Manage recurring appointments

Learn how to create, edit, and cancel recurring appointments with clients.

Updated over a week ago

Recurring appointments are an effective way for providers to positively impact a client's experience and ultimate feeling of "success" regarding their care. Recurring appointments help establish and sustain a sense of:

  • Accountability: A long-term, structured plan helps clients understand the level of commitment their care requires and empowers them to build on their progress from one session to the next.

  • Comfort: Care through a platform like Grow Therapy is a new and different experience for many clients. Some struggle with it and don’t know if it is the right fit for them. However, after a few sessions, any initial apprehension or discomfort caused by the unfamiliarity tends to fade into the background.

  • Consistency: Therapy works more effectively if it becomes a habit. Clients attend sessions regularly, discuss their concerns, and actively work on implementing the solutions recommended to them.

  • Familiarity & Efficacy: Regular and consistent sessions help providers understand their clients better, and a more nuanced understanding of the client’s needs allows them to offer more effective solutions and support.

For these reasons, consistent, recurring sessions are highly encouraged.


Create a recurring appointment


To create a recurring appointment:

  • Navigate to Appointments in your provider portal.

  • Select Add > Add Appointment in the upper right.

Create a new appointment
  • Select the future starting date and time of the recurring appointment.

  • Select the cadence and commitment of the recurring appointment. For example, an appointment that repeats every (1) week (4) times would result in four total appointments over roughly a month. Meanwhile, an appointment that repeats every (2) weeks (8) times would result in 4 total appointments over roughly two months.

  • Select the client you would like the appointments to be with. If you offer virtual and in-person sessions, please select the location for these sessions. A recurring appointment cannot be split between multiple locations. You would need to create two separate recurring appointments that overlap to switch between the two.

  • Select the Submit button to add the appointments to your calendar and to notify the client. The notification message enables the client to add this information to their calendar. If they opt not to, the client will still receive appointment reminders.

Recurring appointment settings

Edit appointments from a recurring series


Edit a single appointment from a series

To edit a single appointment from a recurring series:

  • Navigate to Appointments in your provider portal.

  • Locate and select the desired appointment from the recurring series.

  • On the Appointment Details screen, select Actions > Reschedule in the upper right.

  • A calendar with your availability will load in a new tab. Select the new date and time from the calendar and select the Reschedule button to submit the new details.

Reschedule a single appointment

A notification concerning the change will be sent to the related client.


Edit all future appointments of a recurring series

To edit all of the future appointments of a recurring series:

  • Navigate to Appointments in your provider portal.

  • Locate and select the desired appointment from the recurring series

  • On the Appointment Details screen, select Actions > View In Calendar in the upper right to view the appointment on your Grow Therapy calendar.

View in calendar
  • Select the appointment on the calendar and select the Edit Appointment option from the pop-out sidebar menu.

  • Update the appointment's details and select Save Changes. This will prompt a confirmation popup, where you must choose the "This and all following events" option and Save again to submit the updated details.

Edit a series of recurring appointments

A notification concerning the change will be sent to the related client.


Cancel recurring appointments


Cancel a single appointment

To cancel a single appointment from a recurring series:

  • Navigate to Appointments in your provider portal.

  • Locate and select the desired appointment from a recurring series.

  • On the Appointment Details screen, select Actions > Cancel Appointment in the upper right.

  • A cancellation form will load in a new tab. Fill out the form and select the Yes, Cancel option to submit the cancellation.

Cancel a single appointment

The related client will receive a notification concerning the cancellation.


Cancel all future appointments

To cancel all future appointments in a recurring series:

  • Navigate to Appointments in your provider portal.

  • Locate and select the desired appointment from the recurring series

  • On the Appointment Details screen, select Actions > View In Calendar in the upper right to view the appointment on your Grow Therapy calendar.

  • Select the appointment on the calendar and select the Cancel Appointment option from the pop-out sidebar menu.

View an appointment on the calendar
  • This will prompt a confirmation popup, where you must choose the "This and all following events" option and then Next to proceed.

  • A cancellation form will load in a new tab. Fill out the form and select the Yes, Cancel option to submit the cancellation.

Cancel a series of recurring appointments

The related client will receive a notification concerning the cancellation(s).

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