Coordinate multi-location schedules
  • Send automated reminders

Appointments Page Overview

Accessing Appointments

Global Appointments View

  1. Click Appointments in the main navigation menu
  2. The appointments calendar displays showing all appointments

Case File Appointments View

  1. Navigate to a specific case file (File Hub)
  2. Click the Appointments tab/section
  3. See appointments for that case file only

The interface is context-aware and changes behavior based on whether you're viewing all appointments or case-specific appointments.

View Modes

Switching Between Views

Toggle Button: Located in the top-right corner

  • Calendar Icon - Switch to calendar view
  • Grid Icon - Switch to grid/list view

Toggle Buttons

Calendar View

Available Calendar Formats

Use the toolbar dropdown to switch between calendar views:

View Description Best For
Day Single day with hourly time slots Detailed day planning
Week 7-day view with hourly time slots Weekly scheduling
Work Week Monday-Friday with hourly time slots Business week planning
Month Full month with daily cells Long-term overview
Agenda List view of upcoming appointments Quick appointment list

Default View: Month

Calendar View Dropdown

Calendar Features

Color Coding:

  • Appointments are color-coded by provider (if feature enabled)
  • Visual distinction helps identify provider schedules quickly

Hover Tooltips:

  • Hover over an appointment to see quick details
  • Title, patient name, date/time, location, and notes

Quick Info Popup:

  • Click an appointment to open quick info popup
  • View summary details
  • Click Copy Details to copy appointment info to clipboard
  • Click Edit to modify appointment (case file view only)
  • Click Delete to remove appointment (case file view only)

Navigation:

  • Use Previous/Next arrows to change dates
  • Use Today button to return to current date
  • Use calendar dropdown to jump to specific date

Quick Info Popup

Creating Appointments from Calendar

Method 1: Double-Click on Time Slot

In Case File View:

  1. Double-click any time slot on the calendar
  2. Appointment form opens immediately
  3. Case file is pre-selected
  4. Selected date/time is pre-filled
  5. Duration defaults to 1 hour

Method 2: Add Button (Global View Only)

  1. Click Add Appointment button in toolbar
  2. Select case file from dropdown
  3. Click Continue to open appointment form

Copy Appointment Details

Purpose: Quickly copy appointment information to share, reference, or use as a template for new appointments

How to Use:

  1. Click an appointment to open quick info popup
  2. Click Copy Details button
  3. Appointment details copied to clipboard
  4. Paste into email, notes, or other applications

Creating a New Appointment from Copied Details:

You can also use Copy Details to quickly create a similar appointment without re-entering all information:

  1. Click an existing appointment to open quick info popup
  2. Click Copy Details button
  3. Click Add to create a new appointment
  4. The new appointment form auto-loads the copied details
  5. Edit any fields as needed (e.g., change date/time)
  6. Submit the new appointment

This is especially useful for scheduling follow-up appointments with the same provider and location.

Information Copied:

  • Title/Subject
  • Case file number
  • Patient name
  • Start and end date/time
  • Location
  • Modality
  • Provider
  • Procedure
  • Appointment type
  • Status
  • Notes

Grid View

Grid Columns

Column Description
Title Appointment title or description
Case File Associated case file number (with patient link)
Patient Name Patient's full name
Provider Healthcare provider name
Start Date/Time Appointment start date and time
End Date/Time Appointment end date and time
Location Appointment location/address
Modality Type of service (In-Person, Telehealth, etc.)
Status Current appointment status
Type Appointment type (New Patient, Follow-up, etc.)
Created Date When appointment was scheduled
Updated Date Last modification date
Actions Edit and delete buttons

Appointments Grid View

Sorting

Click any column header to sort:

  • First click - Sort ascending
  • Second click - Sort descending
  • Third click - Remove sort

Default Sort:

  • Case File View: Start Date descending (newest first)
  • Global View: Start Date ascending (soonest first)

Filtering

Text Filters

Type in the filter bar below any column to search:

  • Title - Search appointment titles
  • Case File - Search by file number
  • Patient Name - Search by first or last name
  • Provider - Search by provider name
  • Location - Search by location
  • Status - Search by status
  • Type - Search by appointment type

