Overview 

This article demonstrates how to set up calendar settings in ICANotes+.

Personal Calendar Settings

Set your time zone and calendar sync settings in Personal Preferences. Click the arrow next to your name to open Personal Preferences and then select Calendar Settings. Select your Time Zone from the dropdown menu and Save your selection.

Click here to learn more about the calendar sync feature.

Practice Calendar Settings 

Practice owners and administrators have access to Settings and can configure Calendar Settings for the practice.

Navigate to Settings and select the Calendar Settings tab. 

Let's explore the categories:

• Email Appt Notifications
• Email Appt Reminders
• Copayment Settings
• Allow Client Booking
• Appointment Types
• Default View 
• SMS/Text Appt Reminders

Email Appointment Notifications 

Enabling email appointment notifications will email your client as soon as you schedule an appointment for them. Your client must have an email address specified in their chart to receive email appointment notifications.

Here is an example of what the client will receive:

Click on Email Appt Notifications and start by enabling the template with the toggle on.

Next, define the Email Subject to be presented in the email notification. The Merge Fields menu may be used to insert the Practice Name, Client's Legal First Name, Client's Legal Last Name, Appointment Date, Appointment Time and Clinician Name linked to the appointment.

Provide additional instructions or information to the client in the Email body section. A Merge Fields option is also available for this section.

When ready, scroll down and click the Save button. Once enabled, if the client has an email listed in demographics and you schedule an appointment for the client, they will receive the email notification.

Email Appointment Reminders 

You can enable up to two appointment reminders to email your client an appointment reminder in advance of their appointment. You control when your clients receive these reminders. Your client must have an email address specified in their chart to receive email appointment reminders.

Here is an example of what the client will receive:

Click on Email Appt Reminders. By default you'll be on the Reminder 1 option. You have the ability to set up two separate reminders at different times ahead of the appointment. Start by enabling the template with the toggle on under Reminder 1.

Specify the Email Reminder Timing with the number of hours to send the reminder ahead of the appointment time.

Next, define the Email Subject to be presented in the email reminder. The Merge Fields menu may be used to insert the Practice Name, Client's Legal First Name, Client's Legal Last Name, Appointment Date, Appointment Time and Clinician Name linked to the appointment.

Next, enter the Email Body text. You may wish to provide additional instructions or information to the client here. A Merge Fields option is also available for this section.

When ready, scroll down and click the Save button. Once enabled, if the client has an email listed in demographics and you schedule an appointment for the client, they will receive an email reminder based on the timing specified.

To set up a second email reminder, scroll up and select the Reminder 2 tab. Repeat these steps to enable a second email reminder.

Copayment Settings 

Toggle this setting on if you wish for the copayment button to be visible once a client is checked in. Otherwise it will be visible once the client has been marked as attended. 

Allow Client Booking 

This Knowledge Base guide will demonstrate how practice owners and administrators can enable Self Booking to allow clients to use the self service scheduling feature via the portal.

Appointment Types 

All appointments must specify an appointment type.

Note: You cannot edit the appointment duration from an individual appointment window.  Each appointment type has a set appointment duration. If you need more than one duration available for the same appointment type, you will need to create an appointment type for each duration here.

Use the ADD TO LIST+ button to add a new appointment type. Use the pencil icon to edit an existing appointment type. Use the trashcan icon to delete an appointment type.

Here is how both appear:

From here you may give the appointment type a name, set the default duration, allow the appointment type to be booked by clients for certain contact types, choose a color to display and associate the appointment type to a service code(s). Click Add/Save when done.

Note: If you have not set up your service codes, you may do so under the Practice Settings tab to the right of Calendar Settings.

Default View

Set up your practice default view for the calendar start and end time. Use the Save button to apply your changes.

By setting specific time slots in the default view, your calendar will automatically display appointments within those configured hours. For instance, if you set the default time from 9:00 am to 6:00 pm, your calendar will show appointments within this timeframe when you access the Calendar page. 

Note: Please note that you need to click the 'More' button and zoom in on the calendar to see the effects of the default view configuration.

By set

To view the configured timeframe on your Calendar page, click the More button in the top right corner and zoom in. It might be necessary to click the plus icon two or three times to clearly see the default start/end time. Please be aware that adjusting your browser zoom settings will not affect this process.

SMS/Text Appt Reminders 

You have the option to automatically send text (SMS) reminders to clients for upcoming appointments. ICANotes+ will add the appropriate charge to your monthly invoice based on your usage. The cost is $0.05 (5 cents) per SMS notification/reminder.  This Knowledge Base guide demonstrates how practice owners can enable text appointment reminders for their clients.