ICANotes+ enables you to schedule group appointments to conduct therapy sessions for multiple clients at the same time. Using the Therapy Group feature, you can create therapy groups and associated group rosters to manage participants.

When scheduling a group appointment, select a therapy group and group roster to automatically add the assigned participants. You can also add additional participants manually.

The Create Note option is available only after a group appointment has been saved. Once the appointment is scheduled, open the appointment from the calendar to access the Create Note dropdown.

Add a Group Appointment

To schedule a group appointment:

1. Select Calendar from the left navigation menu.

2. Either, click on the desired time slot on the calendar or click the Add Appointment button.
   

3. The Add Appointment screen opens.
   

4. On the Add Appointment screen, select Group Appointment.
   
   
   

5. When adding or editing a group appointment, complete the following fields:
   

Group Details

1. Group: Select a group from the dropdown. It displays all the therapy groups that you have configured in the Settings > Practice Settings > Therapy Groups section. When you select a therapy group, participants assigned to that group are automatically added to the appointment. 
2. Group Roster: Select a group roster from the dropdown. It displays all the group rosters that you have configured in the Settings > Practice Settings > Therapy Groups section. When you select a roster, participants assigned to that roster are automatically added to the appointment. 
3. Therapy Group Session Name: Enter a name for the session. This helps identify the group session on the calendar and in related records.

Participants

Provider and Organization

1. Provider: Select the clinician who will conduct the group session.
2. Organization Member: Select an organization member associated with the session, if applicable.

Appointment Information

1. Appointment Type Name: Select the appropriate appointment type. The selected type may determine the default duration of the session.
2. Contact Type: Select how the session will be conducted. Available options include:
   
1. In-Person
2. Phone Call
3. Telehealth

1. Location: Select the practice location (site) where the group session will take place.
2. Date: Select the scheduled date for the group session.
3. Time: Select the start time for the session.
4. Timezone: Select the appropriate time zone for the appointment. The system schedules the session according to the selected time zone.
5. Duration (in minutes): Review or enter the session duration. The duration may default based on the selected appointment type. Modify it if needed.
6. Recurring Appointment: Select this option if the group session should repeat. After selecting this option, configure the recurrence pattern as described below.
7. Appointment Notes: Enter any additional notes related to the group session, if applicable.

Click Save Appointment. The group appointment appears on the calendar at the scheduled date and time.

Create a Recurring Group Appointment

You can schedule recurring group sessions when the same group meets multiple times. After selecting Recurring Appointment, choose one of the following recurrence patterns:

Daily

Use these options to set up sessions that repeat every day.

1. Number of occurrences: Enter the total number of sessions to create. For example, if you enter 3, three appointments are added to the calendar for the next three consecutive days.
2. End by: Select the end date. For example, if today is January 1 and you select January 20, daily sessions are scheduled through January 20.

Weekly

Use these options to set up sessions that repeat on specific days of the week.

1. Days selection: Select the days of the week the group session should repeat.
2. Repeat every X weeks: Enter how frequently the session should repeat. For example, enter 1 to repeat every week or 2 to repeat every other week.
3. Number of occurrences: Enter the total number of sessions to create. For example, if you enter 5, five weekly sessions are added based on the selected days.
4. End by: Select the date when the recurring sessions should stop. For example, if today is January 1 and you select February 15, weekly sessions are scheduled through February 15 based on your selected days.

Monthly

Use these options to set up sessions that repeat monthly.

1. Date selection: Select the day of the month the session should repeat.
2. Repeat every X months: Enter how often the session should repeat. For example, enter 1 to repeat every month or 2 to repeat every other month.
3. End by: Select the date when the recurring sessions should stop. For example, if today is January 1, the session is set for the 10th of each month, and you select April 30, the system schedules sessions on the 10th of each month through April 30 based on the selected interval.

After configuring the recurrence details, select Save Appointment.

The recurring group appointments appear on the calendar based on your selections.

Modify a Group Appointment

To modify a scheduled group appointment:

1. Select the group appointment on the calendar.

2. The Session Details screen opens.

3. Click the Edit (pencil) icon.
   
   
   

4. The Edit Appointment screen opens. Modify the required details.
   
   
   

5. Click Save Appointment.
   

Delete a Group Appointment

To delete a group appointment:

1. Select the group appointment on the calendar.

2. The Session Details screen opens.

3. Click the Delete icon.
   
   
   

4. Confirm the deletion when prompted.
   
   
   

Create a Note in the Group Appointment