Date Range Filters

Available for:

  • Start Date/Time
  • End Date/Time
  • Created Date
  • Updated Date

How to Use:

  1. Click filter bar under date column
  2. Date range picker opens
  3. Select:
  4. Preset range (Today, This Week, This Month, Last 30 Days, etc.)
  5. OR Custom date range
  6. Grid filters automatically

Tip: Date filters are especially useful in global view to see upcoming appointments

Date Range Filters

Grid Persistence

What Gets Saved:

  • Column widths
  • Column order
  • Column visibility
  • Filter values
  • Sort order
  • View preference (calendar vs grid)

To Reset: Click Clear Filters button in toolbar

Grid Actions

Add Button (Case File View)

  • Opens appointment form
  • Case file pre-selected
  • Start with empty appointment

Edit Button (Row Action)

  • Opens appointment form
  • Pre-fills all appointment details
  • Modify and save changes

Delete Button (Row Action)

  • Prompts for confirmation
  • Permanently removes appointment
  • Cannot be undone

Column Chooser

  • Show/hide grid columns
  • Customize your view

Creating an Appointment

Opening the Form

From Calendar View:

  • Double-click on a time slot

From Grid View:

  • Click Add button in toolbar

From Case File:

  • Use Add button or double-click calendar

Required Fields

⚠️ Must complete before saving:

  • Case File (in global view) - Select case file or create new patient
  • Provider - Select healthcare provider
  • Start Date/Time - Appointment start
  • End Date/Time - Appointment end
  • Modality - Service type (In-Person, Telehealth, etc.)
  • Appointment Type - Type of visit
  • Appointment Status - Current status
  • Title - Brief description of appointment

Appointment Form Fields

Basic Information:

Field Description
Case File Selected case file (read-only after selection)
Patient Patient name (displayed for reference)
Title Brief appointment description (required)
Provider Healthcare provider (required)
Location Provider's office/facility (based on selected provider)
Modality In-Person, Telehealth, Home Visit, etc. (required)

Scheduling:

Field Description
Start Date/Time When appointment begins (required)
End Date/Time When appointment ends (required)
Timezone Time zone (Pacific, Mountain, Central, Eastern)
All Day Mark as all-day appointment (checkbox)

Appointment Details:

Field Description
Appointment Type New Patient, Follow-up, Consultation, etc. (required)
Appointment Status Scheduled, Confirmed, Completed, Cancelled, etc. (required)
Procedure Code Medical procedure code (optional)

Recurrence:

Field Description
Recurrence Rule Set up repeating appointments
Recurrence Editor Visual editor for repeat patterns

Additional:

Field Description
Notes Additional appointment notes
Opt Out SMS Reminder Disable SMS reminders for this appointment

Appointment Form

Selecting Provider and Location

Provider Selection:

  1. Click Provider dropdown
  2. Search or scroll to find provider
  3. Select provider
  4. Location dropdown automatically loads provider's locations

Location Selection:

  1. After selecting provider, locations become available
  2. Click Location dropdown
  3. Select from provider's office locations
  4. Location is optional but recommended

Note: If provider has no locations, location field may be empty

Setting Date and Time

Date/Time Entry Options:

Option 1: Date/Time Pickers

  1. Click Start Date/Time field
  2. Calendar and time picker opens
  3. Select date and time
  4. Repeat for End Date/Time

Option 2: Pre-filled from Double-Click

  • When creating via double-click
  • Start and end times are pre-filled
  • Duration defaults to 1 hour
  • Adjust as needed

All-Day Appointments:

  • Check All Day checkbox
  • Time fields become disabled
  • Appointment shows as full-day event

Date Picker Time Picker

Recurrence Editor

For Repeating Appointments:

  1. Scroll to Recurrence section
  2. Visual recurrence editor displays
  3. Configure repeat pattern:
  4. Frequency: Daily, Weekly, Monthly, Yearly
  5. Interval: Every X days/weeks/months
  6. Days of Week: Select specific days
  7. End Date: Until date or after X occurrences

Example Patterns:

  • Every week on Monday and Wednesday
  • Every 2 weeks on Friday
  • First Tuesday of every month
  • Every 3 months

Recurrence Rule Preview:

