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The Recurring Appointments feature lets you schedule a series of ongoing patient visits—such as for behavioral health, chronic care management, or multi-visit treatment plans—in just a few steps. Rather than creating each appointment manually, you can set up a repeating schedule using customizable weekly or monthly intervals and define when the series of appointments should end. A recurring icon will appear next to Recurring Appointments for easy identification.
If you need to schedule recurring appointments for certain patients, the Recurring Appointments feature minimizes manual data entry and streamlines the scheduling process, helping reduce errors, omissions, and missed appointment slots. It also eases the administrative burden on scheduling staff.
Common use cases include:
- Scheduling biweekly injections for chronic care management.
- Setting up recurring lab draws.
- Reserving a consistent weekly appointment slot for patients receiving ongoing therapy.
The Recurring Appointments feature is available for all users.
To ensure the Recurring Appointments feature works smoothly, ensure Provider Availability is set up for providers to ensure conflicts are taken into account.
| 1 |
Create a new appointment using one of the following methods from the Calendar:
- Click + Appointment.
- Click on an appointment slot.
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| 2 |
Enter appointment details such as Patient name, Appointment type, Start time, and Duration.
- Information added to the following fields will only apply to the first appointment:
- Patient Payment
- Billing Note
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| 3 | Verify the Provider and Location information is accurate. |
| 4 |
Choose recurrence by clicking Recurrence -> Custom….
- Specify the repeat interval by entering a number and selecting week or month.
- If week is selected, pick the day(s) of the week you want the appointment to repeat on.
- If month is selected, choose when you want the appointment to repeat each month. The available options are based on the date and day of the week of the first appointment.
- Select the end condition
- Select On if you want the series to end by a specific date and then enter the Date.
- The latest possible end date for a recurring appointment series is 18 months from the date it is created.
- Select After if you want the series to end after a certain number of recurrences and then enter the number of recurrences.
- The maximum number of allowed recurrences is 52.
- Click Save.
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| 5 |
Review scheduling conflicts.
- If any conflicting appointments are detected while creating a recurring appointment, the conflicting dates will be listed at the top of the create appointment dialog.
- You can find each overlapping appointment in the patient appointment search after the series is created and then solve each conflict separately.
- If the Appointment Type, Start Time, or Duration falls outside the provider's availability, a note will appear at the bottom of the appointment details to indicate the conflict, just like it does with regular appointments.
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| 6 | Click Create Appointment to save all appointments to the Calendar. |
| 1 | Click into the white space of the recurring appointment to show the appointment popover. |
| 2 | Click Edit. |
| 3 |
Edit the appointment details as needed.
- Edits to the following fields will only apply to the specific appointment that is being edited, even if you choose to apply the edits to following appointments:
- Appointment Status
- Patient Payment
- Billing Note
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| 4 |
Click Save.
- If you did not edit the recurrence information and the appointment is not the last appointment in the series, choose whether you want the changes to apply to This appointment or This and following appointments.
- When you apply changes to This and following appointments in a recurring series:
- The changes you make will be applied to the appointment you're currently editing and every appointment after it in that series. All previous appointments in the series will remain unchanged.
- The original series is essentially "split" into two separate series. The appointments from the date you made the change forward become their own distinct series. If you edit an appointment before the date you made the change, it will not affect the new series.
- If you’ve edited the recurrence information then the changes will automatically be applied to this and following appointments.
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| 5 | Click Save to save your changes. |
💡 USER TIP Before editing a recurring appointment, you should always click on the appointment to open the pop-up. This will show you when the series ends, so you know exactly how many appointments you're editing.
| 1 | Click into the white space of the recurring appointment to show the appointment popover. |
| 2 | Click Delete. |
| 3 | If the appointment is not the last appointment in the series, choose whether you want the changes to apply to This event or This and following events. |
| 4 | Click Delete to delete the associated appointment(s). |
Appointment reminders will be sent for each appointment in the series, following the cadence specified in your Settings.
Patient Forms will be sent based on your existing Settings.
- If forms are set to send a certain number of days before the appointment, they will be sent for each appointment in the series.
- If forms are set to send immediately upon booking, they will only be sent for the first appointment in the recurring series.
Can patients book recurring appointments themselves?
No, patients cannot book recurring appointments through the Booking Site.
Can I book recurring appointments for multiple patients at once?
You can only book recurring appointments for one patient at a time.
How far in advance can I schedule recurring appointments?
The latest possible end date for a recurring appointment series is 18 months from the date it is created or a maximum of 52 recurrences.
Can I change the “Repeats On” selection when editing a recurring appointment?
Yes, the Repeats On selection can be changed once the recurring appointment series has been created.
How are conflicting appointments handled when creating recurring appointments?
If any conflicts are detected while creating a recurring appointment, the conflicting dates will be listed at the top of the create appointment dialog. These conflicts must be resolved separately. You can find each overlapping appointment in the patient appointment search after the series is created and then solve each conflict separately.
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