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Overview

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What are Elation’s scheduling capabilities?

Elation offers a comprehensive suite of scheduling tools designed to help practices efficiently manage patient appointments, provider availability, and patient self-scheduling. These tools work together to streamline scheduling workflows, reduce administrative burden, and improve patient access to care.

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Why are scheduling capabilities important?

Effective scheduling capabilities help practices:
  • Reduce administrative workload - Automate appointment booking and reminders to free up staff time.
  • Improve patient access - Allow patients to self-schedule appointments online at their convenience.
  • Optimize provider time - Manage availability across multiple locations and appointment types.
  • Minimize no-shows - Send automated reminders to confirm appointments.
  • Support care continuity - Schedule recurring appointments for patients who need ongoing care.

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Key Scheduling Features

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Calendar

The Calendar is the central scheduling tool in Elation, used to manage provider availability and patient appointments.
FeatureDescription
Standard ViewView a single provider’s daily schedule.
Expanded ViewView multiple days or multiple providers side by side.
Appointment ManagementCreate, edit, and delete appointments.
Patient Check-inUpdate appointment status as patients arrive.
Virtual Visit SupportDistinguish virtual from in-person appointments with a video icon.
For detailed instructions, see the Calendar Guide - Using the Calendar for appointments & events article.

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Patient Booking Site

The Patient Booking Site is a personalized web page where patients can self-schedule appointments based on provider availability.
FeatureDescription
Online Self-SchedulingPatients can book appointments 24/7 from any device.
Real-Time AvailabilityShows only available time slots based on provider settings.
Customizable URLPersonalize your booking site link for your practice.
Multi-Location SupportPatients can select their preferred practice location.
Patient Forms IntegrationAutomatically send intake forms when patients book.
To enable the Booking Site, each provider must configure their availability in the Calendar & Booking settings.
For setup instructions, see the Patient Booking Site Guide article.

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Provider Availability

The Provider Availability settings allow you to define when each provider is available for appointments, by practice location and appointment type.
FeatureDescription
Location-Specific AvailabilitySet different hours for each practice location.
Appointment Type FilteringSpecify which appointment types are available during each time block.
Time Zone ManagementAssign time zones to each location for accurate patient communication.
Visual IndicatorsGray vertical bars on the calendar show availability; diagonal stripes show unavailable times.
For configuration instructions, see the Calendar & Booking Site Guide - Enhanced Provider availability by Practice Location & Appointment Type article.

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Appointment Types

Appointment Types define the different kinds of appointments your practice offers, such as office visits, physicals, or telehealth consultations.
SettingDescription
Name & ColorCustomize the name and color for easy identification on the calendar.
Default DurationSet how long each appointment type typically lasts.
Visit Note TemplateAutomatically apply templates when starting a visit note.
Patient FormsLink forms to send to patients when they book.
Booking Site VisibilityChoose which appointment types appear on your Patient Booking Site.
For setup instructions, see the Calendar Guide - How to set up the provider calendar article.

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Recurring Appointments

The Recurring Appointments feature lets you schedule a series of ongoing patient visits in a few steps, ideal for patients who need regular care.
FeatureDescription
Flexible IntervalsSchedule weekly or monthly recurring appointments.
Up to 52 RecurrencesCreate a series up to 18 months in advance.
Conflict DetectionReview scheduling conflict alerts when creating a series of recurring appointments.
Individual EditingEdit or delete individual appointments without affecting the entire series of recurring appointments.
Patients cannot book recurring appointments through the Booking Site. Only staff can create recurring appointments.
For detailed instructions, see the Calendar Guide - Scheduling recurring patient appointments article.

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Quick Reschedule

Quick Reschedule lets you instantly move an appointment to a new time slot based on provider availability.
FeatureDescription
Suggested TimesDisplays the next six available slots based on location, duration, and availability.
One-Click ReschedulingSelect a new time and save without leaving your workflow.
Single Appointments OnlyWorks on individual appointments, not a series of recurring appointments as a whole.
Exception: The appointment must have a Location assigned to use Quick Reschedule.
For instructions, see the Calendar Guide - Using the Calendar for appointments & events article.

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Calendar Blocks and Non-Blocking Events

Elation offers two types of events to help manage your schedule:
Event TypeBlocks Calendar?Blocks Booking Site?Use Case
Calendar BlockYesYesLunch breaks, meetings, time off
Non-Blocking Calendar EventNoNoScheduling preferences, internal notes
Calendar Blocks prevent appointments from being scheduled during that time, both in the EHR and on the Booking Site. Non-Blocking Calendar Events (also called non-blocking placeholders) display preferences on the calendar without restricting scheduling. For detailed instructions, see the Calendar Guide - Using the Calendar for appointments & events article.

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Automated Appointment Reminders

Automated Appointment Reminders help reduce no-shows by notifying patients about their upcoming appointments.
FeatureDescription
Up to 3 RemindersSend multiple reminders before each appointment.
Multi-Channel DeliverySend via text, email, or phone call based on patient preferences.
Patient ConfirmationPatients can confirm or cancel directly from the reminder.
Virtual Visit InstructionsInclude video visit details for virtual/telehealth appointments.
For setup instructions, see the Calendar Guide - Using automated appointment reminders article.

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Feature Comparison

FeatureStaff Can UsePatients Can UseRequires Setup
CalendarYesNoAppointment Types, Display Settings
Patient Booking SiteYesYesProvider Availability, Booking Site Settings
Recurring AppointmentsYesNoProvider Availability (recommended)
Quick RescheduleYesNoLocation assigned to appointment
Calendar BlocksYesNoNone
Non-Blocking EventsYesNoNone
Appointment RemindersAutomaticReceivesReminder Settings

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Getting Started

To set up scheduling for your practice, follow these steps:
1Configure Practice Locations - Add your practice locations and assign time zones. See the Practice Locations Guide article.
2Set Up Appointment Types - Create the appointment types your practice offers. See the Calendar Guide - How to set up the provider calendar article.
3Configure Provider Availability - Define when each provider is available for appointments. See the Calendar & Booking Site Guide - Enhanced Provider availability article.
4Enable the Patient Booking Site (optional) - Allow patients to self-schedule appointments online. See the Patient Booking Site Guide article.
5Set Up Appointment Reminders - Configure automated reminders to reduce no-shows. See the Automated Appointment Reminders Guide article.

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Frequently Asked Questions (FAQ)

Can patients book recurring appointments online?
No, patients cannot book recurring appointments through the Booking Site. Only staff can create a series of recurring appointment in Elation.
Can I double-book appointments?
Yes, staff can book multiple appointments in the same time slot when needed. However, the Booking Site does not allow patients to double-book the same time slot.
How do Calendar Blocks differ from Non-Blocking Events?
Calendar Blocks remove time from availability on both the calendar and the Booking Site. Non-Blocking Calendar Events display scheduling preferences without blocking availability—patients can still book during those times via the Booking Site if provider availability allows. Click here for more information about these two features.
Can I use the Calendar without the Patient Booking Site?
Yes, you can use the Elation Calendar without enabling the Patient Booking Site. The Calendar functions independently for internal scheduling.
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.
Do appointment reminders work for all appointments?
Yes, appointment reminders are sent for all scheduled appointments, whether booked through the Booking Site or manually by staff.