  • Shows text representation of pattern
  • Example: "Occurs every week on Monday, Wednesday until 12/31/2024"

Recurrence Editor

SMS Reminder Opt-Out

Purpose: Disable automatic SMS reminders for specific patient

How to Use:

  1. Locate Opt Out SMS Reminder checkbox
  2. Check to disable SMS reminders
  3. Patient will not receive automated texts
  4. Setting applies to this case file going forward

Note: This updates the patient's SMS preference

Submitting the Form

  1. Review all entered information
  2. Click Submit button at bottom
  3. Form validates all required fields
  4. Appointment is created
  5. Success message displays
  6. Calendar/grid refreshes with new appointment

Validation Errors:

If required fields are missing:

  • Fields highlight in red
  • Error messages display
  • Form remains open
  • Scroll to errors and correct

Canceling

To cancel without saving:

  1. Click Cancel button
  2. Form closes without saving
  3. Any entered data is lost

Editing an Appointment

Opening for Edit

From Calendar View:

  1. Click appointment to open quick info
  2. Click Edit button

From Grid View:

  1. Click Edit icon in Actions column

Edit Appointment Form

Making Changes

Edit Form Behavior:

  • Form pre-fills with existing data
  • All fields are editable
  • Provider changes reload location options
  • Only changed fields are sent to server

Common Edits:

  • Change date/time
  • Update status (e.g., Scheduled → Completed)
  • Add notes
  • Change location
  • Update provider

Completing an Appointment

To mark appointment as complete:

  1. Open appointment for edit
  2. Change Appointment Status to "Completed"
  3. Add any final notes
  4. Submit form
  5. Appointment shows as completed

Canceling an Appointment

Method 1: Change Status

  1. Open appointment for edit
  2. Change Appointment Status to "Cancelled"
  3. Add cancellation notes
  4. Submit form

Method 2: Delete

  1. Click Delete button
  2. Confirm deletion
  3. Appointment is permanently removed

Creating New Patient from Appointments

Global View Feature: Create patient and case file while scheduling

When to Use

  • New patient calling to schedule
  • Walk-in appointment
  • Referral from provider
  • No existing case file yet

How to Create

  1. Click Add Appointment button (global view)
  2. In case file selection dialog, click Create New Patient
  3. Create Patient Mode opens with expanded form:

Patient Information:

  • First Name (required)
  • Last Name (required)
  • Phone Number (required)
  • Date of Birth (optional)

  • Date of Loss (optional)

  • Fill in patient information

  • Continue with normal appointment form
  • Submit form
  • Creates:
  • New patient record
  • New case file
  • New appointment
  • Links all together

This streamlines intake for new patients with immediate appointments

Create Patient Form

Common Workflows

Scheduling a New Patient Appointment

  1. From global appointments view
  2. Click Add Appointment
  3. Click Create New Patient
  4. Enter patient information:
  5. First and last name
  6. Phone number
  7. Date of birth
  8. Date of loss
  9. Select provider
  10. Select location
  11. Set date and time
  12. Select modality (In-Person, Telehealth, etc.)
  13. Select appointment type
  14. Add title and notes
  15. Submit form
  16. Patient, case file, and appointment all created

Scheduling Follow-up Appointment

  1. Navigate to case file
  2. Go to Appointments tab/section
  3. Double-click on calendar date/time
  4. Form opens with case file pre-selected
  5. Select provider and location
  6. Confirm date/time
  7. Select appointment type (Follow-up)
  8. Add any notes
  9. Submit

Rescheduling an Appointment

  1. Find appointment in calendar or grid
  2. Click appointment to open quick info
  3. Click Edit
  4. Change start and end date/time
  5. Update status if needed (e.g., "Rescheduled")
  6. Add note explaining reschedule
  7. Submit form
  8. Appointment updates in calendar

Marking Appointment as Completed

  1. After appointment occurs
  2. Find appointment in calendar or grid
  3. Click Edit
  4. Change Appointment Status to "Completed"
  5. Add any post-appointment notes
  6. Submit form
  7. Appointment marked complete

Creating Recurring Appointments

For Regular Treatment Schedule:

  1. Create new appointment
  2. Fill in all required fields
  3. Scroll to Recurrence section
  4. In recurrence editor, set:
  5. Frequency: Weekly
  6. Days: Monday, Wednesday, Friday
  7. End date: 3 months from now
  8. Preview shows: "Occurs every week on Mon, Wed, Fri until [date]"
  9. Submit form
  10. All appointments in series are created

Filtering Appointments by Date

In Grid View:

  1. Click date filter under Start Date/Time
  2. Select This Week preset
  3. Grid shows only this week's appointments
  4. OR select custom date range
  5. See appointments in specific timeframe

Finding Patient Appointments

In Grid View:

  1. Use Patient Name filter
  2. Type patient's last name
  3. Grid filters to show patient's appointments
  4. View complete appointment history
  5. Sort by date to see chronologically

Tips & Best Practices

Scheduling

✅ Book appointments with buffer time - Allow travel or prep time between appointments

✅ Use appointment types consistently - Standardize types for reporting

✅ Add detailed notes - Help staff prepare for appointment

✅ Confirm locations - Ensure correct office for multi-location providers

✅ Set realistic durations - Account for actual appointment length

✅ Use recurrence for regular treatment - Save time on repetitive scheduling

Calendar Management

✅ Use Month view for overview - See long-term schedule

✅ Use Day/Week view for details - Manage daily operations

✅ Color coding helps - Provider colors improve visual clarity (if enabled)

✅ Double-click for speed - Fastest way to create appointments

✅ Copy details - Quick info sharing with staff/patients

Status Tracking

✅ Update statuses promptly - Keep calendar accurate

✅ Mark completed appointments - Track appointment history

✅ Note cancellations - Document why appointment didn't occur

✅ Use Confirmed status - Track which appointments are verified

Grid View Usage

✅ Filter for reporting - Find appointments by criteria

✅ Export to Excel - Analysis and reporting

✅ Sort by date - See chronological history

✅ Patient name filter - Quick patient appointment lookup

Troubleshooting

Cannot Create Appointment in Global View

Possible Causes:

  • No case file selected
  • Creating on read-only view

Solution:

  • Must select case file first
  • Or create new patient
  • Cannot create appointments without case context

Provider Locations Not Loading

Possible Causes:

  • Provider has no addresses in system
  • Provider not yet selected
  • Data loading issue

Solution:

  • Ensure provider is selected first
  • Provider must have at least one address
  • Location field may remain empty if no addresses

End Time Before Start Time Error

Cause:

  • End date/time is set before start date/time

Solution:

  • Ensure end date/time is after start date/time
  • Check that dates are correct
  • For same-day appointments, end time must be later

Recurrence Not Saving

Possible Causes:

  • Recurrence rule format error
  • End date before start date
  • Invalid recurrence pattern

Solution:

  • Use recurrence editor (don't manually type rule)
  • Ensure end date is after start date
  • Check pattern is logically valid

SMS Opt-Out Not Working

Possible Causes:

  • Phone number not in system
  • SMS service not configured
  • Patient already opted out

Solution:

  • Ensure patient has phone number
  • Check with support about SMS configuration
  • Verify opt-out status was saved

Appointment Not Showing on Calendar

Possible Causes:

  • Date is outside visible calendar range
  • Provider filter is active (if enabled)
  • Location filter is active (if enabled)
  • Appointment for different case file

Solution:

  • Navigate to appointment's date
  • Check provider/location filters
  • Clear all filters
  • Verify correct case file

Cannot Edit Appointment

Possible Causes:

  • Insufficient permissions
  • Appointment is locked
  • Appointment already completed

Solution:

  • Check your user permissions
  • Contact CaseCompass support
  • Completed appointments may have edit restrictions

Double-Click Not Creating Appointment

Possible Causes:

  • In global view (requires case file selection)
  • Feature disabled
  • Calendar locked

Solution:

  • In global view, dialog opens to select case file
  • In case file view, should open form directly
  • Try using Add button instead

Need Help?

If you encounter issues not covered in this guide:

  1. Contact CaseCompass support via support@casecompass.com
  2. Provide specific error messages
  3. Include screenshots if helpful

This guide covers the Appointments page functionality. Features may vary based on your user permissions and system configuration.