Managing Appointment Types in the Calendar (New Calendar)

Managing Appointment Types in the Calendar (New Calendar)

Scheduled for Future Release

Notes
This feature is currently under development and scheduled for a future release. Functionality and screenshots are subject to change.

Overview

Appointment types in ICANotes+ allow users to define different categories of appointments, such as office visits, home visits, or telehealth sessions. These appointment types can then be selected when scheduling appointments for clients.

This article explains how to configure appointment types in ICANotes+ and how they are used when scheduling individual or group appointments.

Step 1: Configure Appointment Types

This section depicts the steps about adding an appointment type, modifying it further if needed, deactivating it when not in use, searching or filtering when you have a long list of appointment types and so forth.

Add a New Appointment Type

To add an appointment type:

  1. Navigate to Settings from the left menu.
  2. Select the Calendar Settings tab.
  3. Select Appointment Types from the left panel.
  4. Click the Add Appointment Type button. 




The Add Appointment Type screen appears as shown below:



Fill in the following details in the order they appear on the screen:
  1. Appointment Type Name: Enter a descriptive name for the appointment type (e.g., "Initial Consultation").
  2. Appointment Duration: Set the default length for this appointment type in minutes. For convenience, you can quickly select from the predefined options: 120 min, 90 min, 60 min, 30 min, or 15 min. Alternatively, you may enter a custom duration manually, for example, 45 minutes.
  3. Appointment Type Settings: Use this section to configure the appointment type for group appointments or to allow clients to request it via the self-scheduling link.
    1. Group Appointment: Select this checkbox to designate this appointment type for group appointments. If left unchecked, it will be treated as an individual appointment.
    2. Self Scheduling: Select this checkbox to make this appointment type available for clients when they request an appointment through the portal or the self-scheduling link you provide. You can configure this option for new client, returning client, or both.
Info
What is self-scheduling link? The calendar includes an option to copy the self-scheduling link, which you can share with your clients to enable them to request appointments directly.
  1. Contact Type: The appointments can be scheduled for any of these contact types: In Person, Phone Call, or Telehealth. Select one or more contact types for this appointment type. 
  2. Choose Color: Select a color to visually differentiate this appointment type on the calendar.
Click Save Appointment Type to finalize the appointment type configuration.

Update Appointment Type Details

Once you add an appointment type, you can still proceed to make any changes to the appointment types you have already configured.

To update the appointment types, click the Edit button as highlihgted in the screen below. It opens the same screen that opens up while adding an appointment type. You can make necessary changes and save them.


Deactivate an Appointment Type

If the appointment type is not more in use, you can deactivate them. Once you deactivate the appointment type, it will not appear when scheduling an appointment. 

To deactivate the appointment type, click the Deactivate button as highlihgted in the screen below. Before deactivating an appointment type, the system prompts a confirmation message to deactivate it.


Search an Appointment Type

When there is a long list of appointment types, use the free text search box to find the desired appointment type. 




Filter Appointment Types

On the top, you will see some filter options to view the desired appointment types.
  1. Individual Appointment: Select this checkbox to view appointment types that are configured for individual appointments.
  2. Group Appointment: Select this checkbox to view appointment types that are configured for group appointments.
  3. Show Only Active Appointments: Select this checkbox to view only the active appointment types. When unchecked, it displays all the appointments types including inactive appointment types.
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Tip: Use the toggle switch to change individual appointment type to group appointment type and vice versa without clicking the Edit button.



Step 2: Use Appointment Types When Scheduling an Individual Appointment

After you configure the appointment types, you can select them when scheduling an appointment for the clients. This section depicts the steps to schedule an individual appointment.

Steps to schedule an individual appointment:
  1. Navigate to calendar.
  2. Click the Add Appointment button from the top right corner. Alternatively, you can also click on the desired date/time slot to schedule a new appointment.
  3. On the Add Appointment screen, select the Individual Appointment option.
  4. Fill in the appointment details such as client name, clinician name, and so forth.
  5. In the Appointment Type drop down, you can locate the appointment types you have configured for the individual appointments. Select the desired one.
  6. Click Save Appointment to confirm the booking.


The individual appointment appears on the calendar with the color associated with the appointment type, making it easier to identify it on the screen.


Step 3: Use Appointment Types When Scheduling a Group Appointment

After you configure the appointment types, you can select them when scheduling an appointment for the clients. This section depicts the steps to schedule a group appointment.

Steps to schedule a group appointment:
  1. Navigate to calendar.
  2. Click the Add Appointment button from the top right corner. Alternatively, you can also click on the desired date/time slot to schedule a new appointment.
  3. On the Add Appointment screen, select the Group Appointment option.
  4. Fill in the appointment details such as client name, clinician name, and so forth.
  5. In the Appointment Type drop down, you can locate the appointment types you have configured for the group appointments. Select the desired one.
  6. Click Save Appointment to confirm the booking.

The group appointment appears on the calendar with the color associated with the appointment type, making it easier to identify it on the screen.


FAQs 

Can I edit an appointment type after creating it? 
Yes. Click Edit next to the appointment type, make your changes, and save them.

What happens if I deactivate an appointment type?
It will no longer appear when scheduling new appointments, but existing scheduled appointments remain unchanged.

Why is an appointment type not appearing when scheduling?
Check whether it is deactivated or configured for a different appointment type, such as group instead of individual.

Can clients request any appointment type through self-scheduling?
No. Only appointment types with Self Scheduling enabled are available to clients.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.


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