Scheduling & Calendar

The Scheduling module is the heart of your clinic’s daily operations. Manage appointments, provider availability, and telemedicine sessions all in one place.

Accessing Scheduling

  1. Click Scheduling in the sidebar
  2. Or use dashboard quick actions
  3. URL: /admin/scheduling

Scheduling Tabs

The scheduling page has four main tabs:

Tab Purpose
Calendar Visual calendar view
Appointments List view of all appointments
Telemedicine Video consultation management
Availability Provider schedule settings

Calendar View

Calendar Navigation

Date Navigation:

  • Today: Jump to current date
  • < >: Navigate forward/backward
  • Week/Month selector: Change view type

View Options:

  • Day view: Hourly breakdown
  • Week view: 7-day overview
  • Month view: Monthly calendar

Understanding the Calendar

Appointment Colors by Status: | Color | Status | |——-|——–| | 🔵 Blue | Scheduled | | 🟢 Green | Confirmed | | ⬜ Gray | Completed | | 🔴 Red | Cancelled |

Appointment Types:

  • In-Person: Standard office visit
  • Telemedicine: Video consultation (marked with video icon)

Calendar Interactions

Click on Empty Time Slot:

  • Opens new appointment modal
  • Date and time pre-filled

Click on Appointment:

  • Opens appointment details modal
  • View patient info, notes, status

Drag and Drop:

  • Drag appointments to reschedule
  • Confirmation dialog appears
  • Automatic notification sent to patient

Creating Appointments

Method 1: From Calendar

  1. Click on an empty time slot
  2. Fill in the appointment form
  3. Click Create

Method 2: From New Appointment Button

  1. Click + New Appointment button
  2. Select date, time, and duration
  3. Fill in details
  4. Click Create

Method 3: From Patient Profile

  1. Go to patient details
  2. Click the calendar icon
  3. Complete appointment form
  4. Click Create

Appointment Form Fields

Required Fields: | Field | Description | |——-|————-| | Patient | Select from patient list | | Provider | Assign provider for appointment | | Date | Appointment date | | Time | Start time | | Duration | Length in minutes | | Type | Appointment type |

Optional Fields: | Field | Description | |——-|————-| | Notes | Internal notes | | Reason | Reason for visit | | Follow-up | Mark as follow-up visit |

Appointment Types

Type Description
New Patient First visit for new patients
Follow-Up Continuing care visit
Annual Checkup Yearly examination
Consultation Initial consultation
Telemedicine Virtual video visit
Urgent Same-day urgent care

Appointment Details

Click any appointment to view its details:

Details Modal Sections

Patient Information:

  • Name and contact info
  • Medical record number
  • Insurance information

Appointment Information:

  • Date and time
  • Duration
  • Provider assigned
  • Appointment type
  • Status

Notes:

  • Internal notes
  • Visit reason
  • Provider comments

Appointment Actions

From the details modal, you can: | Action | Description | |——–|————-| | Edit | Modify appointment details | | Reschedule | Change date/time | | Cancel | Cancel the appointment | | Mark Complete | Close the appointment | | Start Telemedicine | Launch video session | | View Patient | Go to patient profile |

Appointment Status Workflow 

Scheduled → Confirmed → In-Progress → Completed
                ↓
            Cancelled
                ↓
              No-Show

Status Descriptions

Status Meaning
Scheduled Initial booking
Confirmed Patient confirmed attendance
In-Progress Appointment is happening now
Completed Visit finished successfully
Cancelled Appointment cancelled
No-Show Patient didn’t arrive

Changing Status

  1. Open appointment details
  2. Click status dropdown
  3. Select new status
  4. Add notes if required
  5. Save changes

Managing Availability

Accessing Availability Settings

  1. Go to Scheduling → Availability tab
  2. Select a provider from the list
  3. View/edit their schedule

Setting Weekly Schedule

For each day of the week:

  1. Toggle Availability: Mark day as available or closed
  2. Set Working Hours: Start and end times
  3. Add Break Times: Lunch, meetings, etc.

