This video provides an overview of the manual scheduling workflow, including how to add a new patient or find an existing patient and set up an appointment (including selecting a services, email template, reminder, payment type, and checking out straight from the scheduler).
This video assumes that you have already gone through onboarding, set your scheduling preferences, and created your services and email/reminder templates. (*Note: please ensure you review the addendum video below for updates)
Scheduling Basics
In the Scheduling section, you can view multiple versions of you and your practice's schedule, save, export or print those views, create, modify, or cancel appointments, and much more
Views
Day, Week, Month: different views by time (all practitioners show)
Practitioner, Room and Staff/Week View
List View – if you want to print or export the list
Can I save a specific view of my calendar? Yes, you can! First, select the view you want to see:
Day or Week or Practitioner or Rooms and, a location or practitioners
Then, click on More Options > Save View
Note that when you clear your cache to take advantage of new OptiMantra features, you will need to resave your calendar view using the steps above.
More Options
Check-In View – you can see list of patients from the schedule and status of submissions
Confirm – manually confirm online booking requests (if not using the auto option)
Cancellations – cancellation requests from online bookings
Check Out – will show the checkout page as a pop up
Save View/Clear View – you can select the filters (view, practitioner, location) and save that, so next time you come to booking page, program will remember your settings
Print/Export – options to print and export
Search – search appointments for any patient
Creating Appointments
Adding patients, services and email templates
Adding recurring patterns – repeating weekly, daily and monthly
Blocking calendar – add an appointment without any patient on it
Modifying Appointments
You can drag appointment; you can also copy paste appointments
Update the status
View history of changes to the appointment (time clock icon next to Cancel)
Event Status Symbols
The symbols in the appointment box provide information about the appointment and its status (see an example below):
A checkmark denotes a patient who has confirmed the appointment, and the rest align with the appointment status
Checkmark indicates Confirmed (both by patient or clinic)
X denotes cancelled
Thumbs down is no show
Thumbs up on time
Arrow forward with bracket right of arrow = checked in
Arrow forward with bracket on left side = checked out
Yellow circle = delayed
Arrow to the right with no bracket = rescheduled
A couple designations don't get a symbol (billing done, chart done)
These can be identified if desired with your chosen color
Change your appointment color configuration under Settings > Scheduling > Org Settings Color configuration
We are now displaying if the clinic or patient has confirmed the appointment and how on the appointment and the quick click:
Scheduling Tips
You want to make sure you are changing the appointment status on the original appointment for tracking purposes. Once it is marked rescheduled or cancelled it will still be on the schedule but the appointment slot is free.
Then go make a new appointment if they are rescheduling and put the reschedule notes in the appointment notes if you would like to.
You do NOT want to go into the appointment take out one patient and then add another patient in the same appointment.
You do NOT want to adjust the time on the appointment after it has been booked.
You ONLY want to delete an appointment if it was made in error.
Otherwise there is no record of the deleted appointment unless you look in their appointment log via patient actions menu.
If you would like to see the appointment audit log of a deleted appointment you will then have to go into deleted appointments to reactivate.