Help : Add/Edit Event
There are four ways to add a new event to the calendar:
- Click on any open time slot in the week or day view of the open calendar block, or click on a day's header in month view;
- Select Add Event for Today from the Scheduling drop down menu; or
- With a patient's chart open, select Schedule Event for the Pt from the Scheduling drop down menu.
- From the Patient Portal Queue, click on the yellow helper button to the right of an appointment request to add the appointment.
Any of these actions will bring up the Schedule New Event in Calendar pop-up.
Title (free text box) – provide a short title to be displayed on the calendar.
Type (drop down) – select the type of event. This will color code the event on the calendar based on the schedule types loaded in your system. Depending on your settings, certain appointment types (e.g., "In-Office Schedule," "On-Phones Schedule) may determine the availability that patient's see when requesting appointments via the Portal.
Event Details (free text box) – a place for additional detail not contained in the title.
This appointment is for: (search box) – this brings up a search box to associate a patient with the event, if desired. Once a patient is associated with the event, two options pop-up to the right to send an email notice and/or an appointment reminder to the patient.
Email Notice and Reminder (pop-up) – click the applicable check box(es) to send an email confirmation and/or an appointment reminder email to the patient's email address on file.
An email notice will be sent as soon as you click "+Add New Event." A reminder will be sent the specified number of hours before the appointment.
Edit the email subject and message to the patient as needed. Your email will automatically include the date, time, provider and appointment type. To save your email subject and message as the default for all appointment email notices or reminders, respectively, check the box at the bottom of the pop-up called 'Save as initial notice email default'.
For Reminders, specify the number of hours before the appoinment that the email should be sent using the drop down menu at the bottom of the Reminders pop up.
Note: you may also use Chart Parts to create multiple different default emails. Once you have created the desired email Chart Part(s) (via Admin --> Manage --> Chart Parts), type in the email message area to search for the desired Chart Part name or nickname, then select to insert default text and edit as needed.
Note: email notice and reminder will be sent by regular email, not as a secure message via the Patient Portal - do not include Protected Health Information in your message.
From/Until (calendar dates) – the start and end date and time. These can be specified by typing manually or by using the calendar pop-out.
Recurrence (checkbox) – allows for repeating events. Checking the box will bring up a set of drop down menus to set the recurrence frequency. The first specifies how many and the second specifies the time period. For example, the first could be set to 'every 2' and the second to 'week(s)' for an event that happens every other week.
Applies to (checkboxes) – allows different users to be assigned to the event. This event will show up in the selected users calendars.
When finished, click the green +Add New Event button to schedule the event (and send an email notice, if that checkbox was selected).
Clicking on an existing event brings up the Edit/Delete pop-up, which is the same as the Schedule New event pop-up, except that the buttons at the bottom allow you to Edit or Delete the existing entry.