Appointment types

Open Setup > Clinic > Appointment Types to see what your clinic can book. Each row shows the type's color, kind, discipline, default length, how many appointments use it and whether it is active.

Anyone with access to Setup can see the list. Changing it takes the schedule configuration permission, which owners and clinic admins have by default.

Starter types#

Every new clinic starts with Evaluation, Re-evaluation, Treatment, Group treatment, Co-treatment, Screening and Telehealth treatment, plus the blocks Lunch, Meeting, Admin time, Time off and Alert. They are yours to rename, change or retire.

Add or edit a type#

Click New Type (or Edit in a row) and fill in:

• Name and Kind: individual, co-treatment, group or block (no patient).
• Discipline: booking picks the patient's open episode of this discipline. Any discipline leaves it to the provider.
• Default length (minutes), in steps of 5, and Order for where it lists in pickers.
• Capacity (patients), for a group.
• Color. If white text would be hard to read on it, a warning suggests a darker color.
• Default procedure codes that a visit from this appointment starts with. A group type open to any discipline can list a group code for each discipline.
• Billable, Telehealth by default, Requires authorization check and Counts toward productivity. Blocks are never billed, so these are off for them.
• Assessment, for a type of an applied behavior analysis (ABA) discipline: appointments of this type book assessment sessions.
• Holds preparation or cleanup time: turn it on to give the type minutes Before (setting up materials) and After (cleaning the room, scoring a test) each appointment, up to 120 each in steps of 5. See Preparation and cleanup time.
• Checks for conflicts: turn it off for entries that may overlap others, such as alerts.
• Paid time, for a block: payroll pays a provider's time on these blocks (meetings, admin time, training) at their hourly rate, or at an hourly rate set for this type on their pay rates. See Payroll.

Click Create Type or Save Changes. Names must be unique. Once appointments use a type, its kind cannot change.

Preparation and cleanup time#

Preparation and cleanup belong to the provider's day but not to the visit. A 30-minute treatment with 15 minutes of cleanup keeps the provider busy for 45 minutes, while the visit, its charges and the authorization it draws on count only the 30 minutes of treatment.

• The calendar shades the time as a hatched strip before and after each appointment of the type.
• Booking warns when a provider's other appointment falls inside that time (see Booking checks).
• Finding open times leaves room for it around the appointments already booked and around the new one.

Changing a type's minutes applies to its appointments already on the schedule too. Cancelled, rescheduled and no-show appointments hold no time, so they show none.

Booking window#

Turn on Has a booking window to limit when appointments of the type can be booked. Leave a field empty to skip that rule.

• Earliest start and Latest end: times of day in the location's time zone.
• Days in the past and Days ahead: how far back or ahead of today an appointment can be booked.
• Gap between sessions (minutes): the time the provider needs between this appointment and their next or previous one.
• Days in a row: how many days in a row one patient can have this type.

Booking outside the window shows a booking check warning. Turn on Block bookings outside the window so only users who can override admin checks can book there, with a reason.

Retire a type#

Turn off Active to stop offering a type when booking. Appointments that already use it keep it. You can delete a type only while no appointment has ever used it; otherwise make it inactive.