Adding Appointments Manually

What you'll learn: How to create appointments for patients, set up event details, and assign providers.

When to Add Appointments Manually

Add appointments yourself when:

• A patient calls and speaks to staff directly
• Scheduling during an in-person visit
• Booking for patients without phone access
• The AI phone assistant isn't handling the call

Note: Many appointments are created automatically when patients call your AI phone assistant.

Starting the Booking Process

From the Calendar

1. Click on a date in the calendar
2. Click Add Event or the plus button
3. The appointment form opens

From Providers View

1. Click an open time slot
2. The form opens with date and time pre-filled

From Any Calendar View

• Look for an "Add" or "+" button
• Click to open the new event form

Required Information

Title

Enter a descriptive title for the appointment:

• Patient's name
• Service being provided
• Purpose of the visit

Date

Select the appointment date:

• Defaults to the day you clicked
• Change using the date picker
• Can schedule future appointments

Provider

Select who will see the patient:

• Choose from your team members
• Each provider has their name and role listed
• This field is required

Optional Information

Time

Set the appointment time:

• Select hours and minutes
• Leave blank for all-day events or flexible timing

Duration

Set how long the appointment will last:

• Enter the number of minutes
• Defaults to 60 minutes
• When you select a service, duration auto-fills based on service settings

Type

Choose what kind of event this is:

Quick Types:

• Appointment — Standard patient visit
• Call — Phone call appointment
• Meeting — Internal meeting
• Task — To-do item

Services:

• Your configured services appear here
• Selecting a service automatically sets the duration

Visit Type

Choose how the appointment will happen:

• In-Person — Patient comes to your location
• Telehealth — Virtual video appointment

Patient

Link the appointment to a patient:

1. Start typing the patient's name
2. Search results appear as you type
3. Click to select the patient
4. The appointment is linked to their record

If the patient isn't in your system yet:

• You can type their name without selecting from the list
• Consider adding them as a patient first for better record-keeping

Saving the Appointment

1. Review all entered information
2. Click Add Event or Save
3. A success message confirms the booking
4. The appointment appears on the calendar

What Happens After Booking

• The appointment shows on the calendar
• It appears in the patient's appointment history
• The assigned provider can see it on their schedule
• Reminders may be sent based on your settings

Editing After Saving

Made a mistake? No problem:

1. Click the appointment on the calendar
2. Choose Edit
3. Make your changes
4. Save

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Next: Editing Appointments | Previous: Providers View