Example Weekly Schedule

Day Available Hours Break
Monday ✅ 9:00 AM - 5:00 PM 12:00 - 1:00 PM
Tuesday ✅ 9:00 AM - 5:00 PM 12:00 - 1:00 PM
Wednesday ✅ 9:00 AM - 12:00 PM —
Thursday ✅ 9:00 AM - 5:00 PM 12:00 - 1:00 PM
Friday ✅ 9:00 AM - 4:00 PM 12:00 - 1:00 PM
Saturday ❌ — —
Sunday ❌ — —

Saving Availability

  1. Make changes to the schedule
  2. Click Save in the availability calendar
  3. Changes apply to future bookings

Appointments List View

The Appointments tab shows a list format:

List Features

  • Sort by date, patient, provider
  • Filter by status
  • Search appointments
  • Quick status updates

List Columns

Column Description
Patient Patient name (clickable)
Date/Time Appointment date and time
Duration Length in minutes
Type Appointment type
Provider Assigned provider
Status Current status badge
Actions Edit, view, cancel buttons

Telemedicine Sessions

Starting a Telemedicine Session

  1. Navigate to Scheduling → Telemedicine tab
  2. Find the scheduled telemedicine appointment
  3. Click Start Session (available near appointment time)
  4. Video interface opens

Telemedicine Requirements

Provider Requirements:

  • Working webcam
  • Microphone
  • Stable internet connection
  • Supported browser (Chrome, Firefox, Safari)

Patient Requirements:

  • Invitation email with join link
  • Device with camera/microphone
  • Internet connection

During the Session

Provider Controls:

  • Mute/unmute microphone
  • Enable/disable camera
  • Share screen
  • End session

Session Features:

  • HD video call
  • Screen sharing
  • Session recording (if enabled)
  • Chat messaging

After the Session

  1. Session automatically ends when provider closes
  2. Update appointment status to “Completed”
  3. Add session notes if needed
  4. Patient receives follow-up if configured

Rescheduling Appointments

Method 1: Drag and Drop

  1. In calendar view, click and hold the appointment
  2. Drag to new date/time
  3. Release to drop
  4. Confirm the reschedule

Method 2: Edit Appointment

  1. Open appointment details
  2. Click Reschedule or Edit
  3. Select new date and time
  4. Save changes

Automatic Notifications

When rescheduling:

  • Patient is notified via email/SMS
  • Provider calendar updates automatically
  • Original slot becomes available

Cancelling Appointments

  1. Open appointment details
  2. Click Cancel Appointment
  3. Select cancellation reason (optional)
  4. Confirm cancellation

Cancellation Effects:

  • Time slot becomes available
  • Patient is notified
  • Appointment moves to “Cancelled” status
  • Records are preserved for reporting

Best Practices

Scheduling

  1. Leave buffer time between appointments
  2. Set realistic appointment durations
  3. Block time for administrative tasks
  4. Review next-day schedule each evening

Availability

  1. Keep availability current
  2. Block time off in advance
  3. Consider patient travel times
  4. Plan for emergencies

Telemedicine

  1. Test equipment before sessions
  2. Have backup contact method
  3. Keep environment professional
  4. Document session notes promptly

Troubleshooting

Double Bookings

  • Enable overlap prevention in settings
  • Check provider availability settings
  • Use the conflict warning system

Appointment Not Showing

  • Verify patient is active
  • Check date range filter
  • Confirm provider filter
  • Refresh the page

Telemedicine Issues

  • Check browser compatibility
  • Verify camera/mic permissions
  • Test internet connection
  • Clear browser cache

Availability Not Saving

  • Check for validation errors
  • Ensure times are valid
  • Don’t overlap break times with work hours
  • Try a different browser

Plan Limits

Appointment Limits by Plan

Plan Appointments Telemedicine
Free 10/month ❌
Starter Unlimited 5/month
Professional Unlimited Unlimited
Growth Unlimited Unlimited

When approaching limits, you’ll see a warning banner. Upgrade your plan to remove restrictions.

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