Recurring appointments are essential for enhancing a client's experience and fostering a sense of success in their care. They establish accountability by providing a structured plan that helps clients recognize the commitment needed and build on their progress.
Create a recurring appointment series
Video Walkthrough:
Written walkthrough:
To create a recurring appointment series:
Navigate to Appointments in your provider portal.
Select Add > New appointment in the upper right.
Select the client with whom you would like to schedule appointments.
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 four times would result in four total appointments over roughly a month. Meanwhile, an appointment that repeats every 2 two weeks 8 times would result in 4 total appointments over roughly two months.
Selecting Repeats Indefinitely creates a set of 10 appointments at your created cadence. The calendar system automatically detects when the recurring set of 10 is approaching the end and creates another set of 10.
If you offer both virtual and in-person sessions, please select the location for each type of session.
Select the Schedule 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.
NOTE: A recurring appointment cannot be split between multiple locations. To switch between the two location types, you must create separate recurring appointment sets that alternate or overlap.
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. The following steps are completed through the List view of your appointments.
Locate and select the desired appointment from the recurring series. Recurring series will have the "repeats" 🔁 icon to indicate a recurring set of appointments.
On the "Appointment Details" screen, choose Actions > Reschedule in the upper right.
A pop-out menu with options to edit the appointment will populate. Select the new date and time and select the Save changes button to submit the new details.
Select Only this event > Save.
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. The following steps are completed through the Calendar view of your appointments.
Locate the desired appointment from the recurring series you want to edit. Select the appointment on the calendar and select Edit Appointment from the pop-out sidebar menu.
Update the appointment's details and select Save changes. This action will prompt a confirmation pop-up, where you must choose the "This and all following events" option and Save again to submit the updated details.
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. The following steps are completed through the List view of your appointments.
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 Cancel appointment option.
The related client will receive a notification concerning the cancellation.
Cancel all future appointments
Video walkthrough
Written walkthrough
To cancel all future appointments in a recurring series:
Navigate to Appointments and ensure you are in Calendar view.
Locate the desired appointment from the recurring series you want to edit. Select the appointment on the calendar and select Edit appointment from the pop-out sidebar menu.
This action will prompt an additional pop-out menu where you can select the Cancel appointment option.
Choosing the "cancel" option will prompt a confirmation popup, where you must select 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 Cancel appointment option to submit the cancellation. The related client will receive a notification concerning the cancellation(s).